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Public Safety & Municipal Complex Committee Minutes 10/26/2008
Minutes of August 26, 2008 Public Safety and Municipal Complex Committee Meeting – 10
Members present: Robert Gery, Jim Richard, Nick Urbinati, Bruce Faucher, Lester Walker [substituting for Bob Littlefield] and Robert Maselek
Members absent: Steve DellaGiustina, Mike Sullivan, Wayne Carr, Eric Munson III and Robert Littlefield
Others present: Loren Clark and Jean Armitage
Meeting called to order at 6:05 pm by chairman Gery at the request of DellaGiustina [Committee secretary]
The chair suggested we follow the agenda supplied earlier to each Committee member. It was as follows:
1. New building locational walk – all attendees visited the proposed site of the fire/police/community complex. Gery, Urbinati , Faucher and Grannan had cleared a path depicting the perimeter and location. There was an excessive amount of brush to be cleared for viewing.
2. Wetlands Demarcation - Valerie Nickerson Bird met Gery and Urbinati and flagged seven areas denoting the wetlands further indicating if we stayed 100 feet from this area we could clear the land for further engineering efforts without having to file a NOI form. Previously the lot had passed two perk tests.
3. Minutes Approval – the minutes of July 23, 2008 were moved, seconded and approved.
4. Engineering update –discussion centered around billing and further suggested action by the Committee to the selectmen which was taken and transmitted on August 11, 2008 to Huntley Associates.
5. Fire Department incorporation status – Maselek has been working on filing a request for 501c3 non-profit status for the Tolland Volunteer Fire Department. This was done with state and other authorities on August 5. Follow-up by Maselek
will occur on September 8 if we have not heard anything. IRS approval will also be sought.
6. Fire Department By Laws Status – Maselek had been working with the Fire Department personnel and the Committee and is in the final draft of the By Laws [required for 501c3 filing status]. A final version will be completed by Maselek in the next 2-3 days and approval will be sought by the entire volunteer fire department as soon thereafter as possible.
7. Updated Public Safety new building and Department of Public Works plans/renovations – The 6th rendition of floor and elevation plans was explained by Jim Richard and the Committee gave further input resulting in a scaled back version of both fire and police administrative offices in favor of space for equipment to extend its life. Overall proposed size of both buildings was decreased from the last set of plans. DPW actions revolved around possibly reducing one of the extra garage bays and
roof slope redesigned to allow for future expansion with greater ease and a reduced cost. We talked about the mezzanine being for storage and utilities only and the potential for an oil recovery unit for hot air heating [the older existing portion of the building is to be insulated but not heated].Regarding the Public Safety building the Police facilities were scaled down but with a secured area. Community meeting room area would move to unisex men’s and women’s shower room but separate men’s/women’s bathrooms [required by law] preserved. The front entry roof will now be eliminated for further cost savings and we’ll go with an indented door area. Fire Department office size to be reduced but a secured Leaps terminal will be required. The entire Committee discussed further space reductions.
8. Further engineering work on proposed location of new Public Safety building – As mentioned in past minutes Town land is available on Rt. 57 diagonal to the present town hall. After some required but not yet undertaken land brush clearing an engineering firm will be hired to undertake topographical mapping and the preparation of a base plan of existing conditions.
9. Setting future meeting dates- While the September Committee meeting date is set [for Tuesday the 23rd at 6pm in the town hall –public welcome to attend] the Committee identified the need to set the October ,November December meeting dates and have all voting and non-voting members in attendance. Chair Gery will circulate some dates in each month after consultation with Middlefield as to acceptable dates.
10. Great Barrington New Fire Department building article –Gery circulated a news article from the Berkshire Eagle regarding the efforts to build a much needed new fire department in this town. He shared it with the Committee so they could see the architects/builders used, mentioned the effort over the debate on the building to lower its cost for approval, and also identified the long approval process.
11. Committee Newsletter approval – The third newsletter of the committee [Maselek designed] was approved. Such newsletters appear in both the Tolland Tattler and on the Committee Tolland website.
12. Grant monies fund raising efforts – Initially Phil Grannan searched the internet for possible sources of building funding. He turned his report over to the Committee identifying about 20 potential sources. He mentioned that insurance companies, Homeland Security and FEMA seemed to be the biggest grantors but that many grant applications were for equipment not buildings! Bob Maselek [and possibly others] will begin following up on these opportunities.
13. Input from Tolland administrative employees – Gery has written to the town 3 main administrative employees as to their needs for filing room/requirements and other issues that could affect space planning in the new building. A reply is expected by mid-September.
14. Process of dealing with the new location/rebuilding and repair of existing DPW building – Gery mentioned the need to follow a cost effective process for further actions regarding dealing with land clearing, site diagrams, engineering bidding process, builder/general contractor identification, architect selection, septic system design details and meeting any/all state of MA. and federal government building and environmental requirements as well as considering a “green” building approach.
Respectfully submitted,
Robert Gery[temporary secretary]
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