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TOWN OF EAST HAMPTON
Brownfields Redevelopment Agency
Monday, September 27, 2010
APPROVED MINUTES
Present: Chairman Dan Wolfram, Vice-Chairman Scott Bristol (via conference call), William DeMore, Carla Sylvester, Mary Ann Dostaler, and Cindy Karlson. Also Present: Public Works Director Keith Hayden; and Judy Pogmore, Recording Secretary. Absent: Kay Willson.
1. Call to Order:
Chairman Wolfram called this meeting to order at 7:36 p.m.
- Adoption of Agenda/Added Agenda Items and (2) Approval of Minutes—August 23, 2010 Meetings: Chairman Wolfram requested a motion to adopt the September 27, 2010 agenda and approve both the minutes from the August 23, 2010 regularly-scheduled meeting and the Special Meeting. Carla Sylvester made a motion to adopt the agenda and approve these minutes, seconded by William DeMore. Motion passed. Vice-Chairman Scott Bristol and Mary Ann Dostaler abstained as they were not at the meetings.
- Staff Reports: None
- Liaison Reports: Dan Wolfram stated we are awaiting a new assessment grant, of which a good portion of the monies will be earmarked to assess Epoch Arts, with leftover monies being used for redevelopment planning, assuming we are not getting any funding we applied for in planning grant. Vice-Chairman Scott Bristol stated his understanding we can use assessment grant for planning purposes; however, does not know what the monies limitation is and it could be subject to same approvals as any site that we wanted to assess from EPA on the proposal. We need to get proposal together and approval from Christine Lombard, Brownfields Project Officer for EPA.. Chairman Wolfram believes we have mechanism to fund some type of redevelopment grant. Mr. Wolfram requested our agency members attend different town meetings,
particularly EDC, P&Z and Town Council, to stay on top of what other committees are working on for redevelopment so as to avoid duplication of effort and wasteful spending. Mary Ann Dostaler will touch base with Ann Faust tomorrow on status of our pending grant application. P&Z was looking to further discussion on whole proposal for incentive housing zone study (Planimetrics study) and looking to convene public hearings on the acceptance of that zone change. She will touch base with Ray Zatorski. A portion of that study by Planimetrics, $5,000.00, was funded by Brownfields Grant and approved by Christine Lombard of EPA and Town Manager Jeff O’Keefe.
6. New Business:
- Watrous Contracting: At the last special meeting of town council, Sept. 15th, we recommended selection of TMC services to conduct partial cleanup at 13 Watrous and town voted and approved. Public Works Director Keith Hayden is in the process of contracting with TMC (see Exhibit A), and his hope is to get moving shortly. Keith stated he contacted TMC last week and had e-mailed the agreement in bid documents, with one change--that is adding that all work and all invoicing had to be completed by Oct. 31, 2010. With that change TMC is going to sign three originals and send them to us. They are awaiting their performance and payment bonds and insurance certificate and then will overnight it to us, with the agreement. Mr. Hayden will forward it to Interim Town Manager Robert Drewry and, at that point, will
schedule a pre-construction meeting, and will give notice to proceed at that meeting. Mr. Wolfram will update John Bondos tomorrow about the task authorization for the next round of work so we will have sampling ready to go and the oversight for when TMC is ready. TMC will be doing confirmation sampling following spec protocol. Public Works Director Hayden will schedule the pre-construction meeting with TMC and let us know when meeting is so our members can attend. Vice-Chairman Bristol stated Oct 31st deadline appears to be error. Discussions with Christine Lombard indicated that she fully intended it to be Dec. 31st. He will confirm it and let Keith know. For time being it is Oct 31st. Chairman Wolfram emphasized Finance Director Jeff Jylkka’s paperwork says October 31st is the grant deadline.
- Establishment of RFQ (Request for Qualifications) ad hoc for Assessment Grant III bids: Chairman Wolfram stated EPA wants us to select our contractor by the end of the year for the next grant. The scope of work under the grant covers community-wide assessment work. The current project plan that has been filed with EPA is programmed to do assessment work through remediation planning for Epoch Arts, which is similar to our second assessment grant. We might want to look into developing criteria to interview teams, etc. Vice-Chairman Bristol stated we should evaluate whether we select someone off State site and select more than one contractor, thereby have a team of consultants. Chairman Wolfram stated he preferred one contractor because having multiple contractors makes it difficult to take care of all
invoicing and other project-related communications. A decision will have to be made on whether to select one consultant or a team of consultants. Vice-Chairman Bristol stated we, as an agency, could put together a letter committing the expenditure of “x” amount of dollars and then she could attempt tofind matching funds. Mr. Wolfram will speak with her, and further stated he would really like to get her a work cost estimate for remediation that she can then shop around and get funding for.
- Budget Update: Chairman Wolfram stated approximately $164,000.00 remains of the 13 Watrous cleanup grant which all has to be spent by the end of this year. Approximately $61,000.00 remains in the assessment grant, some of which is encumbered in contracts that haven’t been spent yet; and approximately $183,000.00 remains in the 103 Main Street grant. The assessment grant and 103 Main Street grant have a deadline of June 30, 2011.
7. Old Business: Mary Ann Dostaler inquired about construction of the parking lot (remedial option) at 103 Main Street. Public Works Director Hayden stated AECOM is almost done with bid specs. Director Hayden may add sand as a bid alternative in the contract. There is currently not enough grant funding available to complete pavement or landscaping. Director Hayden may propose pavement and landscaping project in next year’s budget.
- Public Comments (pertaining to current agenda items only): None.
- Confirm Next Meeting: The next meeting is scheduled for Monday, October 25, 2010 at 7:30 p.m.
- Adjournment: William DeMore made motion to adjourn the meeting. Chairman Dan Wolfram seconded this motion. Vote unanimous. Motion passed. Meeting concluded at 8:19 p.m.
Respectfully submitted,
Judith L. Pogmore
Recording Secretary
Jlp
Attach.
9-30-10
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