Minutes of Meeting
Town Office/Police Facility Building Committee
Tuesday, December 18, 2012 at 6:00 p.m.
Members present:
John Goodrich, II, co-chair; Peter Matrow, Reed Coles, Dorothy Whitaker; David Beaudoin; Charles Kuss
Members absent:
Kurt Kaiser, Jo Sauriol and Steve Lobik
Attendees: Bill Gallagher, Daedalus, Gretchen Neggers, Town Administrator; Deb Mahar, Finance Director; Dan LaRoche, Disaster Recovery Manager
Chairman John Goodrich called the meeting to order at 6:06 pm
New Business:
MOTION made by Peter Matrow to accept the 12/4/12 meeting minutes, seconded by Reed Coles. It was so VOTED.
Kaestle Boos update – They have met with and visited all town departments to learn their space needs. They developed their space program per square footage formula. They have allotted 9,150 square feet for the police facility and 15,999 square feet for the town hall.
Discussion as to how and when to give information to the public. It was decided that posting the minutes electronically would be an appropriate way to provide information
It was noted that there is no roof structure for any of the police department vehicles and it had been felt that this could be a real benefit. The structure could be used as an alternate to the bid process.
The committee vote on the square foot approval will be at the January 7, 2013 meeting.
Bill Gallagher reported that Kaestle Boos said the land surveyor will be out doing field work soon.
Kaestle Boos offered a proposal to write the bid specs and documents for the demolition of the existing building for the price of $10,800.
Dorothy Whitaker made a motion to accept the proposal of Kaestle Boos to write the specs for the demo of the existing building for $10,800. Peter Matrow seconded and the vote was passed.
Discussion regarding a utility trailer. Shane Nolan had provided the committee with a price for the renting of a trailer to house the temporary electric service panel and switching while the existing building is demolished and the new one built. Charles Kus raised a question as to why the purchase of a new trailer was not being considered. The cost could be the same and the town would have a trailer for reuse.
1/18/12 Meeting Minutes – Page 2
Peter Matrow made a motion to spend no more than $6,500 for the procurement of a trailer by purchase or lease for the purposes of housing the temporary electrical panels through construction. Dave Beaudoin seconded the motion and it was passed.
VOTE on the updated Construction Budget which is a living document - Peter Matrow made a motion to accept the 12/10/12 construction budget with the current total of $10,335,000. Dave Beaudoin
Gretchen Neggers announced that we are also getting the following from the insurance company:
$200,000 for OPM; $100,000 estimated police communications; $50,000 cost of relocation of emergency 911 power.
Deb Mahar reported on the tour of Amherst Town Hall – their counter shared by three departments was a well-received plan by the Monson people
John Goodrich spoke of the Charge of Building Committee and Flow Chart by the selectman.
The OPM answers to the Town Administrator, not the Building Committee.
Gretchen Neggers noted to John Goodrich that there is a need to bring the police chief in on this process soon. There is also a need to have all department heads at a committee meeting.
ROUTINE BUSINESS
An installment bill of Daedalus in the amount of $5,000 was submitted for payment. Dave Beaudoin made a motion to authorize the payment of $5,000 to Daedalus. Peter Matrow seconded the motion and the vote was unanimous.
A bill from Sharon Coles, recording secretary in the amount of $292.99 was submitted for payment.
Dorothy Whitaker made a motion to authorize payment to Sharon Coles for $292.99. Charles Kus seconded the motion and the motion passed. Reed Coles abstained.
OLD BUSINESS
John Goodrich will write a letter to the editor of the Journal regarding the progress of the committee. A draft will be sent to Dorothy Whitaker and Peter Matrow and will be voted on at the Jan. 7, 2013 meeting.
Bill Gallagher noted that the property is zoned village residential and needs to be central commercial. He plans on attending the May 20, 2013 town meeting to assist in makingn that change.
Committee will meet again in two weeks on Monday, January 7, 2013 at 6:00 p.m.
John Goodrich made a MOTION to adjourn meeting. Dave Beaudoin seconded. And it was so Voted
7:30 p.m.
Sharon Coles
Recording Secretary
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