THESE MINUTES ARE SUBJECT TO APPROVAL BY THE BOARD OF MANAGERS.
The Edmond Town Hall Board of Managers held a regular meeting on Tuesday, July 10, 2012 in the Mary Hawley Room of the Edmond Town Hall, 45 Main Street, Newtown, CT. Chairman James Juliano called the meeting to order at 7:05 p.m.
PRESENT: James Juliano, Margot Hall, Tom Long, Karen Pierce, Mary Fellows & Building Administrator Tom Mahoney
Guests: Members from the VFW
Public Participation:
Laurie who is representing the VFW in explaining that David Mural is going to paint a mural for the municipal center, and would like to extend the names of the veterans from 1970 that are from the town hall and also include all other veterans from that time period and forward including any other veterans that would like to be included. The VFW is proposing to look for a portion of profit from one movie night as a donation from the board for the Newtown Project Troops and Veteran’s, and the proceeds would go to David Mural for his work. The board explained how a certain percentage of the take has to be designated to the studio, and possibly what is left over may be able to be donated but would need to be looked into further.
John Whittle present at the meeting as a guest.
Acceptance of Minutes: Upon motion of Karen Pierce, the minutes of May 5, 8, 29 & June 12, 2012 seconded by Tom Long and unanimously accepted.
Correspondence: Karen Pierce received a letter from Steven Snow which is addressed to the board introducing himself as the former artistic director of the Palace Theater in Danbury and currently new director at Center for New Media and the Arts in Bethel and wanted to express his interest in the Board’s work at Edmond Town Hall.
The Board received a letter from the investment body requesting the quarterly report be sent to the Municipal Center; attention Robert Tait, Financial Director.
Dan Holmes of Holmes and Fine Gardens revised the plan for the landscaping in the front of the Town Hall.
Building Administrator’s Report: Tom Mahoney received a phone call from the Garden Club looking for use of a meeting room for roughly an hour and half a month for the months of September to June. The regular rate for use of a meeting room is $20/hour.
James Juliano made a motion to accept the rate of $20 per month for use of the lower meeting room for the Garden Club and unanimously carried.
Mr. Mahoney spoke to LA Restoration regarding the roof and the damage sustained to the snow guards and some slates from the winter storm. The bid came in at $8,900 and will be able to start the work in the late August or early September.
Margot Hall made a motion to accept the bid of $8,900 for the work to be completed by LA Restoration to repair the snow guards and damaged slates. Seconded by Karen Pierce and unanimously carried.
James Juliano made a motion to accept the bid of $8,900 being paid from the special projects fund and unanimously carried.
Mr. Mahoney talked to Frank from Precision regarding the alarm in the theater. Frank is going to submit a plan and a price after completing his inspection of the theater. After receiving the plan Mr. Mahoney will take to Rich Frampton the Fire Marshall to ensure the Board is covering all bases.
Mr. Mahoney received a phone call from Anne Benedetto, the woman who wants to use kitchen for baking, and she is finally able to move along with the process. The state sent her the wrong license and since has fixed the error, and now has the correct license to be able to bake. Looking to use the kitchen three days during the week, but Mr. Mahoney told her the Board would get back to her.
Talked to Rob Manna of LRM Inc. regarding the bominite and he came up and took a look at the sidewalks. Also, talked to Peter McLaughlin from CFR Concrete and both companies will submit a quote to the Board.
Diane would like to have a sign downstairs for the Lathrop School of Dance. The Board would recommend to Diane to submit the layout of the sign to the borough for approval. Diane would also like the carpet replaced in the lobby and in the office.
Sam is leaving July 14 until August 10, and still looking for coverage while he is away. Received the schedule for Stray Cats which includes first three weekends in January and March for Friday and Saturday nights and Sunday afternoons. The Board is requesting a letter of agreement to be signed with a 50% deposit based on those days and pay the remaining balance each day event is held.
Mr. Mahoney received two quotes regarding the elevator contract. Mr. Mahoney has met with LA Elevator, New England Elevator, Thyssen Krupp and Otis. New England Elevator submitted a quote for $190/month which would come out to $2,280 for the year and is a five year contract. Parts are an additional cost and safety test is a separate proposal which is $2,680. The safety test is required by the state. 24 hour emergency service is not included and is billed at overtime. Thyssen Krupp submitted a quote with two separate maintenance agreements; Gold and Bronze. Quote is for a three year contract. A gold agreement includes full coverage of parts or replacement, but 24 hour emergency services are billed separately as overtime. Quote is for $185/month which is $2,220 a year. The bronze contract includes
lubrication and adjustment and excludes part coverage. Quote is for $165 per quarter which would be $660 a year. Allied Elevator from Bridgeport also came out to look at the elevators and their contracts are only for a year. Mr. Mahoney will be in correspondence with the Board on any information that is submitted by companies in order to decide which contract to go with since the deadline is approaching.
Chairman’s Report: Mr. Juliano has been in correspondence with White Hills for the purpose of gold leaf for the dome. Resubmitted a quote and is now the low bidder at $13,600. The Board is looking to determine whether or not to paint the cupola or gold leaf. Margot Hall mentioned how the Mary Hawley Society is also looking for a project to fund raise for and recommended possible making a proposal to them. The Mary Hawley Society also donated $10,000 to the Board to use for theater renovations.
Mary Hawley Society: Margot Hall presented that the Mary Hawley Society is not holding the September 22 event. The Society is also looking to recruit community members and businesses to support and accomplish projects. The Mary Hawley Society is looking to possible hold an event on February 9. The Society is looking for the Board to determine a focus point and what needs to be done. It was recommended to use the $10,000 for the theater renovations such as a new fire curtain, gold outlining & the sconces that way the theater is complete. Then it was suggested with the remaining funds to possibly put towards the Blu-ray and sound system upgrade because it is a phase in plan as well.
Approval of Monthly Bills: Margot Hall presented that the billing cycle has remained the same. The total monthly amount for the building came to $13,142.00 and the theater came to $22,736.00 which is a total cost of $35,898.00.
Action on payment of bills: James Juliano motioned to accept approval of paying bills totaling $35,898.00. Seconded by Karen Pierce and unanimously carried.
Old Business:
Constellation Energy: Mary Fellows is going to write a letter to Constellation to request where the credit was made because the Town of Newtown received credit but the Board of Managers did not receive their portion.
Holmes Fine Gardens proposal re-planting in front of Town Hall: Dan Holmes resubmitted the plans with a few minor changes. For phase one labor and material are $485.00 and total being $2,485.00. The board suggested waiting to do the plantings until after Labor Day and after the cupola and the snow guards are completed.
Tom Long made a motion to accept Holmes Fine Gardens phase one proposal for plantings at the prices provided. Seconded by Karen Pierce and unanimously carried.
Restoration of the cupola: The gold gilding came in at $13,600 and the gold paint was $14,000. The Board agreed they should determine that the price should not to exceed the bid amount of $13,600.
Karen Pierce made a motion to accept White Hills bid for the gold gilding at the price quoted of $13,600 and not to exceed that amount. Seconded by Mary Fellows and unanimously carried.
Progress for advertisement preceding movie showing: NA
Report of Sub-Committee on restructuring of Job description/assignments: Karen Pierce suggested that be discussed during executive session.
Progress of staff space, gym, theater, Alexandria Room dressing rooms and restroom improvements: Mary Fellows stated that nothing has really changed since the last meeting other than receiving a donation for the Alexandria Room kitchen. The downstairs bathrooms will be finished need to just replace new dispensers and new garbage cans. This fall going to renovate the Alexandria Room dressing rooms. Mary Fellows also suggested that in the gymnasium there are two spots where you could hang banners for people who contribute and help to give them recognition.
Lease Documents: Margot Hall received correspondence back from the town attorney, David Grogins and he had a few suggestions. The Board suggested having Attorney Grogins draw up the documentation to ensure the right verbiage, and submit all rent documents to make sure there is coverage for protection especially with functions that include alcohol. The Board agrees that the paperwork should be review by the town attorney to ensure as bases are covered, and to have him write up the long term lease agreement. The paperwork needs to be submitted to the First Selectman and with her approval it will be forwarded to attorney Grogins for guidance.
Tom Long made a motion to submit the lease documents to the Selectman’s Office which after approval will be submitted to town attorney for review. Seconded by Mary Fellows and unanimously accepted.
Brochure: Mary Fellows submitted a new copy of the brochure with requested changes for review.
New Business:
The Board is looking to get their own shirts and rugs and maintain them personally. There are two different types of rugs in the building; winter and summer. There is a three rug package which includes one in the front and two side entrances that will last through the summer for $372. For the winter can order heavy duty rugs for main entrance and gym for $1900. Can order mats through Commercial Mats and Rubber. Also, looked at shirts for staff through Land’s End with short sleeve shirts being $30 and long sleeved shirts being $35 with the Edmond Town Hall logo. Would order a couple shirts for each employee that they would take home at the end of the week and wash themselves to save on cost.
Mary Fellows made a motion to purchase own stock of interior rugs and work shirts for staff. Seconded by Karen Pierce and unanimously accepted.
The Governor’s Horse Guard is holding an all-day event which is equine and agricultural that ends with a show. Mary Fellows suggested being a sponsor and advertising by creating a banner 8 X 3 for the Edmond Town Hall which is a cost of $100. The guy conducting the shows also has a movie out and it was suggested that the town hall could possibly run a matinee of the movie, and the gentleman could come with his horse and entertain the patrons.
Margot Hall made a motion to accept participation in the Governor’s Horse Guard fundraiser. Seconded by Karen Pierce and unanimously accepted.
Comments: NA
Executive Session: Upon motion of James Juliano and seconded by Karen Pierce, executive session was entered at 9:31pm for discussion of personal matters and tenants/renters matters, and discussion of restructuring, job descriptions/assignments. At this time the clerk left the meeting.
Mindy Kovack, Clerk
MINUTES - Executive Session
EDMOND TOWN HALL BOARD OF MANAGER
Regular Meeting July 10, 2012
Motion made by Karen Pierce to go into Executive Session. Motion seconded by Tom Long and unanimously passed at 9:28 P.M.
PRESENT: James Juliano, Karen Pierce, Tom Long, Margot Hall, Mary Fellows
ABSENT: Marie Smith
The Board discussed personnel, tenants/renters matters
MOTION made by Tom Long and seconded by Karen Pierce to go out of Executive Session. Motion unanimously passed at 10:09 P.M.
None of the matters discussed required action at this time.
MOTION made by Tom Long and seconded by Mary Fellows to adjourn this meeting at 10:10 P.M. Motion unanimously passed.
Respectfully submitted,
Margot S. Hall
Vice Chairman
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