Board of Selectmen Special Meeting Minutes
October 25, 2017
Meeting called to order at 10:08 am
John Pfeifle, Chairman; Sonny Harris, Selectman; Jay Barrett, Architect; Mark Goldberg, Fire Chief; Harry Wright, THROC; Brackett Scheffy, THROC; Marcia Keller, THROC; Jason Allen, THROC; Will Kranz, THROC; and Karen Hambleton, Town Administrator were in attendance.
Also in attendance were Marilyn Gordon, Dick Keller and Tom Dunne.
John opened the meeting stating that the Select Board was feeling positive after last week’s meeting with the Fire Marshal’s Office. The Board is looking forward to narrowing the $2+ million estimated cost to something lower.
Jay reviewed the current layout of the first floor. He noted that the rear wall of the 1863 part of the building was hugely important as that wall bore a huge structural load
Jay moved on and went through the draft of the current first floor plan. He pointed out that the plans show the meeting room opened up with the newer wall on the south end removed. When sprinkled, this room could easily accommodate 70 people. He also noted that further research determined that the Town would not have to install an elevator; that code would allow a LULA to be installed. The cost for this is significantly lower than that of an elevator. The LULA, like an elevator, would require a pit.
Jay then reviewed the basement plan noting that the mechanical room for the sprinkler system had been moved to the southwest corner of the building.
Next, Jay presented the structural plan (platform) for the first floor. It turns out that the structural integrity of the old part of the first floor is in better shape than the structural integrity of the new (1906) section. He added that there is some isolated rot in the sills, but not much for a building that sat essentially on the ground. He stated that the first floor – both the 1863 and the 1906 sections – do not meet code for business use (business use is 40-50 lbs/sq ft).
The meeting room section of the second floor is in a much better state structurally speaking. It is framed with sawn timbers and actually close to where it needs to be for assembly use (assembly use is 100 lbs/sq ft). Jay indicated that the 1906 section is a mess. He added that the real challenge is the roof and the loads (snow) that accumulate on it. That section of roof is relatively flat and is under framed for the loads it carries.
The Select Board has tasked Jay with phasing the project in such a way that the project will be more affordable for the Town. One significant question is how can structural repair be done now and not have to open it up again later to do additional structural work. Jay indicated the roof issue on the second floor (where the 1906 section meets the original section) can be done at a later date without becoming a code issue.
Jay explained that Fire Codes and Building Codes were fully independent of each other, however, that in the Building Code, there are references to the Fire Code. He indicated that Fire Code is enforced by the Fire Chief and Fire Marshal’s Office. Building Code is ultimately enforced by the Select Board through the Building Inspector.
Next, Jay more fully explored Option 3 (from the 5 options he presented to the Select Board on October 16th. Option 3 is restated below:
Option 3: Set the building back down, enclose underneath and around it, repair damaged sills, properly anchor the building to the new foundation walls, and take a break. Finish pouring the foundation and interior footings, back filling, and temporary grading around the building; saw cutting and installation of granite foundation pieces; structural repair and upgrades throughout the building; and framing new exterior walls at the rear of the building, the new first floor infill area and other first floor interior framing, and structural repair and up-grades throughout the building. Apply enough additional funding, yet to be raised, to get the first floor of the building such that it could be legally and safely re-occupied, although not cosmetically or otherwise completed. Also to be completed, are the fire life safety systems (sprinkler and fire alarm installed throughout the entire building), all water supply, mechanical (heating and ventilating), electrical, and plumbing systems in place, all interior rough carpentry and drywall/plaster work completed, and site improvement such as the new electrical service entrance and septic system in place, as well as and a minimal amount of parking, walkways, and rough site grading completed.
Cost estimate: $1,640,000
Unfortunately, Option 3 even more stripped down (Option 3 Lite), the project will still require approximately $1.4 million in funding. This is to meet code for business use on the first floor only. This figure does not include the Architectural and Engineering costs and represents approximately $800,000 more than we have available to use.
Option 3 Lite includes basic carpentry for framing etc, anything that needs to be done to the second floor to meet code, drywall, windows and doors as necessary, priming (not painting), insulation of the first floor walls, completion of the rear entrance, enclosing under the southwest overhang, plumbing, heating and necessary electrical. Jay noted that it may be required that the first floor ceiling be insulated. The question as to what extent the electrical wiring needed to be examined. Jay indicated that wasn’t clear yet.
John stated that the priority is to get the building down on its foundation, then to evaluate the steps forward. And then, take it to Town Meeting.
Jay indicated that once we have final drawings (in the next couple of weeks), then we can get some bids and hard numbers.
From the initial estimates, Jay said the Mechanical, Electrical and Plumbing estimate would likely not change. Nor did he think the Architectural estimate change. He anticipated that the structural estimate might go up based on the poor structural support of the 1906 section.
The idea of using the LCHIP grant to help fund some of the structural repair was mentioned.
Jay reminded folks that the Town had an agreement with the Fire Marshal’s office to complete the full plans and specs before reoccupation of the building could occur. He also noted that the Town had agreed to have a General Contractor run the project. He added that Trumbull-Nelson is committed to the project and willing to stick with it even if the project has starts and stops while funding is secured.
The Select Board, Harry, Brackett and Karen will review the project’s status and discuss steps forward at the Select Board meeting on November 13th.
There was concern expressed that simply buttoning up the Town Hall (Option 1) would continue beyond mid-November and that the contractor might roll into the next phase of structural work. Jay indicated that there was still much to do to button up the building and that structural work wouldn’t likely start until sometime in January, if that’s what the Select Board decided.
Meeting adjourned at 11:50.
Minutes submitted by Karen Hambleton