The Board of Managers held a regular meeting October 21, 2009 in the Lower Meeting Room at Edmond Town Hall located at 45 Main Street Newtown, CT. 06470. Chairman Jay Gill called the meeting to order at 7:00 p.m.
PRESENT: Chairman Jay Gill, Sandy Motyka, Kathy Madzulla, Marie Smith Jim Juliano
ALSO PRESENT: Building Administrator Tom Mahoney, Building Superintendent Clark Kathan, one member of the public Robert Morey.
ABSENT: Mary Fellows
Public Participation: Robert Morey a local Real Estate Broker approached the Board of Managers regarding the possible use of the “Selectman’s” quarters as an office he is looking to open in Newtown.
Mr. Morey stated that he is not looking for a large space necessarily but the space in the Town Hall would be ideal for location and good visibility. The space Mr. Morey explained what he is looking for would suit an office for himself, an employee and a conference type room/area. Also the separate entrance to the office is also appealing.
Mr. Morey stated that he is open to discussing the costs involved as the space is a great location he’d be willing to pay market value.
Mr. Morey and the Board discussed when the space would be available, which would be no sooner than December 2009. Also discussed was the possibility of signage. It is yet to be determined what the Borough of Newtown will allow.
After viewing the space, Mr. Morey stated that the office space would work well and that he envisions the Town Hall developing into a small professional center. The Board of Managers were in agreement.
Mr. Morey questioned the Board regarding what the next steps might be in pursuing the space. Ms. Motyka stated that the Board will have to speak with Maria D’Marco and John Klopfenstein and will be in touch with Mr. Morey.
Acceptance of Minutes from September 8, 2009:
The Minutes of September 8, 2009 were accepted as submitted.
Ms. Motyka moved to accept the minutes (upon review) as submitted. Ms. Madzulla seconded motion. All were in favor.
Building Administrator’s Report:
Mr. Mahoney reported that the Cultural Arts Commission wanted to use the Theatre on Saturdays however, wanted to negotiate the going rate for the space. Currently the rate for the Theatre is $3200.00 on a Saturday.
The Board was in agreement that the rate is what it is for a reason and it can not go for anything less than $3200.00 on a Saturday.
Ms. Madzulla added that if that rate is discounted, than every other going rate for space in the building has to be adjusted as well. The rates have been laboriously determined by the Board and should remain the same.
Mr. Mahoney suggested some alternate options for the Cultural Arts Commission. They may return to using the Alexandria Room at a cost of $250.00 on a Saturday or choose to
2
meet on a Friday night so as not to be in competition with any matinees for a rate of $2000.00. Both options are viable and would save the Commission the money.
The Board agreed that these secondary options should be offered to the Commission.
Additionally Mr. Mahoney stated that the Alexandria Room has recently lost three parties because the Kitchen was not available for the renters to obtain water (as the use of the Kitchen is an additional flat fee regardless of use - $500.00 for Kitchen with Alexandria Room, $350.00 for Alexandria Room alone.)
Mr. Gill suggested installing another sink in the pantry area between the Kitchen and the Alexandria Room.
The Board discussed the possibility of running the required plumbing lines to install an additional sink.
It was determined that it’d be fairly minimal to install an extra sink for parties to use water. The bulk of the cost would be the fixtures.
Ms. Motyka moved to proceed with installation of an additional sink in the pantry area of the Alexandria Room for the purpose of filling coffee urns for the renting the room only and a pre requisite that the project should not exceed a cost of $1000.00. All were in favor.
Mr. Mahoney stated that he had received correspondence from Addie Sandler regarding Relay For Life and doesn’t want to have to pay the going rate for meeting in the Alexandria Room at $20.00 per meeting, their total cost would be $220.00
The Board discussed the rates and concluded that what they’d be charging is reasonable and the rates should be honored.
In other correspondence – from the Islamic Society of Danbury, a foreign language group looking for classroom type space and have requested the prior Finance office. They have all their own furniture and would prefer to sign an annual lease agreement. Mr. Mahoney stated that the group has come highly regarded and has a good track record for paying their rent on time.
Mr. Mahoney is to determine a cost per square foot rate by November 1, 2009.
Building Superintendent’s Report:
Mr. Kathan stated that he has ordered that salt for the Winter Season at a lower rate than last year.
This year the total was $1126.00 a savings of $513.00 over last year.
Additionally, the automatic handicapped doors are completed.
The Alexandria Room paint, coat room, chandeliers (came in under bid) and electrical is all complete. Also the Boiler is up and running, the tubing replacement for one and the floor plugs in the Alexandria Room should be looked into for repair as they are slightly higher than the finish on the floors.
3
Correspondence:
Mr. Gill updated the Board on the last statement from Bank of America which had indicated an ending balance of $893,827.00 a $21,010.00 fiscal year to date loss.
Mr. Gill is to contact Ed Marks to give an update to the Board.
Additionally, the Mary Hawley Society has a fund raiser set for February 2010 and their website is almost ready to go, their site will be linked to the Edmond Town Hall site which is currently being worked on by Trish Dardine.
Ms. Motyka stated that by January 2010 the Town Hall must be capable of accepting credit card payments for purchases of such nature as booking parties or gift certificates.
The Board was in agreement that Visa and Mastercard would be the only two accepted.
Bills for Payment:
Ms. Smith presented the Bills for Payment for the Building totaling $14,327.12, $9526.84 for the Theatre for a total of $23,853.96.
Ms. Motyka moved to approve the bills for payment totaling $23,853.96. Mr. Gill seconded motion. All were in favor.
After much discussion the Board agreed that more documentation will be required for bills received for work done and anything over $500.00 should be put out to bid more than once.
Unfinished Business:
Mr. Gill addressed the Board regarding the possibility of naming the Edmond Town Hall Theatre after Ginny Lathrop.
Mr. Gill stated that he liked to idea of naming the Women’s and Men’s dressing rooms after Ginny and her late husband, Mac.
Ms. Motyka stated that she personally was not in favor of naming the Theatre after anyone.
After much discussion, the Board was in agreement to keep the Edmond Town Hall Theatre name in tact.
New Business:
Ms. Motyka stated that The Bee has been questioning her regarding the plans for the Town Hall after the Town Offices move out.
The Board agreed that there is currently no definitive answer, there may be an answer after the election.
Additionally, Ms. Motyka stated that Emagene Blanchard passed away recently, Ms. Motyka will be sending in a small donation to the Mary Hawley Society on her behalf from the Board.
In other business the Board discussed the seat availability for the Board of Managers.
Mr. Gill stated adamantly that the Board will not become a political venue.
4
Also, Kevin’s Community Center has since found another space and will not be requesting further space at Edmond Town Hall, the CIP has been gone over with Finance Director Bob Tait, and the Mary Hawley Society has paid $5000.00 towards the curtains in the Alexandria Room.
Mr. Kathan stated that the Board of Managers should take care of basic maintenance of the offices once rented but anything above and beyond that would be up to the individual renter(s).
Ms. Motyka moved to enter into Executive Session at 8:45p.m.
Cayenne Spremullo, Clerk
| 
