TOWN OFFICE COMMITTEE

MEETING MINUTES

February 28, 2005

Attendees: Steve Pro, Rick Carrier, Neil Jenness, Shirley Philbrick, Deb Hogancamp, David Provan

Absent: Marty Mahoney, Lester Fairbanks, Sue Kelleher

The meeting was called to order at 6:05 pm.

Steve opened the meeting by asking for a review of the minutes from January 31. Steve asked that the title and dates be added to the press that was handed out at the January 31^st meeting. The minutes from January 31 were amended to read: One from the Keene Sentinel titled Space Cramped in Chesterfield, dated 10/13/04 and the other from the Brattleboro Reformer, titled Chesterfield considers new town, police offices dated January 2005. Neil made the motion to accept the amended minutes and was 2^nd by Deb. The motion passed unanimously.

Steve turned the floor over to David. David passed out his typed review of Banwell’s draft agreement. David explained his observations. Rick questioned the next step. David suggested that Rick contact Ingrid from Banwell and negotiate the terms before town meeting. David suggested that should this be accepted at Town Meeting, that they have a scheduled meeting with Ingrid already in place. At this next meeting, Banwell should be prepared to give the committee a meeting schedule and time line that the committee can add to there master schedule.

David asked that the committee look over the purpose statement that he had composed. Deb suggested that the last sentence is too long and should be cut into 2 sentences. The committee decided upon the wording for 2 sentences, and Rick revised the statement. The purpose statement will be available at Town Meeting, on Town letterhead. There was a discussion as to additional information that should be on the purpose statement. The committee agreed to add the warrant article, and a bullet on 4 deficiency’s each building has. They will also reference that this project is referenced in the master plan and the CIP (Capitol Improvement Plan). David suggested that the committee also come up with questions, which the town may have, and have answers all ready. The committee decided that Steve would be the key person to speak at Town Meeting along with Neil who will speak on the Town Office needs and Lester on the Police Station needs. The committee will also mention the need as the project progresses for volunteers for task forces. Steve will put together an outline to be used at Town Meeting and e-mail to the committee members for input.

Neil brought the committee’s attention to an article in the Historic Preservation Magazine, on United Technologies. United Technologies helps with grants for green buildings.

David led the committee into a PowerPoint presentation on High Performance Municipal Buildings. David will also e-mail some of the slides from today’s presentation. David shared that there is a movement slowly going into effect starting from the West to East Coast. Pennsylvania already approved the law that all state buildings must meet green and high performance standards. David expressed the importance of High Performance due to about 92% of your time is spent indoors, and High Performance buildings are efficient with energy, water, materials and are cost effective being durable and long lasting.

Some attributes of High Performance Buildings include:

• Up to 40% energy efficient
• Limited site impact
• Minimize resource use
• Long term focus
• Commissioning - Commissioning means that the systems are designed, installed, functionally tested and operated and maintained within specified level of performance.
• Day lighting
• Diffusing Technology – low maintenance
• Use shelf to diffuse light

· Building Shell

o Insulation

o Glazing with glare reduction

o Solar heat gain

o Air leakage control

o Light colored roofing materials to reflect solar energy

· HVAC

o Size for optimum efficiency

o Energy Star products

o Controls in Office

o Operation and maintenance manual

o Electrical Lighting, 30-50% energy consumption

§ Using a T8 compared to a T12 lamp can save 38%

David explained conventional buildings are:

• Lowest Cost
• Meet Building Codes
• Environmentally Un-friendly materials used
• Lower work productivity
• Higher Absenteeism
• Higher taxes over long-term

David showed a sample High Performance building vs. conventional building, for 10,000 square feet by 40 years can have an estimated energy savings of $293,543. David explained that the initial cost for a High Performance building may be higher at first due to increased design efforts. The operating cost will be less. One way to look at this is to look at the Life Cycle costing by assessing total costs and all research on maintanence, capitol operating, etc. David explained that an architect could map out an energy performance model if included in design agreement.

The committee expressed that they want to make sure that the integrity of the town is not jeopardized, that the building fits in with other buildings.

David explained Traditional Designs as opposed to Integrated Design approaches. The Traditional Design approach the client talks with the architect who then talks to each design discipline. The Integrated Design approach, the Client speaks with the Architect and all of the other disciplines, and is a more collaborative design, team based with performance goals.

David explained that the next step for the committee after approval at Town Meeting would be to speak with Ingrid. Ingrid is LEED certified, and the committee should see what she suggests for day lighting technologies, integrated design approach, HVAC and controls and building shell, efficient lighting technologies and environmentally friendly material.

There was a discussion as to the next Town Office Committee meeting. The decision was made, pending Town Meeting approval to have the next meeting at the Friedsam Building on Monday, March 21 at 6:00 pm. David suggested that Rick ask Ingrid to this meeting, and to have Ingrid outline a schedule for meeting frequency’s over the next month or two.

Adjourned at 8:15 pm.

Respectfully submitted,

Jody Moreau