The Permanent Committee to Study the Needs and Use of Town Public Buildings Including Town Hall Facilities held a special meeting on January 22, 2007, at 808 Stonington Road (Route 1), Stonington, CT.
Present: George Brennan, Stephen Singer, and Steven Small. Also present were members of the public.
Absent: Charles Ballato and John Gomes.
(1) Call to Order
Steven Small, Chairman, called the meeting to order at 7:02 p.m.
(2) Review/Approval of Minutes
Steven Small reviewed minutes from the meeting held on December 11, 2007. A motion was made by George Brennan, seconded by Steven Small, and it was voted to approve the minutes as distributed.
(3) Review/Discuss Letter from Town Attorney Concerning Charge of Committee
Steven Small distributed a copy of the letter dated December 26, 2006, he sent to the Board of Selectman requesting clarification on the direction, charter, and buildings under the purview of the Committee (copy attached herewith). He also distributed a response from the Town’s attorney, Thomas J. Londregan, Esq. Stephen Singer commented that it is an opinion letter from counsel and rendered to the Board of Selectman in which it states the dispatching of responsibilities is as determined by the Board of Selectman and he felt it did not adequately accomplished the questions of the Committee. Mr. Londregan is providing a legal opinion to Mr. Brown, and Mr. Brown has not given the Committee any direction. We still have no direction from the Board of Selectman. George Brennan stated that
in light of this letter, the Committee cannot go forward with a RFP. We are charged to review the set of plans submitted to us, and the Committee must make a recommendation. He stated the Committee could recommend that the Town pursue other alternatives, and we should review the plans and draft a report. Stephen Singer stated if we were allocated funds it seems in contradiction to this letter. Steve Small stated it appears the Committee is an advisory committee to the Board of Selectman. Stephen Singer stated he expected the Board of Selectman to write a letter to Steven Small in response to Steven Small’s questions. We cannot be productive unless we have cooperation from the Board of Selectman. Stephen Singer made a motion to adjourn the meeting until clarification is received from Steven Small’s letter of December 26, 2006. I would like a letter from the Board of Selectman, due to the inconsistency in the letter dated
July 29, 2006. The motion was seconded by Steven Small and the motion was opened for discussion.
Steven Small stated the Board of Selectman could respond to follow the direction of legal counsel’s letter. George Brennan stated in the original letter the Committee was charged to make recommendations regarding the Town Hall building facilities. Stephen Singer added that the Committee was to gather information to support a report. Steven Small commented that the attorney’s letter answered the questions. Stephen Singer added that the Committee wanted to know the scope of the project and the town attorney’s definition of infrastructure is contradictory to the discussion last March. In the whole discussion, infrastructure refers to function of departments so that you can determine the space needs. George Brennan discussed the original intent of the resolution establishing
the Committee at the March 30, 2006, special town meeting and definition of infrastructure by Mr. Londregan. A suggestion was made that the meeting minutes be reviewed, as well as the petition.
Steven Small stated the letter indicates that the Committee is under a 60-day timeframe. George Brennan added if that is the case, the Committee must meet these guidelines and should start to review information provided to the Committee and make a recommendation. Steven Small agreed and stated the Committee should take the plans and supporting data and make a recommendation to the Board of Selectman.
Stephen Singer asked how do we resolve the conflict being discharged responsibilities to prepare a solicitation to do a study as opposed to rendering a report based on no study and do it within 60 days to meet a February deadline. George Brennan recommended taking the plans, supporting data and developing what the Committee can, as an advisory committee, for submission to the Board of Selectman.
Stephen Singer commented that he felt it is unprofessional. This is the attorney’s suggestion to Mr. Brown. Why didn’t our Selectman prepare a letter? George Brennan stated the RFP we were working towards should have some credence and can be issued as part of the report. Steven Small added that part of the report is inclusion of the Committee’s activities up to this time.
Following the discussion Stephen Singer withdrew the motion to adjourn the meeting, seconded by George Brennan and it was so voted.
(3) Complete Work on Drafting RFQ/RFP for Consultant for Town Hall Study
George Brennan made a motion, seconded by Stephen Singer, and it was voted to suspend work on the RFP.
(4) Public Comment
Bill Sternberg 153 Elm Street, Stonington alleges that the First Selectman has a record of not sharing letters with other Selectman. The town attorney is not an elected official and has no elected capacity. He does not have the authority to give the Committee direction. I think it is outrageous that our First Selectman responds to a letter by simply handing a letter from the town attorney to Steven Small. If you proceed by producing a report on your work so far I think it has been clearly shown that the planning for the south lawn addition was grossly insufficient and the recommendations from the Committee is that the Town has to look at other options. The RFP was the right way to go, and I hope the Committee’s report recommends that as the next step and you as a Committee continue to be
charged by the Board of Selectman with that process. It would be a shame to loose what you have put into this thus far and putting it back to the staff of the Town will not accomplish the needs. I will make my comments at the next Board of Selectman meeting. The report of the Committee should say we need to look at a range of options to understand what our options are. Until there is a tradeoff study I don’t see how anything can be built. I suggest the RFP draft should be included with the report. It is a well thought out explanation of developing a list of options. The language in the town attorney’s letter is not consistent with the charge of the Committee. I believe the original charge was to make recommendations about different options. When it is all done, if we have a document looking at a range of options and the voters have an opportunity into decide which option makes sense, I can live with that.
I can’t live with people working inside the Town Hall not giving anyone else any input and they cannot come up with a 20-year old document that is technically flawed as justification for the project. We need a tradeoff analysis. I hope you include that in your report.
Dave Christina, 141 Elm Street, Stonington requested that the $60,000 that has been expended thus far be included in the September 18, 2006 meeting of this Committee. The charge of the Committee and the way I understand the way town government works is that appointments are made on merit and credentials, and the premise is that it is made on trust and the Selectmen are entrusted and it is the responsibility of the First Selectman to oversee to discharge the Committee’s effectively. In your presentation I am hoping you will suggest the First Selectman has been reckless for the discharge of the Committee and the will of the people. It was not just about the Town Hall, it is about the process and other buildings. George Brennan commented it is not the responsibility of the Committee, but it is up
to the public. The direction was given, and it was in the paper that funds would be available and this Committee could take an indeterminate amount of time. I don’t understand how this can be rescinded. Steven Small stated he did not believe it was rescinded, but the Committee must issue a report in 60 days.
(5) Next Meeting
The Committee will meet on February 5, 2007, to discuss amending the September 18, 2006 minutes, and formulate and draft a report to the Board of Selectmen. The location will be determined. The members of the Committee will create an outline to work with at the next meeting.
(6) Adjournment
A motion was made by Stephen Singer, seconded by George Brennan and it was voted to adjourn the meeting at 8:30 p.m.
Submitted by,
_________________________ __________________________
Maureen L. Carboni, Recorder Steven Small, Chairman
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