Old White Meeting House Committee

Town of South Hero
South Hero Meeting House – Renovate & Adaptive Reuse Project

Date: Tuesday, June 7,2022 – Steering Committee in person at the Town Office & via Zoom

Call to Order: 2:05 PM by David Carter, Chair

Attendees on ZOOM: Emily Klofft-NRPC, Sarah Kjelleran

Attendees in person at Town Office: David Carter-Chair, Pamela Surprenant, Mary Harwood – Town Consultant, Michael Carroll, Sandy Gregg- PC,

Absent: Carol Tremble, Beth Curtis-Granny’s Attic, Robin Way, Terry Robinson, Noni Stewart

1. Introductions

2. Funds & Financial Reports
• South Hero Foundation (SHF) has raised to date: $27,793.30. This is from 97 Donors.
As of this date the SHF has a balance of $553.80 in their North Country Federal Credit Union account. The rest of the funds raised are in the South Hero Town account.
• There was no report from the Town.

3. Contract Renewals & NEPA:
• Emily K, reported that the VCDP Grant was extended until Dec 31,2022.
• A&S has until June 30th to get their part completed.
• NEPA Grant – work continues on this. Mary H., Sandy G, Lisa Ryan, Lyssa Papazian-Architectural Historian (working through A&S), and Rebecca Arnold-A&S. met via Zoom on May 20,2022. Priority *: Lyssa P. is responsible for the Section 106 form to Lisa Ryan.
• Lisa Ryan offered to do a draft of the NEPA form for our review. (Note: have not received this as of today 6/7/22)
• Sandy G. reported that rough costs estimates will be in-hand by our next meeting, June 14,2022.
She spoke with both Bob Neeld and Rebecca about our need for these rough estimates in order to go out to significant potential donors and talk with them about this project.
• Priority: Rough estimates of the project as a whole (including cost savings if this ends of being the approach to the build), and;
• Priority: Rough Estimate in Phases: Phase 2 being the original 1816 structure, and Phase 3 being the addition.

4. Old Business:
• Community Cheers & Cheese: Sandy G. reported the event is on track. PR is being designed by Sarah K. for a half-page color AD to appear in The Islander June 22nd; a banner to hang on site, a design for a letter-size flyer to be printed (10 copies) at the Town Office to post around Town.
• 10 x 10 ft tent is needed: Mary H. volunteered her ‘Bud Light tent’. Back-up plan is to use the Fire Auxiliary tent (Sandy G. can arrange).
• Linda S. is helping to organize the Meeting House table.
• Senator Mazza: Mary H. will do personal invite. Potential VTrans funding.
• Cheese: Cabot is providing 500 individually wrapped single-serving cheeses for the event.

5. Grants & Donors:
• Efficiency Vermont (EVT): David C., Mary H., and Sandy G. met with a representative from EVT this past Monday. She toured the building & will email info on potential funding options to Mary, she also stated that their process is reimbursement incentives, i.e. spend money and get reimbursed. She also mentioned using geo-thermal as part of environmentally concerned heating/cooling system. Also mentioned was that the Governor is ear-marking more funding for energy savings.
• Naming Opportunities List: a start of this already exists and Sandy will share with the group. A Donor Packet needs to be compiled that contains, Case Statement (Mary will compose), Legal paper sized copies of the conceptual plans & elevations (Sandy will make copies), rough cost estimates (coming in from Bob Neeld and/or A&S), naming opportunities list, rack card with logo & website (Sandy has these). One-on-one Donor meetings will be set-up through out the summer, fall and winter. Goal is to do the whole building at once and save costs!
• Everyone: make a list of Donors you would be willing to talk to one-on-one. Please bring your list to our next meeting.

6. Public Comment – none

7. Next Meeting: Tuesday June 14 at 2:00 PM via Zoom and in-person at Town Office

8. Adjourned: 2:58 PM

Respectfully submitted by,
Sandy Gregg, Scribe

Town of South Hero
South Hero Meeting House – Renovate & Adaptive Reuse Project

Date: Monday, May 16,2022 – Steering Committee in person at the Town Office & on Zoom

Call to Order: 2:00 PM by David Carter, Chair

Attendees on ZOOM: Emily Klofft-NRPC, Linda Seavey, Sarah Kjelleran

Attendees in person at Town Office: Rebecca Arnold-Arnold & Scangas, David Carter-Chair, Pamela Surprenant, Mary Harwood – Town Consultant, Michael Carroll, Sandy Gregg- PC, (Ross Brown briefly)

Absent: Carol Tremble, Beth Curtis, Terry Robinson, Robin Way

1. Introductions

2. Rebecca Arnold-Arnold & Scangas – Presented 2nd round of conceptual plans
• Sandy G. and Mary H. both asked about the building being designed to be net-zero. Rebecca A. responded she would need to know that ASAP. There was brief discussion by the group and Rebecca was given the go-ahead to design to be net-zero as much as possible considering it is an historic building.
• Plans were talked about and after some go-around about the width of the north-side entrance door and should it be 42” versus 36” it was decided that the 36” door, being ADA acceptable as described by Rebecca A., would remain 36”.
• Rebecca A. stated that the front Lobby must remain open and clear. No flammables can be stored in the closets.
• The use by the Grannys of the second floor north lobby was discussed as a possible place for book sales. The Fire Marshall would have to approve. One suggestion was to use movable book carts that could be wheeled out there during open hours and then wheeled back into the locked large sales rooms.
• Mary H. asked about where the HVAC equipment would be placed especially the AC condensers.
• Rebecca A. stated the HVAC system would be in the basement. The placement of the condensers would have to be determined in cooperation with the MH Committee and the HVAC contractor, having said that, there are ways to camouflage them to soften the visual impact.
• Paving, Lighting, & Landscaping: are NOT factored into any costs for the building itself. That will be determined when a real-time site plan is done by someone other than A&S.
• This round of plans were given the nod to move forward. Actual construction might see some very minor tweaks as issues arise but would not affect the over-all scope of the project just potential cost.
• Rebecca A. stated she would forward the plans to Lyssa Papazian so Lyssa could finalize her Section 106 Report due for the Bruhn Grant.
• Rebecca said the next phase for her would be producing the Construction Documents. That should take 4 months. Normally the project would allow 1 month for “Request for Proposals” (RFP) however, this being under a Bruhn Grant the RFP itself has to be approved and that can take 3 months! Then after NPS approval we would go out for RFP (allow 1 month).
• A new contract with A&S to go to construction documents needs to be written, approved etc. David C. is in charge of this. Also, Lisa Ryan will be asked if we have to go out again for an RFP on this.
• David C. said a shovel ready date would be best for Sept 2023.
• Questions for Lisa Ryan:
1. Does this project required Act 250 approval?
2. Do we have to go out for another RFP for “construction documents”? Or can we just move forward with A&S?
3. Next Steps? (Note: Mary H. set up a Zoom call for Friday, May 20th at 10:00 AM with Lisa R., Rebecca A., Lyssa P., Mary H. and Sandy G.)
• Construction issues to anticipate: supply lines, experienced labor availability, weather of course.
• Sandy G. asked about using steel beams where they would not be seen. Rebecca will factor in when doing the construction documents.
• Sandy G. also asked about using good quality standing-seam on the addition as it will outlast many rounds of asphalt shingles.
• Questions for Bob Neeld:
• How long to allow for Phase #1 Foundation & Stabilization? 3 months? 4 months?
• What is the sequence of jacking up the building?

3. Vermont Community Development Board Contract Extension Request
• On behalf of Ross Brown, Selectboard Vice Chair & Municipal Authorized Official (MOA) for this grant, Emily Klofft composed a letter to VCDB requesting an extension to September 30, 2022 to complete:
• Finalizing concept design
• Cost Estimate
• Architectural rendering (not construction documents)
• Civil & Structural Engineering Review
• Section 106 Review
• HUD Environmental Record Review & Phase 1 ESA
PRIORITY: Ross B. has not yet confirmed that he signed and sent the letter. Sandy G. following up.

4. Funds & Financial Reports:
• Town Treasurer reports not available
• Private funds raised to date (Little Green Light database) = $27,7730
• Motion by Sandy G. to approve Harwood Consulting Invoice #169 in the amount of $600 and Seconded by Michael C. Vote was unanimous.

5. Grants Updates & Fundraising:
• Mary H. reported she submitted for Congressional Appropriations and has not heard back yet.
• David C. stated that with the completed plans and a list of Donor Sponsorships opportunities can move forward with confidence with one-on-one or even small cocktail chats to present to enthusiastic South Hero supporters. We would have all summer right up to Sept 2023. The opportunity stills exists to fund the whole project and move forward with construction of the whole project. This would reduce the burden on the Grannys of having to move in and then out again for the next build phase.

6. Old Business
Community Cheers & Cheers Events; Community Outreach & Involvement
• Dates & Time: Monday, June 27th, 4-6 PM at The South Hero Meeting House
Monday, Aug 22nd, 4-6 PM at The South Hero Meeting House
• Tables for: Set-up 3:00 PM. Participants provide their own tents, signage etc.
2. This Committee – with most recent plans, Next Steps, Comments/suggestions Box etc.
3. SH Rec Commission share with SHLT – proposed plans for Rec Park, new trails etc.
4. Planning Commission – Town Plan Outreach & Community Engagement
5. SnowFarm Vineyard – Wine tasting & sales – confirmed
6. Two Heroes Brewery & Public House – Beer tasting & sales – confirmed
7. Kids activity table – Sarah K and Heidi Chamberlain (confirmed).
8. Granny’s Attic open for sales/ willing to lead tours of the interior of Meeting House, old school evidence. etc.
9. Oh, and CHEESE! – Sandy G. Mary H. will contact Cabot and Ben & Jerry’s for single servings item.
10. Traffic control: Sandy G. will talk with Fire & Rescue.
11. Live Music- contracted
12. PR campaign : Sandy G., Mary H, and Sarah K.
• Sarah provided 1st Draft of Ad/flyer. Sandy G. will email her with the comments/suggestions from the group.

Champlain Islands Farmers’ Market – Tabling dates/times: Behind St. Rose of Lima, Keeler Bay
Need volunteers to be there with Sandy G. and engage the public.
Tent: Mary, can I borrow your tent?
Table: Sandy G. has one
Chairs: BYOC
• Wed., June 22nd 3-6
• Wed., July 13th, 3-6
• Wed., Aug 17th, 3-6

7. New Business: None, we have enough going on!

8. Public Comment: None

9. Next Meeting: Monday June 6,2022 at 2 PM at the Town Office or via Zoom (Emily Klofft)

10. Adjourned: 3:43 PM

Respectfully submitted by,
Sandy Gregg, Scribe

Town of South Hero
South Hero Meeting House – Renovate & Adaptive Reuse Project

Date: Monday, April 4,2022 – Steering Committee in person at the Town Office & on Zoom

Call to Order: 2:05 PM by David Carter, Chair

Attendees on ZOOM: Emily Klofft-NRPC, Linda Seavey, Sarah Kjelleran

Attendees in person at Town Office: David Carter-Chair, Pamela Surprenant, Mary Harwood – Town Consultant, Beth Curtis-Granny’s Attic, Michael Carroll, Robin Way, Terry Robinson, Bev Blakely-Granny’s Attic, Sandy Gregg- PC,

Absent: Carol Tremble, Noni Stewart

1. Introductions

2. Grant Updates – Mary Harwood reported
• Spoke with Rebecca Ellis-Peter Welch’s office. She is a great source of helpful information.
• Community Project Funding grant deadline is April 18th! We can apply then decide which grant round we would need for Phase #2. it requires a lot of paperwork and tracking as Federal funds are in play. Someone in the Town Office would have to be involved.
• Town must prioritize the Meeting House Project as #1 on their list of Town projects. Discussion followed and David C. stated he had no problem with that and did not see any other project with the same urgent need. Further, he said that the proposed Rec Park probably is in the early stages of planning and would likely not roll out until next year.
• Need cost estimate for Phase #2. The Committee appeared to agree that the next phase should prioritize getting the Grannys back into the 2nd floor of the main building. Therefore, the main, original building should be Phase #2. No vote was taken, there was, however, general consensus.
• Spoke with Bernie Sanders’ office. Provided information and they will get back to Mary after they do evaluation.
• Note: the same project can be used in applying for a grant from both Welch & Sanders. If accepted, the two offices will decide which pool of funding best fits. Nice feature.

3. Contract Renewals
• VCDP Grant: Attorney told both David & Emily that his letter should arrive Tuesday April 5th.
• VCDP Grant needs extension: Emily K. requested it be extended until Sept 30th.
• A&S contract needs extension: Emily K. did a letter to them requesting an extension until June 30th to get their part completed.
• NEPA Grant – work continues on this. Mary H., Sandy G, Linda S
• Bruhn SubGrant completed & emailed to Lisa Ryan.

4. Funds & Financials:
• Town Treasurer reports stated the current fund balance is $18,499.54
• Private funds raised to date (Little Green Light database) = $22,573.20
• South Hero Foundation funds = $526.80

5. Granny’s Attic Meeting:
• Saturday, April 9, 2022 at 10:00 AM at Bev Blakely’s. David C. & Sandy G. plan to attend. Anyone else from the Committee is welcome to attend also.
• Purpose: establish means of “direct communication”.
• Thank you to Sam Hilliger for the wonderful article in the Islander. It is a reminder of the impact the Granny’s have on our community.
• This summer will be the Granny’s 69th summer!

6. Community Cheers & Cheers Events; Community Outreach & Involvement
• Dates & Time: Monday, June 27th, 4-6 PM at The South Hero Meeting House
Monday, Aug 22nd, 4-6 PM at The South Hero Meeting House
• Tables for: Set-up 3:00 PM. Participants provide their own tents, signage etc.
1. This Committee – with most recent plans, Next Steps, Comments/suggestions Box etc.
2. SH Rec Commission share with SHLT – proposed plans for Rec Park, new trails etc.
3. Planning Commission – Town Plan Outreach & Community Engagement
4. SnowFarm Vineyard – Wine tasting & sales – confirmed
5. Two Heroes Brewery & Public House – Beer tasting & sales – confirmed
6. Kids activity table – Sarah K and maybe Folsom art teacher?
7. Hoping Granny’s Attic open for sales/ willing to show interior of Meeting House, old school evidence. etc.
8. Oh, and CHEESE! – Sandy G.
9. Traffic control: Sandy G. will talk with Fire & Rescue.
10. Live Music? Sandy G. will contact SnowFarm for recommendations.
11. PR campaign : Sandy G., Mary H, and Sarah K.

7. Old Business:
• Living History: Record Malcolm Allen experiences going to school in the Meeting House. Terry R.
• Reminder: send all PR articles and photos to Mary H. to be used on the southheromeetinghouse.org website.
• Thermometer idea: Phase 1 is pad for. We should wait until Phase 2 is 1/3 to 1/2 paid for. Rationale: do not want to discourage folks or wear them out.
• Need Front Porch Forum post about reminding folks about donations and making the check out to “South Hero Foundation, Inc.” PO Box 441, South Hero, VT 05486. Include applied for 501C3 IRS tax status. Also, ask if folks wish to become part of this new community-minded group. Possibly quote the mission statement? Michael C. to do post.

8. New Business:
• Historic Preservationist, Lyssa Papazian will be here Wed, April 6th at 11:00 AM to tour the Meeting House. David and Sandy will meet her there, let her in etc. The Grannys are aware and both Bev B. and Beth C. agreed they do not need to attend.
• A&S 2nd round of Plans update: David C. met with Rebecca Arnold-A&S. We can expect the next round of plans soon. Remember, they are works in progress.

9. Next Meeting: Monday May 16 at 2:00 PM via Zoom and in-person at Town Office

10. Adjourned: 2:59 PM

Respectfully submitted by,
Sandy Gregg, Scribe