Minutes

Meeting House – Preserve & Revitalize Project – SPECIAL MEETING-NOTES

Date:   TUESDAY, April 25,2023    

Time: 3:30 PM In person at Town Office or via ZOOM  

 

Attendees: David Carter-Chair, Sue Arguin, Sarah Kjelleren, Mary Harwood, Pamela Surprenant, Michael Carroll, Beth Curtis, Linda Seavey, Terry Robinson, Judy Duval, Ethlyn Dubuque, Everett Dubuque, Kim Kinney, Gretchen Patterson, Sandy Gregg. Via ZOOM: Emily Klofft-NRPC

2.  Introductions: Sue Arguin- South Hero Town Administrator was introduced.

3. Grants Status:

4.  Financial Report:

5.  Community Cheers & Cheese (CCC): Mon, June 26th. Location-The Old White Meeting House, Hours 4-6 PM. Fund-raiser for the Meeting House Project.

6. Other Business:

7.  Next Meeting – Tuesday, May 23,2023 at 3:30 PM

8.  Motion to adjourn by Michael C. and seconded by Sandy G., vote was unanimous.

    Adjourned at 4:34 PM

Respectfully submitted,

Sandy Gregg, Scribe

South Hero Meeting House Committee

Meeting House – Preserve & Revitalize Project -NOTES

Date: TUESDAY, FEB 21,2023
Time: 3:30 PM In person at Town Office or via ZOOM

Attendees: David Carter, Mary Harwood, Terry Robinson, Pamela Surprenant, Beth Curtis, Judy Duval, Ethelyn Dubuque, Robin Way, Sandy Gregg. Via ZOOM: Linda Seavey, Emily Klofft-NRPC, Sarah Kjelleren
Absent: Michael Carroll, Jenna Lapachinski (sent email report see item #4)

1. Call to Order at 3:30 PM by David C.-Chair

2. Introductions – none needed

3. Article 6 for Town voters: Shall the Town of South Hero conduct a study of the feasibility, cost,and seek grants for moving the Town Offices to the Old Meeting House site?

• New Committee: David C. explained that the Selectboard will be asking for volunteers to serve on a committee to accomplish this task. He expects the time necessary to do thorough job is 6months to one (1) year.
The Selectboard will be looking for folks with experience in project development, knowledge of construction, experience in budgeting, grant writing etc. Further, the feasibility study would gather cost estimates for design and build of an addition to house the new offices, actual moving costs, and a business plan for the use of the Community Hall.
• Rationale for not going for a bond: David C. explained the reason for not going for a bond was pushback from some Selectboard members and the fact that once the Town goes for a bond the Town would lose it’s ability to apply for many grants. Grants have to be a major priority.

4 Grants Status:
• Emily K. stated VCDP needs a decision from the Town if the additional funds to do the construction documents for Phase 1 are still needed. The committee discussed and there was general agreement that, yes, the funds are still needed. Further, the funds will NOT be used toward any actions on an addition or anything related to moving the Town Offices. Emily stated the Town must bifurcate the project into: 1. Phase 1 Stabilization and foundation (funds from VCDP can be used); and 2. Town Offices in an addition on the Old White Meeting House (VCDP funds can NOT be used).
• VCDP Time Line: Extended to the end of May 2023 to have Phase 1 Construction Documents. Note: that is in 3 months. An extension may be required.
• David C. will communicate with Rebecca Arnold regarding this VCDP timeline. Reminder: Arnold & Scangas Inc. is currently on hold for this project.
• Bruhn Grant status: Mary H. reported the $100,000 grant can only be used in Phase 1 Stabilization and foundation. An extension for the Bruhn Grant may be requested 6 months prior to the end of the grant period.
• Other Grants: Mary H. explained that the cultural facilities grant for ADA compliance requires there be two (2) quotes in hand and be shovel-ready. Therefore, it is off the calendar for 2023. Another grant possibility is the Vermont Housing Conservation Board (VHCB) although their emphasis is housing they also consider community enrichment facilities.
• Mary H. added that many grants have windows to apply, certain requirements, and often have to be ‘shovel ready’ and that means have architectural construction documents in hand. This project is at least a year out for that. Mary H. continues to track grants that suit this project.

• Jenna Lapachinski Email Report: Sandy G. read the following email from Jenn L.:
“I am not able to attend but wanted the committee to know that we are currently accepting proposals for the South Hero National Register Historic District nomination and will select a consultant by the end of the month. The Meeting House is the top priority, so researching the building and establishing the period of significance will be their first task!”

5. Grannies:
• Ethelyn D. asked if the new committee that will be formed will look into the possibility of building an entirely new building for the Town Offices? David C. responded it could be part of the new committee’s research, yes.
• Judy D. asked if the Grannies would be required to move and why are you asking us to move? David C. responded there is no requirement to move except during actual construction when the 1816 building will be raised and moved. At that time everything will be required to be removed from the building. Judy D. disagreed with that.
• Robin W. asked when restoration of the 1816 building would start? There was general discussion but no date given.
• Terry R. stated our responsibility now is to save the 1816 original building from further decline.
• David C. reminded everyone there will not be a basement for storage under the 1816 building. The water table is to high and by not having a basement there is a cost-savings of at least $300,000. There will be a 6 foot frost wall and crawl space. Further, mechanicals will be so small they will fit into a closet. There will be no water, bathroom or heat/AC in phase 1.

6. Other Business
• David C. passed around an invoice from Harwood Consultant: Invoice #199 in the amount of $607.50 for work done on general Meeting House items. Motion by Sandy G. to approve the invoice for payment. Second by Pamela S.. The vote by committee members was unanimous. David will pass the approved invoice to Kim Julow for payment.

7. Next Meeting – Tuesday, March 28,2023, 3:30 PM at the Town Office

8. Motion to adjourn by Sandy G. and seconded by Terry R. Vote was unanimous Adjourned at 4:34 PM

Respectfully submitted,

Sandy Gregg, Scribe
South Hero Meeting House Committee

Meeting House – Preserve & Revitalize Project – SPECIAL MEETING-NOTES

Date: TUESDAY, JAN 24,2023
Time: 3:30 PM In person at Town Office or via ZOOM

Attendees: Mary Harwood, Pamela Surprenant, Michael Carroll, Beth Curtis, Judy Duval, Ethlyn Dubuque, Dotty Donovan, Joan Falcoa, Bev Blakely, Ross Brown, Sandy Gregg. Via ZOOM: Linda Seavey, Terry Robinson, Don Bedard, Emily Klofft-NRPC
Absent: David Carter, Robin Way, Sarah Kjelleren

1. Call to Order at 3:30 PM by Sandy G

2. Walkthrough with the Congressional Delegation Friday Jan 20,2023 9:00 AM: Mary Harwood reported. Thanks to Andy Julow-Lake Champlain Islands Economic Development for setting this up. The following delegates attended:
Will Stevens – Senator Sanders’ Office
Michelle Monroe – Senator Welch’s Office
Morgan Nichols – Representative Balint’s Office
Richard Amore & Amy Tomasso – Vermont Community Planning & Revitalization
Public Present: Ross Brown, Joan Falcoa, Andy Julow & Donna Boumil-LCIED,
Recommendations from this group:
• Do not go for a bond now as it will negatively affect the Town getting other State/Federal historic preservation grants.
• Moving the Town Offices to the OWMH: take the time to poll your community now.
• Contacts for grants & funding opportunities are forthcoming from this group.
• All were favorably impressed with the project and local support (funds already privately raised).
After the tour comments during discussion at the Town Office:
• Ross Brown: Create a business plan; figure an estimate on the cost to operate the building; need to know how much it will cost to raise the funds; estimate cost on routine maintenance including lawn care, snow-plowing etc.
• David C. stated he will not ask to go for a Bond at the Selectboard meeting Monday Jan 23,2023.
• David C. stated he will ask the Selectboard for an Article to go before voters if they would support a feasibility study to move the Town office into the OWMH.

3. Meeting with historic preservation specialists Friday Jan 20,2023 (the following contains added notes taken at this meeting by Sandy Gregg)
• Attending: Jenna Lapachinski-Preservation Trust of VT
Elizabeth Peebles-VT Division Historic Preservation
Marla Collum-National Park Service-Grant Manager
Laura Trieschmann-Vt State Historic Preservation
Rebecca Arnold-Arnold & Scangas Architects
Lyssa Papazian-Historic Preservation Consultant
David Carter, Michael Carroll, Sarah Kjelleren, Robin Way, Mary Harwood, Terry Robinson, Sandy Gregg
• The following topics were discussed:
• Windows: energy efficiency is of great concern. How can restored windows even with storms on them compete with new windows that replicate the old windows? Who determines this and when in the process?
• Plaster: how much plaster needs to be kept? Is the little that remains even viable to restore and when in the process does this happen? Who determines this and when in the process?
• Beaver Board: is it historic? Is it part of the architectural history of the building? It may all be so brittle it cannot be preserved. Perhaps just preserve a small area of it? Could we use the equivalent in today’s materials? Who determines this and when in the process?
• Tin Ceilings: do we refurbish all that remains? The tin ceilings in the north garage bay are in terrible shape. Do we need to replicate and replace? The tin ceilings above the from staircases is in pretty good shape. do we retire these? Who determines this and when in the process?
• Nail down the period to restore to: Marla Collum stated this is the first step. It is done within the nomination to the National Historic Registry Application. Jenna Lapachinski said she would move the application forward and go out for bids on this task. Then these questions can be answered: repair or restore or replace?
• Treatments: The NPS discusses with Historic Preservation and together they decide treatments. When and how can South Hero participate in this decision making? Rebecca A. stated that the NPS needs details to do this review. Who determines this and when in the process?
• Lyssa Papazian’s opinion is key: as the historic preservationist on the project Lyssa’s opinion is important.
• Eventual use of the building: this needs to be nailed down and now that there is a possible change in direction it seems the current project comes to a halt until the Town decides which direction it wants to take. Note: this process would include a feasibility & cost analysis study and could take a minimum of 1.5-2.5 years! A new Selectboard Committee would be formed.
• Phases: if the project is phased that will determine NPS review.
• Paul Bruhn Grant: deadline is June 30,2024. Marla C stated that a request for extension will be entertained 6 months prior to that date.
• The Addition & Original Building Use: will the addition be Town Office space only or a combination of Town use and public use? Will the original building be for Town use only or for a combination of Town and public use? Must be clearly defined. The addition must be subservient to the original building.
• Easement Committee: Meg Campbell is the contact person.
• Define Period of Significance: Laura Trieschmann will do a site visit. This is needed for the National Historic Registry application. Who sets this up? Sandy G. will email Laura T.
• Grants: Emily K said that VCDP has an ADA Implementation Grant that could help cover ADA. Also, Municipal Planning Grants that could help cover the feasibility study to move the Town Offices.

4. Articles for Town Meeting – update: There will be no bond Article to fund the project.
David C. will ask the Selectboard about a Feasibility Study Article to move the Town Offices to the Old White Meeting House. The plan would be the Grannies would then move into the current town office building…back to where it all began.

5. Public Comment & Announcements:
• Michael Carroll stated the goal now seems to be to preserve the structure itself as a shell. Is Phase #1 now the foundation, the exterior and roof and east facing windows?
• Linda Seavey stated there should be an efficiency comparison done on the windows i.e. restored old windows with storms to new replacement windows made to look like the old windows. Efficiency can be negotiated! Also, what type of glass is to be used? Also, cost is an issue and can be negotiated with all parties.
• Ethlyn Dubuque asked,” How did you get 2 estimates?”. Mary H. responded we needed some idea of costs so A&S Architects (preservation approach) provided one estimate and a volunteer retired contractor gave us another pro bono (new construction approach). Interestedly enough both were very similar. When the time comes to do the project a formal bid process will happen.
• Pamela Surprenant stated she is worried about the state of the building. Is it safe?

• Ross Brown responded “The building is not going to fall down. I think it will be fine.”
• Ross Brown asked if there were cedar shakes under the slate on the roof?
• Linda Seavey said that my be in the Engineering Ventures Assessment so take a look there.
• VCDP Grant Status: Emily K. said to include this the agenda at our next meeting.

6. Next Meeting – Tuesday, February 21,2023 at 3:30 PM

7. Adjourn at 4:34 PM

Respectfully submitted,

Sandy Gregg, Scribe
South Hero Meeting House Committee

Town of South Hero
Meeting House – Preserve & Revitalize Project

Date: TUESDAY, Jan 10, 2023
Time: 3:30 PM In person at Town Office or via ZOOM –

Attendees: David Carter-Chair, Michael Carroll, Robin Way, Pamela Surprenant, Mary Harwood, Beth Curtis, Linda Seavey, Sandy Gregg. Via ZOOM:, Sarah Kjelleren, Emily Klofft-Northwest Regional Planning Commission, Jenna Lapachinski, Field Services-Preservation Trust of VT (PTVT) [email protected]
Absent: Carol Tremble, Terry Robinson,
Public: Mary Andrews, Donald Bedard via Zoom

1. Called to order at 3:33 by David C.

2. Funds, Finances, and more…
• Town Meeting House fund balance as of 1/10/23 = $168,433.08
• Two (2) estimates have been reviewed. Based on these 2 estimates a figure of $2.4 million for the whole project, including the addition, is being used.
• Bond Bank Article: for Town Meeting March 7,2023. David C. reported on the Selectboard’s (SB) response to his proposed $2.4 million Bond Article to voters to do the whole project including the addition. At the SB meeting there was considerable push back about the amount. The SB decided to table the article discussion until Monday, Jan 23rd.
• The project has been value-engineered to reduce cost by eliminating the full basement and going with a crawl space instead (saves ~$300,000). This also reduces the need for a 3 story elevator and saves costs there as well (~$60,000).
• After David’s report the SHMH Committee had considerable discussion. The Committee generally agreed on the following:
• The Committee agreed that the parameters of Phase #1 would need to now include:
1. Removing all the windows, boarding them up, and restoring the old windows. The old windows that survived being removed would be taken off site to be restored per the Secretary of the Interior’s Historic Preservation criteria. Note: restored old windows have a longer life span than new windows (15-20 yrs) and may continue to be restored. Using the old restored windows reduces landfill impact, and using storms on the restored old windows nearly matches efficiency ratings compared to double-paned new replacement windows. This per Lenna Lapachinski-PTVT.
2. Raising and moving the building to the west where the Honeymoon Cottage currently sits. This eliminates danger to workers so they do not have to work beneath a raised old building while they replace the foundation.
3. Foundation Replacement, including facing the new foundation with slabs of the original stone so the appearance of the new foundation will have a very similar look to the original foundation.
4. Stabilizing the east wall, replacing windows where they had been removed years ago when the garage space was created. Structural fixes as needed, new siding as needed, prime & paint as needed.
5. Roof repair as needed.
6. New 2nd floor fire escape would need to be added to the back.
7. The addition is now off the table and on hold until a later date 2-4 years down the road.
8. The Bond Article should be for the amount of $1.2 million.
9. A second Article should go before voters to ask their opinions on the future use of the Old White Meeting House. That is, should the Town offices be moved to an addition on the north side of the Old White Meeting House? This would be done through a town-wide survey.
10. A proposal for the Grannies: If the Town office moved to the Old White Meeting House a proposal for consideration is that the Grannies could then move into the old Town Office building, a lean-to type addition could be added to that building the west side and the Grannies would have nearly the same space that now occupy between the 2nd floor of the Old White Meeting House and the old red firehouse building the back.

3. Grant(s) Updates –
• Bruhn Grant could be extended: Jenna Lapachinski stated the National Park Service is being very open to granting extensions for their grants and this would apply to the Bruhn Grant from the NPS and being administered through PTVT.
• Should the Town give back the Bruhn Grant? This topic was discussed in general what with “the strings” attached to the grant. Those “strings include: 15 year easement on the property. This means anything the town would want to do to the building (add an addition for instance) would have to go to the NPS for review. Jenna L. explained that the Town could jeopardize future fundings. Example: any USDA loan or grant would include regulatory review under Section 6. Jenna said that PTVT is here to help us get through this. She suggested a meeting be setup as soon as possible between the following: State Director of Historic Preservation (Laura Trieschmann), Town Committee, Jenna Lapachinski, and Rebecca Arnold-Arnold & Scangas Architects. Jenna L. said she would begin setting up this meeting tomorrow. Further, Jenna L. stated we (the Town) are in good hands as Arnold & Scangas are experts in this field and are very familiar with the Secretary’s Standards. Details such as how to address the issue of the old beaverboard can be resolved at this meeting. Also, acceptable means of insulating such as blowing in cellulose could also be addressed. The Committee generally agreed to this meeting and we look forward to hearing back from Jenna L.
• Emily K reported the amendment grant in the amount of $31,271 has been announced. She will do the followup on that grant.

4. Old Business
• Friday, Jan 20th Congressional Walk-through at 9:00 AM with A. Julow-LCIEDC. The group will meet at the Old White Meeting House at 9:00 AM then walk across the street to the Town Office for a brief wrap-up discussion. Packets will be available.
• SHMH Committee Report for the Annual Town Report was submitted to the Town by Mary Harwood.

5. New Business:
• Name Issue: “Old White Meeting House” vs. “South Hero Meeting House”. In general the building will be called the Old White Meeting House as that is the name in the historic deed when the property was given over to the Town. The project name will be the South Hero Meeting House Project.
• Mary Harwood Consultant Invoice $194, 1/2/2023 in the amount of $997.50. Motion by Michael Carroll to approve for payment. Second by Pamela Surprenant. Vote: 6 yes, 1 abstain as that person had not reviewed the invoice.

6. Public Comment –
• Mary Andrews said she felt the Old White Meeting House lent itself well to having a Town purpose such as moving the Town Office into it. She also said once that happened she liked the idea of the Grannies moving into the Town Office building as that is where they began! It would be like coming home for the Grannies.
• Sarah Kjelleren stated her strong support for the renovated Old White Meeting House meeting room to be used as a space for modular use by young entrepreneurs in order to make connections. Think of it as incubator space. There is no place like that in the Islands let alone South Hero.
• Donald Bedard supported another survey be done by the Town of all property owners asking their opinions of the use(s) for the renovated Old White Meeting House. Specifics could be asked such as do you think the Town Offices should be moved into it, should a kitchen be included, is an elevator needed etc.
• Beth Curtis asked for clarification on the status of the project.
• The Committee agreed that our first priority is to save the building! Therefore, phase #1 is moving forward as described previously. Down the line in say 2-4 years Phase 2 could happen after considerable community outreach is done.

7. Next Meeting – Tuesday, Jan 24,2023 at 3:30 PM at the Town Office & by Zoom.

8 Adjourned at 4:45 PM

Respectfully submitted by,
Sandy Gregg, Scribe

Town of South Hero
Meeting House – Preserve & Revitalize Project

Date: TUESDAY, Dec 6, 2022
Time: 3:30 PM In person at Town Office or via ZOOM –

Attendees:David Carter-Chair, Michael Carroll, Robin Way, Pamela Surprenant, Mary Harwood, Sandy Gregg. Via ZOOM: Linda Seavey, Emily Klofft- Northwest Regional Planning Commission
Absent: Sarah Kjelleren, Carol Tremble, Beth Curtis, Terry Robinson,
Public: none

1. Called to order at 3:34 by David C.

2. Funds & Financial Reports
• P. Surprenant, South Hero Foundation (SHF) Treasurer, reported a balance of $51,509.63 in the Foundation’s North Country Federal Credit Union account.
• There was no report from the Town.
• South Hero Foundation has set up a Stock Account with Wells Fargo to receive appreciated stock donations. The SHF is finalizing a stock donation protocol.

3. Grant(s) Updates –
• Mary H. reported she continues to research grants and is communication with Andy Julow – Lake Champlain Islands Economic Development Commission (LCIEDC). Many of the grants will come into play only when our project is “shovel ready”. For example, ADA accessibility grants for outside ramp and the elevator.
• REDI grant program is a possibility.
• Bruhn Grant requires an end of year progress report (due by Dec 30). Mary H. will draft it and send it around for comments.
• Congressional delegation will tour the building in January. More on this as the date gets closer. Andy Julow is setting this up, thanks, Andy!

4. Old Business
• Friday, Nov 18 Walk-through at 9:30 AM with A. Julow included: Caitlin Corking-Division of Historic Preservation, Ben Doyle-Pres. Preservation Trust of Vermont, Natalie Elvidge-Northern Borders Regional Commission. All the Grannies were invited. Emily K. was in attendance also. Anyone interested in the notes from this walkthrough can view the report on the project website www.southheromeetinghouse.org or email Sandy Gregg and request a copy ([email protected]).

• Bond update: The Selectboard voted to engage a Bond Attorney who will write the Bond Article.
• Poster drafted to encourage support of the Meeting House Project.
• Whole project estimate needed by Jan 19th in order to write the Bond Article. Doing the whole project at once rather than in phases will save taxpayers hundreds of thousands of dollars. David C. spoke with Rebecca at Arnold & Scangas (A&S) and she understands the need to get the whole project build docs by end of January. She said they are ramping up to get it done.

5. New Business:
• The Town Report needs to contain a report from this group. Mary H. will draft it and circulate for comments etc. Deadline for draft is Dec 13th.
• PR campaign is needed to inform voters with the facts about the Bond vote. The poster mentioned above is a start but we need Islander articles, an ad, FPF posts etc. PRIORITY for next meeting.
• Reminder: If interested parties desire information about the project direct them to the website: www.SouthHeroMeetingHouse.org this site has the design plans, notes from the walk-through with Alex Tolstoi etc.

6. Public Comment – none

7. Next Meeting – Tuesday, Jan 10,2023 at 3:30 PM at the Town Office & by Zoom.

8 Adjourned at 4:05 PM

Respectfully submitted by,
Sandy Gregg, Scribe