TOWN OFFICE COMMITTEE
MEETING MINUTES
JANUARY 31, 2005
Attendees: Steve
Pro, Rick Carrier, Neil Jenness, Shirley Philbrick, Deb Hogancamp, Lester
Fairbanks, David Provan, Sue Kelleher
Absent: Marty
Mahoney
The meeting was called to
order at 6:05 pm.
Rick made the motion to
accept the minutes as written and was seconded by Lester. The motion passed.
Steve opened the meeting up
by turning the floor over to David.
There was a brief review of the task force accomplishments for needs
assessment architect selection. David
commented that the e-mail received from Banwell did indeed answer all of the
committee’s questions. Rick made the
motion to accept the recommendation of the task force to use Banwell Architects
service, pending Town Meeting approval.
The motion was 2nd by Deb and passed unanimously.
Tim Butterworth sat in as
part of the Communication Task Force created by Deb. Steve clarified that he would like to hear any thoughts that Tim
has. A Banwell portfolio was handed
over to Tim to use in writing the Press Release. Steve gave Tim a quick overview of the committee’s
accomplishments.
David mentioned that Lester
and Rick should start putting together their needs.
Steve asked Rick to please
contact the other 2 firms and let them know that a decision was made. It was also discussed that should the firms
question why we choose Banwell that it was felt that if Weller and Michael had
let their project manager Andrew do more of the talking at the initial
interview that they may have had more of a chance.
2 pieces of press were handed
out. 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.
Rick updated the committee
that the Budget Committee has not yet made a recommendation yet in regards to
the request for $25,000 for Needs Assessment Study. Lester feels that we should have a board at Town Meeting that
explains everything from the name of the committee to the members and an actual
explanation. Lester questioned Rick as
to any limitations of the display. Rick
explained that the committee can put just about any information up that they
choose, but they can not advocate a position on an issue. Other options include handouts being
available at the Library, Town Office, and Post Office. Deb and Tim will work on the handout and
have ready for the next meeting for the committee’s approval. Rick explained that Public funds may be used
to print the material as long as there is no position printed on them. Lester informed the committee that he has a duplexing
unit that we could use to print the handouts.
The committee discussed after Town Meeting holding a Public Hearing if
approved for Public input.
David suggests that the
committee have handouts at Town Meeting as well as a spokesperson to stand up
and explain the warrant article. It was
decided upon that Steve would be the spokesperson. Lester also mentioned putting information on the web-site. Rick said this is definitely doable. Deb suggested constantly keeping the
web-site up to date.
David handed out an outline
from the previous PowerPoint presentation.
David led the committee through a brief review of the Communication
Plan. David suggested a press release
to go out right before Town Meeting, detailing what to expect if this warrant
article passes and what to expect if it doesn’t. David suggested just listening to all concerns right now without actually
answering them just yet. There was also
a review of the Community Acceptance Task Force Strategy and Core Talking
Points, with an emphasis on just 4-5 key questions. David also reviewed the use of commonly employed approaches and
Citizen Advocacy groups. David stressed that the committee can’t sell the idea,
only provide information, however a Citizen Advocacy Group can.
Rick explained that right now
we have $200,000 in the Capitol Reserve Fund.
We have been putting money away for 3 years.
It was decided upon that it
is very important to have the handouts ready and over to the Library before
their monthly Coffee Connection meeting.
Also the handouts should go out to the Fire Precincts, and Friends of
School.
David feels as though the
committee should have a written purpose and need statement. Lester already wrote one, and read it for
the committee. The focus should be on
what we will need in years to come and possibly phasing in additional needs
later. Neil stated that the town does
not do well with phasing in additional needs.
David suggests that at the
next meeting he spend ˝ hr to 45 minutes on High Performance Buildings. High Performance doesn’t necessarily mean
more money. The design could cost more,
but the construction could very well cost the same. The LEED certification was described as meaning Leadership,
Energy, Environmental, and Design. The
difference between LEED certification and High Performance will be looked at
more at the next meeting.
Steve asked David to put
together a purpose statement for the next meeting for review. David explains that it should also include
what High Performance and LEED certified means. David also suggested that a Public Meeting with a PowerPoint
presentation or put on community television would be helpful.
David informed the committee
that the contract terms with an architect are not set in stone and there can be
negotiations.
The next meeting is of the
Town Office Committee is scheduled for February 28th at 6:00 p.m. The next meeting will incorporate the Banwell
Contract, Purpose Vision thoughts and a presentation on High Performance
Buildings led by David.
Adjourned at 7:45 pm.
Respectfully submitted,
Jody Moreau