Town of Hatfield - Approved 11/14/2011
Library Building Committee
Minutes of Meeting
Nov 9th 2011
Call to order by chairman Green at 7:00
Members Present: M. Williams, B. Nicholas, H. Green
Guest: S. Hale
Minutes Review – passed for next meeting
Action following 11/8 Town Hall Vote
Vote to extend Hale Architect contract. H. Green and S. Hale to draft additional clause.
Need to review and eliminate opposition from Holy Trinity option supporters. H. Green and S. Hale to contact realtor or chuch officials and get a tour prior to next meeting.
MBLC Grant discussion:
S. Hale reviewed his notes, which are slightly different from Eliza’s of the mblc review. Copy Attached:
Old Business: None discussed
New Business: Tentative Future Schedule Nov-14, Nov-28, Dec-5, Dec-19, Jan-2, Jan-16 all at 6:00 at the Library
Adjourn 8:30 PM
Tuesday, November 15, 2011
Meeting Minutes 10/29/2011
Meeting Minutes - Approved 11/14/2011
Hatfield Public Library Building Committee
Hatfield Public Library
10/29/2011
Present: Harold Green, Susan Gaughan, and Eliza Langhans (librarian and recording secretary) and Mary Williams and Members of the Historical Society Board including Kathie Gow, George Ashley, Cory Bardwell, Helen (Huddie) Bardwell, Pat Cady, John Pease, Terry Pickunka
Not Present: Jim Phaneuf, Bryan Nicholas, Dodie
Call to Order: The meeting commenced at 10:08
Approval of Minutes: No Minutes
The Building Committee and Historical Society discussed the MBLC grant, the Town Hall Renovation. We reviewed the history of the grant and went over our talking points for the upcoming Town Meeting. Historical Society members expressed their support of the project.
Meeting adjourned: 11:00AM
Hatfield Public Library Building Committee
Hatfield Public Library
10/29/2011
Present: Harold Green, Susan Gaughan, and Eliza Langhans (librarian and recording secretary) and Mary Williams and Members of the Historical Society Board including Kathie Gow, George Ashley, Cory Bardwell, Helen (Huddie) Bardwell, Pat Cady, John Pease, Terry Pickunka
Not Present: Jim Phaneuf, Bryan Nicholas, Dodie
Call to Order: The meeting commenced at 10:08
Approval of Minutes: No Minutes
The Building Committee and Historical Society discussed the MBLC grant, the Town Hall Renovation. We reviewed the history of the grant and went over our talking points for the upcoming Town Meeting. Historical Society members expressed their support of the project.
Meeting adjourned: 11:00AM
Meeting Minutes 10/20/2011
Meeting Minutes - Approved 11/14/2011
Hatfield Public Library Building Committee
Hatfield Public Library
20 October 2011
Present: Dodie Gaudet, Harold Green, Susan Gaughan, Mary Williams, Stephen Hale (architect) and Eliza Langhans (librarian and recording secretary)
Not Present: Jim Phaneuf, Bryan Nicholas
Call to Order: The meeting commenced at 10:10
Approval of Minutes: Deferred to the next meeting.
Special Town Meeting: A Special Town Meeting will be held on November 8th at 7PM at the Building Committee’s request. The Building Committee submitted two articles to the Board of Selectman. The first article asks for $25,000 from the Stabilization fund to be used to redesign the proposed library renovation according to MBLC suggestions. The second article asked for the transfer of the Library’s land parcel to the “care and custody” of the Library Trustees. This article would have allowed us to put the assessed value of the Library parcel (approximately $109,000) into the grant as already secured funds. This would have increased the total cost of the project by $109,000 and, since the MBLC are paying for more than 55% of the project, would have increased the amount of money we received from the MBLC by almost $60,000. However the Board of Selectman were not happy with the second article and felt they had not been given enough advanced warning about it. Dodie attended a Selectboard meeting and explained the benefit of the land transfer ($60,000) and why we were bringing it up at short notice (we only met with the MBLC at the end of September) but they declined to put the article on the warrant. Building Committee efforts will focus on getting votes for the first article since without that it will be difficult to continue the project.
The Committee discussed talking points and how to answer some of the questions which will be posed by voters. Members put together a handout to give to voters. Since the handout will be at the library, we will be careful to “inform but not influence.” Dodie will be writing a persuasive email which can be passed around by private citizens outlining the need to continue the project. The Committee discussed the importance of getting support from the Historical Society. Susan Gaughan will try to arrange a meeting with the Historical Society Board on Saturday the 29th of October.
Meeting adjourned: 11:30AM
Next Meeting: ??
Hatfield Public Library Building Committee
Hatfield Public Library
20 October 2011
Present: Dodie Gaudet, Harold Green, Susan Gaughan, Mary Williams, Stephen Hale (architect) and Eliza Langhans (librarian and recording secretary)
Not Present: Jim Phaneuf, Bryan Nicholas
Call to Order: The meeting commenced at 10:10
Approval of Minutes: Deferred to the next meeting.
Special Town Meeting: A Special Town Meeting will be held on November 8th at 7PM at the Building Committee’s request. The Building Committee submitted two articles to the Board of Selectman. The first article asks for $25,000 from the Stabilization fund to be used to redesign the proposed library renovation according to MBLC suggestions. The second article asked for the transfer of the Library’s land parcel to the “care and custody” of the Library Trustees. This article would have allowed us to put the assessed value of the Library parcel (approximately $109,000) into the grant as already secured funds. This would have increased the total cost of the project by $109,000 and, since the MBLC are paying for more than 55% of the project, would have increased the amount of money we received from the MBLC by almost $60,000. However the Board of Selectman were not happy with the second article and felt they had not been given enough advanced warning about it. Dodie attended a Selectboard meeting and explained the benefit of the land transfer ($60,000) and why we were bringing it up at short notice (we only met with the MBLC at the end of September) but they declined to put the article on the warrant. Building Committee efforts will focus on getting votes for the first article since without that it will be difficult to continue the project.
The Committee discussed talking points and how to answer some of the questions which will be posed by voters. Members put together a handout to give to voters. Since the handout will be at the library, we will be careful to “inform but not influence.” Dodie will be writing a persuasive email which can be passed around by private citizens outlining the need to continue the project. The Committee discussed the importance of getting support from the Historical Society. Susan Gaughan will try to arrange a meeting with the Historical Society Board on Saturday the 29th of October.
Meeting adjourned: 11:30AM
Next Meeting: ??
Meeting Minutes 9/25/2011
Meeting Minutes - Approved 11/14/2011
Hatfield Public Library Building Committee
Hatfield Public Library
9/25/2011
Present: Dodie Gaudet, Harold Green, Susan Gaughan, Stephen Hale (arrived 11:15) and Eliza Langhans (librarian and recording secretary) and Mary Williams
Not Present: Jim Phaneuf, Bryan Nicholas
Call to Order: The meeting commenced at 11:00
Approval of Minutes: MOVED, SECONDED, APPROVED: Minutes from November, January and February.
MBLC Grant: The MBLC grant was rejected but we have been strongly encouraged to make changes and resubmit. Stephen Hale and Eliza Langhans met with Patience Jackson and Rosemary Waltos of the MBLC at Bolton Public Library on September 14th.
While waiting for Stephen Hale, the Committee discussed the Holy Trinity Church. Several community members have suggested the Church, which may soon be up for sale, as a potential library. The Church would need a new HVAC system and elevator. Committee members who have been in the Church noted that is a fine building and has potential as a library. However, time is extremely limited as we have to resubmit the grant by January 19th and this option was determined to be unfeasible at this time.
The main reasons the MBLC gave us for rejecting the grant were the size and complexity of the building and the safety and security issues created as a result. The large presence of the historical museum was also a major factor. More details about the grant review can be found in the document Grant Review Meeting Notes distributed by Eliza at the meeting.
The Committee determined that possible paths included resubmitting the grant using the current building with adjustments, or switching to a separate, one-story building next to the current library. Options were discussed at great length and no clear consensus was formed, though there is strong desire among Committee members to resubmit the grant in some form. However, we only $8,000 remaining and need as much as $30,000 to extend our contract with Stephen Hale and have him redesign the plan. Stephen will get us a more exact cost estimate. In order to get the money, we will need to ask the Town at a Special Town Meeting. MOVED, SECONDED, APPROVED: Harold will draft an article asking for $25,000 and attend the next Selectman’s meeting and see if we can get on the warrant to request the money at the Special Town Meeting on October 18th, 2011. If the Selectman do not put us on the warrant we need 100 signatures by October 4th to get on through petition. The Fall Festival will be a good time to get signatures and advocate among voters. As talking points we will emphasize that:
We have been encouraged to reapply - we have a very strong overall application and need is very clear
Withdrawal of museum forces us to redo design
Designing a smaller, single-purpose building will significantly lower project cost and lower long-term operational costs
We will meet again as soon as possible.
Meeting adjourned: 2:00PM
Next Meeting: Thursday, September 29th at 9:00AM at the Library
Hatfield Public Library Building Committee
Hatfield Public Library
9/25/2011
Present: Dodie Gaudet, Harold Green, Susan Gaughan, Stephen Hale (arrived 11:15) and Eliza Langhans (librarian and recording secretary) and Mary Williams
Not Present: Jim Phaneuf, Bryan Nicholas
Call to Order: The meeting commenced at 11:00
Approval of Minutes: MOVED, SECONDED, APPROVED: Minutes from November, January and February.
MBLC Grant: The MBLC grant was rejected but we have been strongly encouraged to make changes and resubmit. Stephen Hale and Eliza Langhans met with Patience Jackson and Rosemary Waltos of the MBLC at Bolton Public Library on September 14th.
While waiting for Stephen Hale, the Committee discussed the Holy Trinity Church. Several community members have suggested the Church, which may soon be up for sale, as a potential library. The Church would need a new HVAC system and elevator. Committee members who have been in the Church noted that is a fine building and has potential as a library. However, time is extremely limited as we have to resubmit the grant by January 19th and this option was determined to be unfeasible at this time.
The main reasons the MBLC gave us for rejecting the grant were the size and complexity of the building and the safety and security issues created as a result. The large presence of the historical museum was also a major factor. More details about the grant review can be found in the document Grant Review Meeting Notes distributed by Eliza at the meeting.
The Committee determined that possible paths included resubmitting the grant using the current building with adjustments, or switching to a separate, one-story building next to the current library. Options were discussed at great length and no clear consensus was formed, though there is strong desire among Committee members to resubmit the grant in some form. However, we only $8,000 remaining and need as much as $30,000 to extend our contract with Stephen Hale and have him redesign the plan. Stephen will get us a more exact cost estimate. In order to get the money, we will need to ask the Town at a Special Town Meeting. MOVED, SECONDED, APPROVED: Harold will draft an article asking for $25,000 and attend the next Selectman’s meeting and see if we can get on the warrant to request the money at the Special Town Meeting on October 18th, 2011. If the Selectman do not put us on the warrant we need 100 signatures by October 4th to get on through petition. The Fall Festival will be a good time to get signatures and advocate among voters. As talking points we will emphasize that:
We have been encouraged to reapply - we have a very strong overall application and need is very clear
Withdrawal of museum forces us to redo design
Designing a smaller, single-purpose building will significantly lower project cost and lower long-term operational costs
We will meet again as soon as possible.
Meeting adjourned: 2:00PM
Next Meeting: Thursday, September 29th at 9:00AM at the Library
Monday, October 24, 2011
Meeting Minutes 2/9/2011
Meeting Minutes - Approved 9/25/2011
Hatfield Public Library Building Committee
Hatfield Public Library
9 February 2011
Present: Dodie Gaudet, Harold Green, Bryan Nicholas, Susan Gaughan and Eliza Langhans (librarian and recording secretary)
Not Present: Jim Phaneuf, Mary Williams
Call to Order: The meeting commenced at 6:06.
Committee Membership Status Updates: We will wait until June to recruit more members since the Committee will be relatively inactive until that time.
Approval of Minutes: Deferred to the next meeting.
MBLC Grant: Harold drove the MBLC grant to Boston on Wednesday - thank you, Harold! Eliza will save as much of the Grant as possible into one document which can be made into a PDF.
Harold submitted the documentation to the Massachusetts Historical Commission.
CPC Grant: Harold will see how they want to consider our application since we will find out about the MBLC grant between town meetings.
USDA Grant: Harold will send a letter to the Board of Selectman letting them know that we will not apply for a USDA grant for a joint Library/Museum project since they instructed us not to pursue any museum funding.
Joint Meeting with the Library Foundation: Scheduled for February 24th at 7PM.
Capital Planning Meeting: Eliza and Harold attended. The Capital Planning Committee (or Commission?) members are primarily concerned about operating costs.
Meeting adjourned: 6:28PM
Next Meeting: March 9th at 6:00PM at the Library - only if needed!
Hatfield Public Library Building Committee
Hatfield Public Library
9 February 2011
Present: Dodie Gaudet, Harold Green, Bryan Nicholas, Susan Gaughan and Eliza Langhans (librarian and recording secretary)
Not Present: Jim Phaneuf, Mary Williams
Call to Order: The meeting commenced at 6:06.
Committee Membership Status Updates: We will wait until June to recruit more members since the Committee will be relatively inactive until that time.
Approval of Minutes: Deferred to the next meeting.
MBLC Grant: Harold drove the MBLC grant to Boston on Wednesday - thank you, Harold! Eliza will save as much of the Grant as possible into one document which can be made into a PDF.
Harold submitted the documentation to the Massachusetts Historical Commission.
CPC Grant: Harold will see how they want to consider our application since we will find out about the MBLC grant between town meetings.
USDA Grant: Harold will send a letter to the Board of Selectman letting them know that we will not apply for a USDA grant for a joint Library/Museum project since they instructed us not to pursue any museum funding.
Joint Meeting with the Library Foundation: Scheduled for February 24th at 7PM.
Capital Planning Meeting: Eliza and Harold attended. The Capital Planning Committee (or Commission?) members are primarily concerned about operating costs.
Meeting adjourned: 6:28PM
Next Meeting: March 9th at 6:00PM at the Library - only if needed!
Meeting Minutes 1/18/2011
Meeting Minutes - Approved September 25, 2011
Hatfield Public Library Building Committee
Hatfield Public Library/Conference Call
18 January 2011
Present: Dodie Gaudet, Mary Williams, Harold Green, Stephen Hale (architect), Susan Gaughan and Eliza Langhans (librarian and recording secretary)
Not Present: Jim Phaneuf, Bryan Nicholas
Call to Order: Due to extreme weather conditions, all parties are participating in a conference call. Harold and Stephen are at the Library.
Committee Membership Status Updates: Deferred to the next meeting.
Approval of Minutes: Deferred to the next meeting.
MBLC Grant: The Committee discusses what is left for the completion of the grant, which is due in a week and two days. Eliza notes that we need Harold’s signature on the title page as well as the total cost estimate. We need to purchase 8 (or more) three inch binders. The MBLC has provided dividers which Eliza has at the Library. We need to check carefully to make sure we have all the appendices. We also need updated numbers for volume capacity in the new building, which Stephen will provide.
Eliza asks that all Committee members keep an eye out for consistent formatting as they read over the grant. Harold suggests some minor changes to the photo captions. Eliza will make the changes.
Harold submitted the documentation to the Massachusetts Historical Commission. We will need the Board of Selectman’s signatures on the final application and need to complete it in time to meet with them.
Other: In other business, Harold will buy one or more set of frames so we can hang up the renderings in the Library and Town Hall. Harold will also try to get on Hatfield Currents.
Meeting adjourned.
Next Meeting: February 9th at 6:00PM at the Library
Hatfield Public Library Building Committee
Hatfield Public Library/Conference Call
18 January 2011
Present: Dodie Gaudet, Mary Williams, Harold Green, Stephen Hale (architect), Susan Gaughan and Eliza Langhans (librarian and recording secretary)
Not Present: Jim Phaneuf, Bryan Nicholas
Call to Order: Due to extreme weather conditions, all parties are participating in a conference call. Harold and Stephen are at the Library.
Committee Membership Status Updates: Deferred to the next meeting.
Approval of Minutes: Deferred to the next meeting.
MBLC Grant: The Committee discusses what is left for the completion of the grant, which is due in a week and two days. Eliza notes that we need Harold’s signature on the title page as well as the total cost estimate. We need to purchase 8 (or more) three inch binders. The MBLC has provided dividers which Eliza has at the Library. We need to check carefully to make sure we have all the appendices. We also need updated numbers for volume capacity in the new building, which Stephen will provide.
Eliza asks that all Committee members keep an eye out for consistent formatting as they read over the grant. Harold suggests some minor changes to the photo captions. Eliza will make the changes.
Harold submitted the documentation to the Massachusetts Historical Commission. We will need the Board of Selectman’s signatures on the final application and need to complete it in time to meet with them.
Other: In other business, Harold will buy one or more set of frames so we can hang up the renderings in the Library and Town Hall. Harold will also try to get on Hatfield Currents.
Meeting adjourned.
Next Meeting: February 9th at 6:00PM at the Library
Meeting
Meeting Minutes - Approved December 8th 2010
Hatfield Public Library Building Committee
Hatfield Public Library
10 November 2010
Present: Bryan Nicholas, Dodie Gaudet, Mary Williams, Harold Green, Stephen Hale (architect), Susan Gaughan and Eliza Langhans (librarian and recording secretary)
Not Present: Jim Phaneuf
Call to Order: The meeting commenced at 6:00PM
Committee Membership Status Updates: Ed Lesko has resigned from the Committee due to time constraints. We are now short three members and do not have a liaison with the Board of Selectman. Dodie will act as recording secretary while Eliza is away in December.
Approval of Minutes: Minutes from both the October 13th and the October 27th meeting were approved.
Historical Commission/Society: Harold reported on the meeting with the Historical Commission on 11/9. Two members of the Commission were not at the meeting, preventing those present from making any decisions. Members of the Historical Commission will meet with the Historical Society on 11/18. Dodie, Susan and Harold volunteer to attend as well. Unfortunately, the meeting will be very short (1/2 hour) so there is some concern over whether a decision will be reached. The biggest concern from the Historical Commission regarding the current plan is the flooding. Harold is concerned that if the project changes too significantly that we will need to get a second vote from the Town approving the concept. This would have to take place at the Spring Town Meeting. Harold will contact the Selectman to ask if Town Counsel can advise on the matter.
There is also concern from Building Committee members as to where museum exhibits will go if library construction commences before the museum is ready to move into Town Hall. This leads to a side discussion about where books and library materials will go during construction. There is a general consensus that while at least some portion of the library (Eliza suggests popular fiction, new non-fiction, audio books and DVDs as well as a selection of Children’s items) should remain open, some portions of the collection will also have to be put in storage. Although it might be nice to have construction be staggered so that the building could remain open throughout construction, this may not be feasible for health, safety and aesthetic reasons.
Renderings: Moved, Seconded, Approved: Pay the bill for the renderings using the remaining grant money. Harold will pay for the fourth rendering which was not covered in the original estimate.
Video Project Status: The video is done. Eliza made two versions and will share them with the committee as soon as she has a copy on DVD.
Capital Planning Form: Eliza read off a small change and had Dodie sign the form (the form was already approved at a previous meeting).
MBLC Grant: The Committee went through the grant in detail and assigned members to work on different sections. The entire application will be on Google Docs so that individuals can work on their sections and other Committee members can view progress.
Motioned, Seconded, Approved: Appoint Bryan Nicholas acting Owner’s Project Manager until we are ready to hire someone. Bryan is well qualified and will provide Eliza with his credentials to include in the grant.
Next Meeting: December 8th at 6:30PM at the Library
The meeting adjourned at 8:17.
Hatfield Public Library Building Committee
Hatfield Public Library
10 November 2010
Present: Bryan Nicholas, Dodie Gaudet, Mary Williams, Harold Green, Stephen Hale (architect), Susan Gaughan and Eliza Langhans (librarian and recording secretary)
Not Present: Jim Phaneuf
Call to Order: The meeting commenced at 6:00PM
Committee Membership Status Updates: Ed Lesko has resigned from the Committee due to time constraints. We are now short three members and do not have a liaison with the Board of Selectman. Dodie will act as recording secretary while Eliza is away in December.
Approval of Minutes: Minutes from both the October 13th and the October 27th meeting were approved.
Historical Commission/Society: Harold reported on the meeting with the Historical Commission on 11/9. Two members of the Commission were not at the meeting, preventing those present from making any decisions. Members of the Historical Commission will meet with the Historical Society on 11/18. Dodie, Susan and Harold volunteer to attend as well. Unfortunately, the meeting will be very short (1/2 hour) so there is some concern over whether a decision will be reached. The biggest concern from the Historical Commission regarding the current plan is the flooding. Harold is concerned that if the project changes too significantly that we will need to get a second vote from the Town approving the concept. This would have to take place at the Spring Town Meeting. Harold will contact the Selectman to ask if Town Counsel can advise on the matter.
There is also concern from Building Committee members as to where museum exhibits will go if library construction commences before the museum is ready to move into Town Hall. This leads to a side discussion about where books and library materials will go during construction. There is a general consensus that while at least some portion of the library (Eliza suggests popular fiction, new non-fiction, audio books and DVDs as well as a selection of Children’s items) should remain open, some portions of the collection will also have to be put in storage. Although it might be nice to have construction be staggered so that the building could remain open throughout construction, this may not be feasible for health, safety and aesthetic reasons.
Renderings: Moved, Seconded, Approved: Pay the bill for the renderings using the remaining grant money. Harold will pay for the fourth rendering which was not covered in the original estimate.
Video Project Status: The video is done. Eliza made two versions and will share them with the committee as soon as she has a copy on DVD.
Capital Planning Form: Eliza read off a small change and had Dodie sign the form (the form was already approved at a previous meeting).
MBLC Grant: The Committee went through the grant in detail and assigned members to work on different sections. The entire application will be on Google Docs so that individuals can work on their sections and other Committee members can view progress.
Motioned, Seconded, Approved: Appoint Bryan Nicholas acting Owner’s Project Manager until we are ready to hire someone. Bryan is well qualified and will provide Eliza with his credentials to include in the grant.
Next Meeting: December 8th at 6:30PM at the Library
The meeting adjourned at 8:17.
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