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AGENDA TOWN HALL BUILDING COMMITTEE PDF MINUTES - TOWN HALL BUILDING COMMITTEE APPROVED.PDF

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AGENDA TOWN HALL BUILDING COMMITTEE - 2020-10-01.PDF Town Hall Building Committee Meeting Materials

MINUTES TOWN HALL BUILDING COMMITTEE 20201001 -APPROVED.PDF

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Meeting Agenda of the Town Hall Building Committee – October 1, 2020 Page 1 of 2

AGENDA

Town Hall Building Committee Meeting Date: October 1, 2020

Meeting Time: 7:00 PM

Meeting Location: virtual via Zoom Call to Order

1. Introductions

2. Discussion: Review Committee Charter and Selectmen’s Code of Ethics 3. Action: Election of Officers

4. Discussion: Public Process for Committee Meetings

o Zoom meetings for now

o Town Manager to serve as Zoom host

o Livestream on Town website for public viewing o Procedure to set a meeting

o Meeting minutes

o Privacy versus public transparency

5. Discussion: Project Overview

o Goal

o Property ownership and a survey o Past proposals for a new Town Hall o Lessons learned from other projects o Comp Plan and Zoning Analyses

o Space needs assessment and legal requirements o Existing process funds

o Design/construction budget

6. Schedule a Tour of Facilities

o Town Hall

o Town Hall Garage

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Meeting Agenda of the Town Hall Building Committee – October 1, 2020 Page 2 of 2

o Gin & Tonic

o 36 Main Street (old PD space)

7. Discussion: Next Meeting/Agenda 8. Other Business/Adjourn

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DRAFT Minutes of the Town Hall Building Committee – October 1, 2020 Page 1 of 3

MINUTES

Town Hall Building Committee Meeting Date: October 1, 2020

Meeting Time: 7:00 PM

Meeting Location: virtual meeting via Zoom/live streamed on Yorkmaine.org

Committee Members Attending: Jeff McConnell, Marla Johnson, Wayne Martin, Patrick Garon, Gary Woods, Brud Weger, Robert Palmer

Committee Members Absent: none – two seats remain vacant at this time Others Attending: Julie Ethridge, Steve Burns

1. Introductions

o Discussion only.

2. Review of Committee Charter and Code of Ethics

o Discussion focused primarily on Committee Charter, though both were addressed.

There will need to be a more clear definition of what it means for this project to be considered done. For instance, is it definitely clear that we want to renovate the current Town Hall in all cases? This is project definition, and the Board of Selectmen will need to engaged in this process. The Budget Committee is also advocating for a clearer understanding of need before proceeding.

3. Public Process for Committee Meetings

o A brief discussion took place about the public nature of this process.

o Committee page on the Town website is now set up for posting agenda and minutes,

sharing documents, and has a portal for the public to ask questions of the Committee.

o Mary Costigan, Town Attorney, will be offering training about conducting public

meetings, and about requirements in place during the pandemic. The training will be

on Zoom on October 15th at 7:00 PM and this is open to all Committee members

(contact Diana Janetos if you want to attend).

4. Project Overview

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DRAFT Minutes of the Town Hall Building Committee – October 1, 2020 Page 2 of 3

o Property ownership matters have been resolved and a survey of the Town-owned

property is under way with a November 30th delivery date in the contract.

o Write-ups about consistency of the project with the Comprehensive Plan and

ordinances, written by Dylan Smith, Planning Director, are in hand and on the web archive.

o The space needs assessment prepared by Julie Ethridge and Steve Burns was

discussed, and it was noted this borrowed from a prior attempt at constructing a town hall behind Coventry Hall back in the 2007/2008 timeframe. This study needs to be refined by professionals and this discussion overlapped with the project

definition/needs discussion earlier in the meeting.

o There are two allocations of funds at this time:

• FY19 Budget (Article 18). Voters allocated $30,000 for planning and design for

Town Hall and administrative space. $10,000 was spent to help resolve questions about property ownership. $19,900 is earmarked for the property survey. There is a balance of $100.

• FY21 (Article 20). Voters allocated $50,000 for surveying, planning and conceptual

design of Town Hall and administrative space. None of this money has been spent to date.

5. Election of Officers

o Wayne Martin was elected Chair.

o Patrick Garon was elected Vice Chair.

6. Tour of Facilities

o A tour of Town Hall and related facilities will be scheduled in the near future. The best

time was decided to be an afternoon. Diana Janetos, Assistant to the Town Manager, will poll the Committee members about dates. Staff will be available to speak with the Committee members during this tour.

o Interest was expressed in touring other municipal offices. Facilities in coastal

communities of similar size would be most relevant, with Falmouth, Scarborough and Old Orchard Beach being possible candidates. Arundel has a newly opened municipal facility, though the community is smaller. There was also interest in identifying any other communities that are in a planning stage. Steve Burns will reach out through Maine Municipal Association and NH Municipal Association to try to identify any in process.

7. Next Meeting

o There was general agreement that 7:00 PM on Tuesdays and Wednesdays will

generally be the best for the Committee, but that each meeting will be determined ad hoc, based on actual availability of members.

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DRAFT Minutes of the Town Hall Building Committee – October 1, 2020 Page 3 of 3

o The next meeting of the Committee will be 7:00 PM on October 29th.

8. Other Business

o There was discussion about the needs assessment and how to begin that work.

Reference was made to a letter written by the Budget Committee to the Board of Selectmen about this matter – Steve Burns will distributed this letter to the

Committee Members by e-mail following the meeting. The Board of Selectmen will

take up this matter at their next meeting on October 19th.

Meeting Adjourned Respectfully submitted,

Steve Burns, Recording Secretary

Date of preparation of DRAFT minutes by the recording secretary: October 2, 2020 Date of adoption of FINAL minutes by the Committee: October 29, 2020

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