Minutes for June 9, 2010

Building Committee Meeting Minutes
6/9/2010
Hatfield Public Library

Present: Dodie Gaudet, Susan Gaughan, Harold Green (Chair), Stephen Hale (architect), Bryan Nicholas, Emi Estelle (intern) and Eliza Langhans (Librarian and Recording Secretary).

1. Introductions: We introduce our new intern, Emi Estelle, and our architect, Stephen Hale, who has brought two models and a variety of renderings from other libraries.

2. Committee Membership Status Updates: Eliza has not received confirmation that Jim is a member so it was determined that the four voting members present constitute quorum.

3. Renderings or Model discussions: Stephen Hale shows us examples of renderings and models and we look at his examples. Stephen works with a man named Gary Irish (http://www.garyirishgraphics.com).

The Committee discusses the pros and cons of renderings and models. Harold states that a model is more clear and will give a better understanding of the building. Eliza agrees but argues that renderings inspire an emotional connection lacking in a model. She says that we want people to see the picture and think “I want this.” Bryan asks about the reaction to the design of the new elementary school (built several years ago) and whether there was a desire to go back to a more traditional plan. Harold says no.

Renderings are cheaper than models but not inexpensive, running from $1200 to $1600. This would include an electronic file. The Committee notes that we received several hundred dollars in memory of Rita Prew. This money is pegged for the Building Project and can be used anytime in addition to the remaining money from the Planning and Design Grant.

(note: at this point we jumped to our next agenda item, the Community Preservation Act (CPA) grant, since Bob from the Community Preservation Council (CPC) was waiting to talk to us. This section of the meeting is included in item four of the Minutes. We returned to vote on renderings and models after the conclusion of the CPA discussion. Note that, when asked, Bob expressed a preference for renderings, saying they are more accessible).

MOVED, SECONDED, VOTED: Commission three renderings from Gary Irish via Stephen Hale.

The Committee decided that the renderings should depict, in order of priority:

1) The circulation desk (ie the view when you first walk into the building)
2) An outside view of the library from the street (standing south slightly of the library)
3) A view of the Children’s area, with a possible view of the hallway to the meeting room.

4. CPA Funding: Bob Wagner from the CPC talks to us about the availability of CPA funding for the Library Building Project. He says that there is no doubt that Dickinson Memorial Hall qualifies, as it is a historic structure in a historic district. However, some of the work will qualify and some will not. Anything falling under the category of regular maintenance will not qualify, only what is associated with restoration, retrofitting and environmental controls. The historic restoration has to meet federal guidelines. This can be tricky in some cases.

Another issue is bonding. The CPC allows the community to use proceeds from a line item account in the town budget to pay off a bond on an eligible project. Though unlikely, there is a risk that the Town could make a commitment and then bring in less CPA money or eliminate the CPA. In this situation, they would still be responsible for the debt and would need to maintain a surcharge on property taxes without any state match. There is some hesitancy about this risk on the CPC and we may need to lobby them about the benefits of bonding.

Ten percent of the CPA money needs to go to community housing, ten percent to open space and ten percent to historic projects. The rest can go to any combination of those and recreation. Harold notes that community housing and open space do not apply to the Library Project, but historical renovation and recreation both do. The Committee discusses whether to propose the restoration as one big project or bit by bit. Harold asks about the timeframe and Bob says we should get the application in as soon as possible. We should have at least a draft before the next CPC meeting, which is the last Wednesday in August.

Our thanks to Bob for taking the time to come and speak with us and answer our questions.

5. Video Project Status: A number of people have been interviewed but the project is currently on hold due to the demands of the Summer Reading Program/Eliza’s upcoming vacation. Filming and editing will continue in the second half of July and August.

6. Timeline: The Committee looks at the timeline for the MBLC grant. Bryan suggest that we make a checklist for the different sections of the grant so it will be clearer to Committee members how they can help.

7. Minutes from the Last Meeting: MOVED, SECONDED, VOTED: Approve last month’s minutes.

The meeting adjourned at 8:11PM.