Town of South Hero
Meeting House – Preserve & Revitalize Project
Date: THURSDAY, Jan 9, 2025
Time: 3:00 PM In person at Town Office or via Zoom
Attendees: David Carter-Chair, Michael Carroll, Pamela Surprenant, Sue Arguin-Town Administrator,
Mary Harwood, Andy Julow-LCIEDC, Carol Tremble, Sarah Kjelleren (via Zoom), Rebecca Arnold-
Arnold & Scangas Architects (via ZOOM), Sandy Gregg
Absent: Jenna Lapachinski-Preservation Trust VT, Greta Brunswick-NRPC, Terry Robinson, Beth
Curtis
Public: None
Called to order at 3:00 by David C.
Architect’s Report: Rebecca Arnold – Arnold & Scangas Architects, Inc. (A&S) reported
In Wait mode to hear from National Park Service, therefore, no forward movement on preparing specs
or architectural docs.
Rebecca will gather info on when the Town can anticipate 100% architect plans once NPS
communicates through Jenna L. about status.
Rebecca will contact KAS re: Brownfields status and report back by email. General discussion about
Brownfields. Sandy G. will reach out to Greta Brunswick-NRPC re: Brownfield status.
National Park Service (NPS) Review Status – (Reminder from last meeting: Jenna Lapachinski-
Preservation Trust Vermont reported NPS, DHP, & NBRC all agree to the conditional release of the
review and A&S will submit the mechanical information when it’s ready. What this means is they will
continue to review the plans and report back to us…when they are ready. Also, it means they do not
need further drawings of the placement of the HVAC condensers on the west side of the building.
Bottomline: we are still in wait mode from NPS!)
Attached is email from Jenna L. Jan 3,2025, RE: SHMH.1.9.25 Meeting Agenda:
“I am away next Thursday-Friday for a statewide convening down in Connecticut, but I have updates and
questions for the group:
An update from NPS:
The NPS archeologist has requested we complete a Phase 1A archeological review prior to starting
construction. This is a desk review; no physical survey work will be needed unless the desk review shows a
significant chance of archeological resources in the area. NPS is in the process of THPO (Tribal Historic
Preservation Office) consultations; you may see some email traffic related to that communication.
I have gone through a small contract procurement process and hired a firm to complete the Phase 1A report in
the next few weeks. Bruhn administrative funds are paying for the review, and one of the factors in the
procurement process was the sensitive timeline, so the firm knows to turn the report around ASAP.
While it’s not the release we were hoping for, it is progress, and that feels like a small victory.
NBRC:
Have you had any luck with a partial Notice to Proceed from NBRC? I met with NBRC staff before the
holidays, and they confirmed that you don’t need an NBRC Notice to Proceed to go out to bid, but you do have
to have it before you sign any contracts. This creates a challenging timeline, which drives my procurement
questions below.
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We floated a partial Notice to Proceed (pending the CDS SAT agreement) as an option, so I am just curious if
you’ve had that discussion. I am sure you’ll talk about this at the meeting, so I may have to wait and read the
minutes!
Procurement:
Is the plan to hold off on procurement until Congress passes a budget and you officially secure the CDS
funds? I’ve been thinking a lot about this over the past few weeks; I am sure you all have been thinking about
it, too.
I think we’re all optimistic that Congress will pass a budget that includes CDS, but if they don’t, I know that is a
huge blow to the current project budget and would require a shift in the plans. It feels safer to wait to go out to
bid until the funding is secure, but you all may have already formulated a Plan B for funding if the
Congressional budget process goes awry.
I am happy to chat with someone next week to go over any outstanding questions. I am on the road all day
Monday but am at my desk on Tuesday and most of Wednesday. Or, if it’s easier, I can connect with someone
the week of 1/13, and we can debrief.
Thanks so much!
Jenna
Jenna Lapachinski
Field Services
Preservation Trust of Vermont
90 Main Street, Suite 304
Montpelier, VT 05602
(802) 552-0659
[email protected]
www.ptvermont.org end email.
Financial Report: Kim Julow-Town Treasurer reported there is $225,243.31 in the account line for
the Meeting House (this include the obligated ARPA funds of $100,000 and the balance of$150,000
voter-approved funds). Yes, architect costs are now dipping into this reserve. Fund-raising continues
to be the highest priority! Andy J. the status of the NBRC $500,000
grant in light of the election. Andy stated the grant is good for 2 years out.
Andy J. also stated the project needs 100% funding to get a “Notice to Proceed” which includes going
out for bids. Brief discussion followed about perhaps changing the scope of the project and can it be
re-evaluated etc. Conclusion: Town, Andy J., Jenna L., and NBRRC need to meet to discuss
possibilities. Andy J. to set date (Zoom available).
Andy J.will ask NBRC if a letter from our Anonymous Donor with pledge info is acceptable as a legal
document and counts as funding.
Andy J.’s agreement with the Town is for a maximum of 10% of the NBRC grant amount or $10,000
over 2 years. Andy: Town needs a contract from you please, the SB has to sign.
Sue A. will invite Andy J. to be able to view NBRC Grant Management website.
Grant Status:
Save America’s Treasures: Mary H. reported we are waiting for Congress to pass the 2025 budget
that contains Congressional Discretionary Spending (CDS) funds that cover our Save America’s
Treasures Grant of $400,000. The $400,000 Match required must by all non-federal funds. Further
discussion needs to happen on Match Funding. Jenna L. did email a spread sheet about this but
neither Mary H., Sue A., or Sandy G. understand it! Sandy will check if the spread was emailed to
Andy J., perhaps it makes sense to him? SG to follow up.
Northern Borders Regional Commission Grant – General discussion around this grant…
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Sue A. to invite Andy J. to NBRC Grant Administration site.
NBRC requires completed contract between Town of South Hero & Andy J.
NBRC requires “Match Cost-Share” Document. Sandy G. will be sure the spreadsheet that Jenna L
emailed was shared with Andy…even though no one in South Hero understands it!
South Hero Foundation Report: No further report at this time.
Publicity:
Mary H. reported the Town Report for this Committee was submitted to Naomi, Town Clerk.
Article about the Anonymous Community Challenge Grant is a priority! Funds to be received by
March 31,2025. Goal is $25,000 to match the 1st year grant payout of $25,000. Sandy & Mary will
create Press Release and run by the Committee for input. Deadline: Jan 17th.
Old Business:
“Partial Notice to Proceed”: general discussion about this. Bottom line is that all funding has to be
in-hand in order to proceed. This means the Anonymous Community Challenge Grant for $100,000
(in 4 payments of $25,000 starting 2025) cannot be used as the full $100,000. Only the amount
received by start date can apply.
• Brownfields: Greta B. was not able to attend so Sandy G. will follow-up with her. (Update:
NRPC now has signed Task Order 1 between NBRC & KAS for the scope of work and budget
contained in KAS letter Sept 20,2024 (Budget = $17,150.35). Sue A.: Town must sign “Owner
Participation Agreement” that was emailed to Sue A. for signature on Monday Jan 13,2025 and
must be emailed back to Greta.
New Business:
Contract with Andy J.-LCIEDC & Town of South Hero – discussed above see Grant Status.
1st Quarter Report to NBRC is due. Sue & Andy will complete. Should be short!
Michael C. reported the Build Committee is antsy! They are compiling subcontractor names for bid
process.
Michael C. now has complete working set of keys & fobs for the Meeting House in case anyone
needs to get in call him: 802-233-2030
Next Meeting: Thursday, Jan 23,2025 at 3:00 PM at the Town Office Meeting Room.
Adjourned at 4:00 PM: Motion to adjourn by Carol T, second by Michael C.., vote was unanimous.
Respectfully submitted by,
Sandy Gregg, Scribe