Draft Minutes: April 2, 20008
Approved: April 8, 2008
LYME TOWN OFFICES BUILDING COMMITTEE
MEETING MINUTES
APRIL 1, 2008
Members Present: Frank Bowles, Simon Carr, Don Metz, Jay Smith, Mike Woodard, Judy Brotman
The meeting was officially opened at 8 am by Selectman Carr.
1. Simon stated that the purpose of this first meeting is to organize the committee.
In addition, Simon had four items for the morning’s meeting:
(1) a reminder to everyone that the work of the committee must remain open and transparent throughout the building process;
(2) the possible addition of another committee member;
(3) several ‘general contract’ issues; and
(4) the utilization of additional funds.
2. Judy Brotman moved that Frank Bowles and Don Metz be elected as co-chairs of the committee. Simon seconded the motion. The motion passed unanimously.
3. The committee discussed whether or not to add an additional member. It was agreed that no additional member would be added at this time. Don and Frank will proceed to refine the building plans and will meet with the police, the town office staff and the selectmen to get their input on the interior design of the building.
4. The committee discussed several money issues:
(1) The committee is cautiously optimistic that there may be some savings realized in June when the Bond rate is set, reflecting the ongoing lowering of federal interest rates;
(2) Several committee members will be speaking with the Lyme Foundation, requesting a donation for some specific elements of the project;
(3) The committee agreed that one goal will be to make every effort to reduce the overall bond required for the project (in $25,000 increments), including some prepayment of the loan.
5. The committee discussed ‘contract issues’, including a general overview of a typical bid process in a municipal setting, and construction management objectives of getting the best price for the client (Town of Lyme). Don will invite Tim Estes to the next meeting to discuss options in managing the project.
6. The committee discussed the removal of the barn. Ray Clark will be invited to the next meeting to discuss any interest he may have in this portion of the project.
7. The buried oil tank will need to be raised and the UST closure report needs to be done prior to the closing.
8. The house lease is up on August 15th. The current tenant has expressed a desire to stay in the house for another year. Mike proposed ending the existing lease with Recreate early, to coincide with the closing on the property, and writing a new lease with the Town for 1 year. Mike will follow up on this scenario.
9. Mike and Simon will follow-up on any “loose ends” on the existing Purchase & Sales (P&S) contract. Closing date for the sale is scheduled for May 20.
10. Dave Hewitt and Bill Lewis are not available presently, but will be in contact with the committee as cost saving measures are reviewed.
The meeting adjourned at 9:10 am.
Respectfully submitted,
/s/ JLSB
Judith Lee Shelnutt Brotman
*The next meeting will be at 8 am on Tuesday, April 8, at the fire station meeting room.
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