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Public Safety & Municipal Complex Committee Minutes 4/20/2009
Minutes of the April 20, 2009 Public Safety and Municipal Complex Committee
Meeting -17
Members present: Robert Gery, Jim Richard, Nick Urbinati, Eric Munson III, Robert Maselek, Steve DellaGiustina, and Phil Grannan.
Members absent: Bob Littlefield, Mike Sullivan
Others Present: Wayne Carr, Eric Munson, Jr., Myra Munson and Tom Paine
Meeting called to order-- at 6:08 pm. This meeting was at the Tunxis Club as the Town Hall was being used by another group.
Agenda item #1--Minutes approved. The minutes of the January 26, 2009 and the March 25, 2009 meetings were reviewed and approved with no objections.The people who were not at those meetings abstained from the vote.
Agenda item #2—Reevaluation of Marketing plan documents. There was a general discussion that the purpose of this and the next few meetings is to get ready to, and actually present, to the residents of Tolland the recommendation of the PSMCC with regard to the rebuilding of the Department of Public Works[DPW] garage and the construction of the new Public Safety Municipal Complex building.
Bob Gery passed out copies of the Marketing documents to be used at the town meetings.
The Special Town Meeting for the vote on the expenditure will be June 22, 2009 at 7pm.
Phil Grannan will present the FAQ topic. Phil showed a Powerpoint presentation that several members of the Committee will present at the public meetings. Bob Gery asked everyone to send comments on the Powerpoints to Phil. Phil wants to add some pictures and Eric III said he would take some of the current DPW building showing some of the serious problems it has as well as pictures of his visit to the Plainfield MA. fire department building.
Agenda Item # 3 – IRS approval. Bob Maselek reported that the Fire Department is now officially a Massachusetts non-profit corporation. Bob has completed the Tax Exempt application. When the application is approved by the IRS (in about 3 months) this part of the task will be complete and it will grant us 501c3 tax status.
Agenda Item # 4 – Tax implications. The Committee discussed the resident tax implication document agreeing that it should be updated just prior to the Public meetings. We want to be very clear about what the tax implication s of the vote will be. Bob Gery has developed a document to explain the tax tables to the voters and it will become part of this marketing piece.
Agenda Item # 5 – Architect. The Committee discussed the memo from Steve McAllister and the state Designer Selection Manual. Nick reported that we have met almost all the requirements in the actions of our Committee to date. The one area that was not done is the soil test and fill requirements in the proposed location and a story pole erection. It’s common practice to have the building 2 feet higher that the road. Our location appears to be low. We will approach the Tunxis Club or other entities about fill for the site if needed. At this time no architectural firm has been selected for the project. If the PSMCC proposal vote is positive we will begin the process of architect selection as per state of MA. requirements.
Agenda Item # 6 – Town Informational meetings. THIS IS THE MOST IMPORTANT EFFORT TO DATE. Bob Gery reviewed the meeting schedule. We will have 3 informational meetings for residents.
The Special Town Meeting vote is June 22 at Town Hall (7 p.m.)
The Committee will meet June 4 to assess the results of the first 2 Town informational meetings and it will meet May 19 to practice the presentations for these various town meetings. Bob stressed that all members should be fully ready for their part of the May 19 practice presentations and that he would be contacting each presenting member to be sure this would occur.
Agenda Item # 7 – Inspection Report on 2 remaining Fire house visits. Bob Maselek will do these. The form for each visit will be submitted to Bob Gery to assist him and others who visited firehouses in completing the report.
Agenda Item # 8 – Diagrams of the proposed rehabilitation of the DPW building and the new Public Safety complex. Completed. The Committee agrees that Jim Richard did excellent work on the diagrams.
Other topics – Meet Townspeople. Eric Jr suggests that we meet Townspeople one –on –one after the May 30 meeting. Eric and Steve will discuss how to proceed. The residents who speak at the Formal Public meeting must be registered voters in the Town, unless they are approved by the voter residents present at the meeting. Most likely Jim Deming or Steve will be the Moderator. They will hand the meeting over to Bob Gery as the committee Chair.
Firehouse Grants – Bob Gery asked Bob Maselek to be able to speak to our efforts to secure both equipment and building grants from the state or federal government should any questions be asked by the public at our meetings and Bob agreed.
State Building Requirements – Bob Gery asked Nick Urbinati as head of the Building Details subcommittee to speak to any questions relating to either architect selection or the building bid requirements as documented in the Designer Selection Manual. Nick agreed.
Bob Gery went over the importance of Committee attendance [voting and non-voting members] at all the upcoming meeting as we are approaching the first major hurdle of this project. We do not want poor preparation to be the reason that the PSMCC would be voted down since we have worked diligently on this since November 2007. The Committee has proposed a plan that meets the needs of the Town at the lowest cost possible and the Committee believes that the Town should, given all the facts, vote to approve it.
Meeting adjourned at 8:15pm.
Next Meeting: The next meeting will be Monday May 19 at Tunxis Club at 7:00 pm to practice the presentations. Note the time change. This will be a closed meeting for Committee members only.
Respectfully submitted:
Bob Maselek, Secretary
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