BUILDING MAINTENANCE MINUTES
-------------Building Maintenance Meetings/Minutes--------------
MINUTES
March 11, 2020 6:00PM Addison Town Hall
In attendance: Glen Garnett, Terry Grant, Bill Mercer, Don Williams
Meeting called to order at 6:10 pm.
Approved minutes of February 12,2020. (unofficially)
The committee voiced their appreciation to the Town of Addison residents for approving our 2020 budgeted maintenance proposal. And so we begin!
The committee began it's review of the approved updates to the Town Hall. We started by reviewing the specifications for the new reception area. The committee agreed to make some modifications to the original design: ( the ADA compliant opening of fire doors-“swing”) and customer reception window operation and locations.
A conversation was had concerning licensed local contractors and developing a reference list for Town Officials to use when work is needed.
We will post a notification on the front door of the Town Hall making all citizens aware of the work to begin March 16, 2020 of vinyl siding to the second floor.
Call for adjournment at 7:10 pm.
MINUTES
February 12, 2020 6:00PM Addison Town Hall
Meeting called to order at 6 pm.
Approved minutes of 12/11/2019 by Peter Davis and Terry Grant.
Call for adjournment at 7:10 pm.
MINUTES
october 9, 2019 6:00pm addison town hall
meeting called to order at 6:05pm.
Accept minutes of September 11,2019.
We will post on Craig's list the solar panels for sale.
Adrian Batson will remove the old (non working) heating unit from the storage building by year end.
Marcus Norton will repair the hot top at the rear entry of the Town Hall.
Bill Mercer has completed the installation of the fire security system.
The blue spruce will be planted at Point Park this month.
Mainly Vinyl will begin the second story vinyl siding in November.
The Storage Building bidder has not fulfilled their obligation to complete the restoration bid as specified. We will post a new request for bid on the Addison Town web site, post on the bulletin board in the Town Hall and at the Shop and Save supermarket. Also we will communicate “word of mouth” request for new bidding. The post will appear November 13, 2019 with a response deadline of two weeks, Wednesday, November 27, 2019. The Selectmen have agreed to carry over the 2019 budgeted amount into 2020 if work can not be completed this year.
When we made room for PRHS to occupy the storage area on the second floor of the Town Hall, we discovered storage of Boy Scout materials and projects. Judy Rolfe will make arrangements to have this material removed.
Also we need the Selectmen to make arrangements for the proper disposal of Town records found in storage on the second floor of the Town Hall. The material exceeded the time requirements required for record storage.
We were unable to meet the deadline requirement to apply for The Nature Conservancy of Maine's funding for municipal LED lighting. Our inability to get the process started and to notify our partner, Cloud Nine, for an estimate of cost caused the missed deadline. Hopefully we will have another chance at this in the future.
We discussed our preparation of projects for the 2020 BMC budget. This will be the main topic at our November meeting.
Call for adjournment 6:37pm.
MINUTES
September 11, 2019 6:ooPM Addison Town hall
Meeting called to order 6Pm.
minutes of August 14, 2019 accepted by Bill Mercer and seconded by Glenn garnett.
A moment of silence for 9/11 victims.
we reviewed pictures of the completed bid projects to make sure all work was completed as requested and met all bid specifications.
We agreed not to pay bangor abatement for painting until solar array was removed as promised in painting bid contract.
don williams agreed to follow up on storage building "bid contract" to confirm start date for removal of east side overhead door and reframing and siding.
we reviewed prhs storage location and move in schedule.
we agreed to involve adrian batson in the removal of the now defunct heating system in the storage building.
terry grant agreed to have the power pole meter box fixed at fire station #1 with the help of a BHC disconnect. Peter davis was to temporarily bracket pvc connect. work to take place sometime week of september 16th.
glen garnett provided us with a copy of the signed point park tree planting contract. blue spruce to be planted in mid october.
bill mercer will complete the fire security system hook up in the town hall this month.
hot top will be used to fill in an area of the entry way walk atthe north entry to the town hall. marcus norton will complete this, this month.
call for adjournment by bill mercer, second by glen garnett at 6:30 PM.
Meeting called to order at 6pm.
Minutes of June 12, 2019 accepted by Terry Grant and seconded by Bill Mercer.
We reviewed the bid contractors and their start dates as it relates to available funds.
Bangor Abatement (trim painting), begins work week of August 19th with completion sometime that week, weather permitting. They will be removing the solar panels for storage in the Storage Building until we can offer for sale. We will post “work notice” on all 3 buildings to be painted for patrons safety.
Storage shed work will begin first week in September and “work notice” will be posted at that time.
The wind turbine will be removed as soon as the blueberries are harvested and funds from the sale will be moved into the BMC budget to help pay for the Town Hall residing.
Black Bear Security will instal the last fire protection units to the first and second floors in September. Funds have been carried over from the 2018 budget to cover the remaining work.
Cathy Fonda presented the BMC with a proposal to provide a residence for the Pleasant River Historical Society. PRHS has been without a home for several years and needs a space to store Historical memorabilia for presentations and posterity. The Town Hall second floor was proposed as a permanent site for PRHS. They have offered to help with the cost of abating and providing ADA access. The BMC will bring the proposal to the board of selectmen’s meeting on the 19th. After some conversation concerning use and needs the committee voted unanimously to support the proposal. We will ask to be a part of the selectmen's agenda on the 19th for further discussion.
There was some comment and public concern, about the fire alarm on the Storage Building roof being made available for sale. This was a topic of conversation at an earlier meeting as a possible way to generate income. The idea was dismissed as the committee felt it could be used for other purpose and historical value.
The cost of advertising in local publications for “Bid” requests has become an expensive issue. Glen recommended the Coastal Chronicle as a “free” advertising source, we agreed to use them for future advertising.
Other : Our Christmas tree planting project will happen in October, in Point Park as planned, reported by Glen Garnett.
Call for adjournment by Stephen Oliver, second by Bill Mercer.
Meeting adjourned at 7:05pm.
In attendance: Adrian Batson, Peter Davis, Glen Garnett, Terry Grant, Bill Mercer, Irwin Pinkham, Don Williams.
Meeting called to order at 6pm.
Accepted minutes from May 8th 2019 meeting. Peter Davis, Terry Grant
We reviewed the awarded bids received for specification and insurance compliance. Peter Davis and Don Williams agreed to notify the three companies of their bid project awards. We will review the contract requirements and start date with each bidder. The successful bid contractors are: Storage Building remodel - Heart of Maine Construction, Painting project – Bangor Abatement,Inc.( they also agreed to included removal of solar panels as a result of painting contract award ), Dismantle and purchase of Wind Turbine – Paul Watts.
The committee agreed to rewrite the second story Town Hall vinyl siding specifications to include insulation. After an examination of the second floor structure it was agreed that a blown in fiberglass product might be the best solution, however, we will allow the awarded contractor to make the final decision. Peter Davis will prepare specifications and place the bid project in local publications for award. We expect that the bid deadline will be required by July 15th.
We reviewed the BMC budgeted expenses to date. ( The break out is displayed on the bulletin board at the Town Hall.) 2019 publication bid advertising expenses will be applied to the 2019 BMC budget, this unanticipated estimate to be approximately ($1,000.00). As a result we will add a separate line item to the 2020 BMC budget for advertising.
Other: Glen Garnett reported on the blue spruce tree to be planted in Point Park in September, we are under budget for this project. Terry Grant reviewed the need to repair the exhaust extractor at he new Fire Station. Peter Davis suggested that expense for this repair come from the Fire Station budget as it has nothing to do with buildings maintenance. We all agreed with his observation. Don Williams and Terry Grant will meet with Matt Alley, Fire Chief to discuss further action. Don Williams will meet with Dean Bradshaw as a result of conversation with engineer Andrew Mulholland concerning our drainage project. Meeting adjourned at 7pm. Don Williams, Chairman BMC.
In attendance: Adrian Batson, Peter Davis, Glen Garnett, Bill Mercer,Irwin Pinkham, Marcus Norton, Don Williams.
Meeting called to order 6pm.
Review of and call to accept minuets of April 10,2019. Move to accept by Peter Davis and Bill Mercer.
First item was to review published bids for: Fire Station #2, Storage Building, Town Hall and Mechanical shed painting and trim painting. Removal of Solar panels. Remodel of Storage building. Sale and removal of wind turbine. All agreed that the listings were correct and explicit. Bids to be reviewed and open at the June 3rd selectman’s meeting.
Second item was to review input from the community concerning the Town Hall siding. Insulation requirements were left out of the first requested bid proposal. We agreed to rewrite specifications to include insulation to the second floor walls on the South, East and West side. The North side will be insulated at a later date as the wall is open on the inside of the building to insert insulation. We agreed to have the awarded contractor be responsible for subcontracting the insulation if necessary rather than require a separate bid for insulation. The revised siding bid will be prepared and advertised after our next meeting June 12,2019.
Third item was to approve Glen Garnett's responsibility to select and get pricing on planting a tree in Point Park . The blue spruce will be planted along the West side of the walk way next to the shrub line. Not only will the blue spruce enhance the environment but will also allow the town to decorate the tree for holiday seasons. We would like to see the Christmas Holiday and other holiday events held in the park to create more interest and use of our park. The town incurred many tax dollars to build Point Park and it seems a shame we do not use it more often. This is a committee concern! Vote was unanimously approved to move forward with the planting.
Fourth item on the agenda was to address the landscaping and drainage issues at the Hall. Marcus Norton discussed options with us as to how we might redirect water away from the hall. The final consensus was to hire an engineer to survey the environment and move forward with his recommendations. We have contacted West Falls Survey in Machias to schedule a review.
Fifth item was to complete a survey from the State of Maine to approve the Town Hall ADA compliant as a voting facility. We assigned Peter Davis and Don Williams to complete the form. The form was completed and given to Kim Davis for mailing.
Meeting adjourned at 7:05pm.
In attendance:
Adrian Batson, Peter Davis, Glen Garnett, Terry Grant, Bill Mercer, Stephen Oliver, Irving Pinkham (alt), Don Williams.
Guests: Kimbley Davis, V.J. Lenfestey.
Meeting called to order 6:05pm.
Swearing in for “Oath of Municipal Official” by Kimbley Davis for all members.
There was not a quorum at the February meeting and the March 13th
meeting was canceled due to the March 12th Town of Addison meeting so no
minutes to be approved.
Our agenda was to prepare “requests for bid project specifications” to be
placed in local publications for the month of May. We broke into 5 groups to
write the specifications for: Vinyl siding to the second story of the Town
Hall; Storage building remodel; Trim painting for the (Town Hall- Fire
station #2- Mechanical shed- Storage building); Point Park tree planting and
water shed landscaping for the Town Hall; Sale of Solar panels and wind
turbine.
Anyone interested in bidding on any or all of these projects please check
your local listings.
We were able to write all specifications and reviewed each project with a
consensus and unanimous approval.
A request was made for additional topics that might improve our community maintenance oversight.
These topics will be added to upcoming meeting agendas.
Meeting adjourned at 7:07pm.
In attendance: Adrian Batson, Terry Grant, Bill Mercer, Stephen Oliver, Don Williams, selectman Tim Thompson.
Call to order 6pm November 14, 2018.
Accept minutes of October 10,
2018.
Discussion: Review ideas for the revitalization of the Town Hall. We have agreed to incorporate the following improvements to the Town Hall. Add 2 new offices; Assessors office and Code enforcement officer's office. Add a conference room. Make improvements to existing front office and counter space. Add a powder room in the front foyer. Change out the ceilings in the existing offices. Update both men and woman's bathrooms. Add a handicap elevator to first and second floors. Update all elements to the mechanical environment. Plumbing, heating and electrical. Add new siding to the second story (Forest green shingle style vinyl). Paint the exterior entrance railings and steps and trim. Add new hot top to the handicapped area on the North side of the building.
After studying alternative options for the building improvements: a building annex 15'x30' to the North side of the building or refurbishing the existing second floor space, it was unanimous to utilize the existing space on the second floor. We will review the space with the input of a building engineer before recommending any further improvement ideas.
Open forum: Bill Mercer suggested that we postpone the expenditure of the approved $8,000.00 budgeted for fire security until we have approval to move forward on the proposed reconstruction project. The fire security system would incorporate new construction as well as old.
Tim Thompson asked that the committee write specifications for the solar and windmill turbine so that the Town could offer the equipment for sale if so approved.
Meeting adjourned 7pm.
SELECTMEN PRESENT: TIM THOMPSON, vj LENFESTEY, AND TOM BATSON
We delayed the official “call to order” to 6:30 pm due to the swearing in of Adrian Batson to the “Oath of Municipal Officer” by Kim Davis. ( Kim attended our meeting by request so that we could create the quorum required to conduct a formal meeting.) It is a requirement for all committee members to be “sworn in” to serve in an official capacity to any committee in the Town of Addison. It gives the member an “official” vote in forming a quorum to pass a proposal.
Our first issue on the agenda was to review the Town of Addison Energy Grant of 2010 to determine whether to continue the costly maintenance of the windmill and the ineffective use of the solar panels on the front of the building. Our Grant required the town to maintain the agreement for a minimum of 3 years (2013). It was a unanimous vote to no longer participate in the grant and to sell the equipment. The committee will write a recommendation to the town selectmen to approve this proposal.
Note: The solar PANEL system has never functionED properly due to an incomplete operating installation causing a net 0 benefit to our energy costs. We plan on completing the second level siding to the Town Hall in 2019. There is an extra cost to the project if the solar panels remain. The windmill has not made a substantial contribution in decreasing our electrical bills on a annual basis when the maintenance costs of the windmill are deducted. We can provide the annual costs involved in the windmill maintenance upon request.
We will prepare an “invitation for bid” to paint the trim boards, doors and entry environments to the Town Hall, Fire Station #2 and the Town Storage building. This work will be performed as soon as weather permits in the Spring of 2019.
A Town Hall Annex floor plan diagram was handed out to begin conversation concerning the Annex proposal. We will begin writing specification for the proposal to present to the selectmen to consider an Annex to the Town Hall. This will be the main topic for our November 14th meeting.
Meeting was adjourned at 7pm.
SELECTMEN PRESENT: vJ LENFESTEY
Agenda: Meeting
called to order at 5PM September 12, 2018.
Discussion of
existing and future “Grants” and the importance to set aside “Grant” monies
for maintenance and or termination.
We reviewed the time line of responsibility to the Town of Addison
for the 2010 “Energy Grant” (windmill, solar panels, and street lighting),
which was three years.
We must
decide to continue maintenance or to dissolve all or part based on payback
contribution.
Conversation on
the proposed “annex” to the Town Hall was tabled to the October 10, 2018
meeting due to lack of time.
Work to be
completed yet this year is: To write specifications and post bidding for
trim painting to the entry way of the Town Hall, Storage Building, and Fire
Station #2.
Meeting was
adjourned at 6PM.
Thanks to all
participants and your valuable input.
NOTE:
Thank you to the following:
Peter Davis for
completing the following work on the Town Hall – Vinyl Siding on the Town
Hall, providing access to the crawl space for the spray foaming and the sono
tube foundation to the second-floor exit.
Bill Mercer for monitoring and maintaining the security system.
G.R.
Roofing for completing the roofs on Fire Station #2 and the adjoining shed.
Art and Artie Tatangelo for pointing all the cap stones on the Point
Park wall.
Our next
Building Maintenance Committee meeting is: Wednesday, October 10th,
at 6PM.
Meeting called to order AT 6 pm.
Agenda
: Review start dates for maintenance on Town Hall, Fire Station #2 roofing, Point Park wall, Windmill, Insulating crawl space of Town Hall. Discuss plans for proposed addition to Town Hall.
Prep work on the town hall ( replace some facia returns and
end cap boards) for painting or vinyl siding. If painting is chosen,
Peter Davis will perform the prep., if vinyl, the selected bidder will
perform the work. We will write a Bid Spec.Form to receive information
on what is available in the way of stamped shake style vinyl for the
proposed siding in lieu of paint. After careful review of cost versus
material and longevity, the BMC will make the decision to move forward
on the second floor Town Hall upgrade. We would like to remove the
solar panels as they are non productive and add cost to anything we do
to the front of the building. We will review the Grant and move
accordingly. Our first concern is to the cost versus quality and
longevity of all our maintenance issues!
Peter
Davis will complete the first floor north side vinyl siding this September
along with other scheduled work: sono tubes for the fire escape and gutter
drainage issues.
Spray
Foam (crawl space, interior walls of foundation and floor stringers) will
begin next week by Ryan Shaw.
The
Windmill maintenance will be performed in the month of September, more
information is needed concerning the Grant requirements before this
work is started.
Fire
Station #2 roofing will begin the second week of September by G.R. Roofing
of Brewer, Maine. A lengthy discussion was had to review why we have to go
out of town to have work done ( and pay more) when we have so much talent
here in Addison!! Insurance is not that expensive when it could be
applied to each bid requirement.
Point Park wall repair: it is likely to cost $5,000.00 to repair
this wall properly. Art Tatangelo has given us an estimate to recap the
entire wall and replace and point loose and missing stones. We will get
additional estimates from Sullivan quarry for milling the granite top units.
Our price for material,to date, is with EBS for $3,918.00 and approx.
$1,000.00 for labor. A note on future Grant projects: money needs to be put
in reserve for maintenance!! " Everything requires maintenance"!
Proposed Town Hall Annex: Our project begins with needs versus space
versus capital.
BMC proposal : an up to date mechanical room for heat, plumbing and
electrical efficiencies. New fuel source (propane). A two story addition
that will allow us to use the remaining space behind the North side of the
building without requiring change in boundary codes. An interior elevator
for handicapped and materials use to the second floor existing structure.
This will allow for future use of the second floor after revitalization.
Three additional offices (12x12) for : Assessor, Code enforcement officer
and Operating officer. Two new bathrooms (men/women), a small conference
room (16x16) and access to the crawl space under the Town Hall. This new
annex environment will allow for some remodeling within the existing hall;
front entry, offices, kitchen and new bathroom (unisex). Don Williams will
draw out a suggested floor plan to begin the project. The floor plan and
proposal will be discussed at our next BMC meeting September 12th, 2018.
Meeting adjourned.
MEETING CALLED TO ORDER AT 3:00 pm.
ACCEPTED MINTUES OF APRIL 11, 2018.
REVIEWED ASSIGNED PROJECT DEADLINES AND DISCUSSED PROJECT WORK SCHEDULES.
aLL BID PROJECTS WILL BE POSTED FOR A PERIOD OF (4) FOUR WEEKS. pOSTINGS WILL BE ON THE TOWN OF ADDISON FACEBOOK PAGE, IN ALL COMMUNITY WIDE PAPERS AND BULLETIN BOARDS. A COPY OF THE BID FORMS WILL ALSO BE AVAILABLE AT THE TOWN HALL. A START AND COMPLETION DATE WILL BE APPROVED BY THE SELECTMEN FOR ALL BID PROJECTS. A COMPLETED PROJECT INSPECTION WILL BE APPROVED BY THE SELECTMEN BEFORE CONTRACTOR PAYMENT IS MADE.
CURRENT BID POSTINGS ARE AS FOLLOWS:
SOUTH ADDISON FIRE STATION ROOF BID WILL BE POSTED JUNE 1, 2018 AND BID CLOSE AT THE END OF WORK DAY AT THE TOWN HALL JUNE 29, 2018. ROOF SPECIFICATIONS WERE REVIEWED AND AGREED TO BE POSTED AS WRITTEN.
TOWN HALL EXTERIOR PAINTING BID WILL BE POSTED JUNE 1, 2018 AND BID CLOSE WILL BE END OF WORK DAY AT THE TOWN HALL JUNE 29, 2018. PAINTING SPECIFICATIONS WERE PREPARED BY BRIAN DELOWERY FROM SHERWIN-WILLIAMS. HIS SPECIFICATIONS WILL BE FORWARDED TO BMC MEMBERS FOR APPROVAL.
TOWN HALL PAINTING PREPARATION AND VINYL SIDING WILL BE DISCUSSED WITH PETER DAVIS, RATHER THAN BID THIS PROJECT, AS HE HAS COMPLETED SOFFIT, SIDING, AND EVE WORK TO DATE. iT WILL BE HIS DECISION TO REFUSE OR COMPLETE THIS PROJECT BEFORE PAINTING BEGINS. WE AGREED THAT THE BOTTOM PORTION OF THE NORTH SIDE OF THE TOWN HALL WAS TO BE VINYL SIDED AND NOT PAINTED SO AS TO MATCH EXISTING WORK. THE ATTACHED MECHANICAL SHED WILL BE PAINTED.
THERE WERE NO OTHER MAINTENANCE ISSUES OF IMMEDIATE CONCERN TO BE DISCUSSED AT THIS TIME.
THE ADDISON POINT PARK, WINDMILL, AND TOWN HALL LANDSCAPING SPECIFICATIONS WERE TABLED UNTIL OUR JUNE 13TH MEETING AS TIME DID NOT PERMIT DISCUSSION.
MEETING WAS ADJOURNED AT 4:10 PM.
Terry Grant approved minutes from November 29th and Glen Garnett seconded.
Welcomed new member Adrian Batson and accepted membership request from Bill Mercer.
A unanimous vote for the first Wednesday of each month for our 1 hour meeting.
Our next meeting will be WEDNESDAY, JANUARY 3rd. at 6pm.
present:
Tom Batson, Peter Davis, Terry Grant, Lloyd Jordan, Gary Magby, Ward Perry, Tim Thompson, Don Williamsalso present: Lynn Dowling, Betty Thompson
T
im Thompson unofficially calls the meeting to order at 6:00 p.m. sharp and begins discussionDon officially calls the meeting to order at 6:04.
Tim explains the agenda as presented and discussion of each issue is begun.
1.Peter assures us that a licensed electrician is
needed to complete the electrical projects in the building. John Woodward is researching people to
complete the communications wiring. Peter suggests Ted Bellows from Machias as a reliable
electrician. He will be contacted to complete the work.
2. Dead River will be contacted to finish securing
the propane line.
3. The water company will be contacted to install a
water meter.
4. Peter will take care of the sono-tubes and fire
escape if he is allowed until October 31st to complete the job.
5. Again, Peter will finish the returns with the
same deadline as the fire escape. Otherwise the
6. Peter tells us that Mainly Vinyl has not
correctly finished its job by installing “A” elbows to the drainage pipes. These are necessary until the
blacktop can be cut to finish the building drainage system. Tim Thompson will contact them to finish
the job.
7. Tim asks that a sub-committee be named to
measure for installation of an aluminum
8. To be included with numbers 4,5. Peter will
finish this job within the same delay.
9. Insulation is on hold until the electrical and
communications issues are resolved.
MMA informed us that the north side roof of fire
station 2 needs work. Tim Hanning will be asked for an estimate to finish this job.
Peter suggests a meeting of the entire committee be
arranged in the near future to visit all of the sites owned by the Town to assess present and
possible future needs.
Tim and Terry will tend to the windmill with funds
in the turbine budget.
Tom informs us of a problem with the gate to the
Addison Point Park. It needs to be reinstalled
but this is not urgent. Repairing the crumbling
stone walls is more important.
Peter moves to adjourn at 6:45, Tim seconds.
March 23, 2016
5:00p.m.
Mayhew
Library
present:
Tom Batson,
Peter Davis,
Dan Fortin,
Glenn Garnett,
Terry Grant,
Paris
Hammond, Lloyd Jordan, Gary
Magby, John
Rittenhouse, Tim Thompson,
Don
Williams
Tim
Thompson called
the meeting
to order
at
5:00p.m.
with the
request that
a few
officers
be named.
Dan Fortin
and John
Rittenhouse were named
as co-chairmen,
Gary Magby
was named
as
secretary.
Subjects
discussed without
conclusion:
1.
Lifting
the building
in order
to work
on the
foundation and
installation of
a
vapor barrier.KenJordan
will lift
the building
4 to
6 feet
(but not
move) for
$65,000. Tim
Thompson shares another
proposition to lift
the building
and install
a new
foundation for
$114,500.
Paris
Hammond expresses
the importance
of lifting
and moving
the building
in order
to properly work underneath
and solve
moisture problems
from the
ground
up.
2.
How
to proceed
with the
recommendations of the
official engineer's
report (on
file)
is discussed, along with
the question
of what
to do
with present
town office
functions during
any ensuing
repairs or
renovations. Several of
the professional
builders present
conclude that
for the
time being,
any preliminary
assessment
of the
building's condition
will not
interfere
with office
functions.
3.
Tom
Batson questions
the goals
of the
committee and
reiterates the
fact that
no decision
to repair/renovate
the present
town hall
OR to
build a
new one
has been
reached by
town vote.
The
committee assures
him that its present
function is
one of assessment
only. Tom
Batson
also suggests bringing black
mold and
lead paint
experts into
the process. Dan
Fortin shares
his experiences
with Maine
State agencies
as positive
during his
tenure in
charge of
our
publjc school
building maintenance.Dan
also
shares with
the committee
an estimate
he has
r.eceived
for
lead paint
encapsulation of
the second
floor of
the town
hall. Peter
Davis expresse'd his concern
about bringing
state agencies
into the
process too
soon. Tim
Thompson has
donesome
research into
this subject
and assures
that the
question is
premature given
that the
fate ofthe
town hall is
still
unknown.
All through the evening's discussion one thought was resurgent. To quote Peter Davis "expose to inspect" is mandatory to assess precisely the condition of the building before any further proposals are put before the public. Lloyd Jordan suggests opening the outside of the building up to 4 feet from the ground and inspecting the exposed structural elements to properly assess their condition. This can be done in small increments with the exposed areas being resealed each day.
The
committee decided
to propose
to the
selectmen at
their next
meeting that
the "expose to inspect"
procedure begin
as soon
as possible
and that the appropriate
funds
be allocated with the
understanding that the
cost not
exceed $5,000.
Dan Fortin
will present
an exploratory
plan at
next Monday's
meeting.
The
meeting closed
at
6:40p.m.
with the next
meeting scheduled
for Wednesday
March
Addison Buildings Maintenance Committee
mINUTES
March 30, 2016
5:00p.m.
Mayhew
Library
Present:
Peter Davis, Dan Fortin, Glenn Garnett, Paris
Hammond, Lloyd Jordan, Gary
Magby, Tim Thompson, Don Williams
Dan Fortin calls the meeting to order at 5:00 pm.
The minutes of the last meeting are read and accepted as written.
1.The main subject of discussion is the Town Hall expose and inspect/ condition
assessment.
Dan Fortin requested a time frame for his work from John Rittenhouse who replied
“as
soon as the weather permits.
Dan also voices the need (for safety reasons)for John R. to ribbon off interior
areas
corresponding to the exterior areas on which he is working. G.M. agrees to relay
this to
John R.
Upcoming events which may be posted:
1. expose and inspect
2. committee meets to decide the fate of the building… is it truly
practical to begin repairs or is it time to call in a priest.
3. if repair is to begin we must make public a repair schedule and its
impact on our town budget and tax revenues.
Peter asks if the town must be consulted in the case of any immediate repairs.
Lloyd and
Glenn reiterate the need to complete the inspection before anything need be
proposed
to the town.
Dan F. will distribute his list of repairs (following the guidelines of the
engineer’s report)
to the committee for use during the inspection process. This list is to be used
as a
starting point, with additions from the committee members as deemed necessary,
for
making a repair schedule. Again, should the building be judge reparable. (for
the
committee meeting following the completed inspection.)
Lloyd Jordan asks that John R. keep a photo record of the inspection process as
well as
a written bilan. Tim Thompson will use this for a power-point useful for public
presentation.
Don Williams requests a timeline from John R. for the start and proposed finish
of the
inspection. Dan F. will press for a specific starting date.
Peter explains that John has asked him to help with the inspection. He has
already
confirmed the possibility of being added to the town’s workman’s comp with John
Woodward. Peter’s liability insurance is already in place.
Lloyd again suggests that the inspection begin at the back of the building and
progress
to the front. Perhaps some immediate repairs will be necessary… can the town add
more employees to work with John R. and Peter D. as the job moves along. Is a
vote of
the selectmen necessary?
Lloyd also proposes that Marcus Norton and Stephan Oliver be added to the
Buildings
Maintenance Committee. I will ask John Woodward to add this to the agenda for
the next
selectmen’s meeting.
The building’s peeling paint is discussed. Glenn seems to remember that the
building
was stained after it was last reshingled and then repainted with latex paint.
The pros and
cons of painting vs staining, clapboards, vinyl siding vs shingles etc were
discussed.
Glenn feels that for the long term more expensive shingles may be the cheaper
option in
this climate.
Drainage in front of the building was discussed. It seems to be a mystery.
There is also a concerning hole in the driveway which may be the responsibility
of the
D.O.T.
2. Tim has had a request that the next meetings of this committee be held at the
firehouse. I will
notify Alice of the change of lieu.
3. Paris Hammond has looked at the windmill piers and assures that they are in
good shape for
at least another five years.
Motion to close the meeting is voiced and seconded. Dan Fortin closes the
meeting at 6:05 pm.
The next meeting will be April 6,2016. 5:00 pm at the firehouse Station 1
training room.
Addison Buildings Maintenance Committee
mINUTES
APRIL 6, 2016
5:00p.m.
fIREHOUSE
sTATION 1
present: Tom Batson, Peter Davis, Dan Fortin, Glenn Garnett, Paris Hammond,
Lloyd Jordan,
Gary Magby, John Rittenhouse, Tim Thompson, Don Williams
Dan Fortin calls the meeting to order at 5:00 p.m.
The minutes of the last meeting are accepted as read.
Weather permitting, it is hoped that the Town Hall building inspection begin on
Monday the 11th.
Tim Thompson reports that he has passed around the outside of the building with
a humidity
gauge. Moisture registered at the northeast corner of the building at over 22%,
the boiler room
corner at 16% with the rest of the building much lower.
Dan Fortin notes that when the building’s foundation was last installed not all
of the sills were
replaced.
Peter’s Dad reports that the D.O.T. will repair the culvert around 1 May. He
will search out the
mysterious drain pipes.
Don Williams presents a time line for the building inspection which will be
revised as the
inspection goes on.
The above were followed by some brainstorming on the subject of the Town Hall,
should it be
saved.
1. Perhaps do a reconfiguration of the interior spaces, rearrange the town
offices with no
further use of the second floor.
2. It may be advisable to build an addition to the back of the building to house
the boiler,
have a proper rear entrance to the building with updated handicap entry. This
addition would be
useful to defer water flow away from the building to keep the cellar area dry.
3. With the addition of French drains around the building moisture problems
should be
resolved.
The meeting adjourned at 5:40 p.m.
The next meeting will be Wednesday April 13, 2016. 4:00 p.m. in the parking lot
of the Town Hall.
Addison Buildings Maintenance Committee
mINUTES
APRIL 13, 2016 5:00p.m. ADDISON tOWN hALL/fIREHOUSE sTATION 1
Present: Tom Batson, Peter Davis, Dan Fortin, Glenn
Garnett, Paris Hammond, Lloyd
Jordan, Gary Magby, Stephen Oliver, Ward Perry, John Rittenhouse, Tim Thompson,
Don
Williams
The meeting began informally at 4:00 p.m. at the Town Hall with a viewing of
section of the inner
structure of the building exposed by Peter Davis and John Rittenhouse on
Saturday April 9.
Present were several members of the committee as well as members of the
community, notably
Betty Thompson and Chris Chartrand.
The meeting is officially called to order at 5:00 p.m. at Fire Station 1 by Dan
Fortin, the minutes
from the last meeting are accepted as read.
Don Williams presents a revised time-line for the inspection process.
Tim informs us that the maintenance budget contains around $47,000.
A written bilan is requested from J. Rittenhouse and P. Davis of their work up
to the moment.
All present agree that the exposed part of the building is in much, much better
condition than
was expected.
Lloyd Jordan proposes that the inspection continue as it has begun. The wheel
chair ramp can
be moved to face north, that opening of the back wall continue to the boiler
room at 4 feet high
and from the boiler room to the NW corner at 4 feet. From the NW corner along
the W side at 2
feet until a solid area is found, with special attention given to the area under
and around the fire
escape. A motion to accept Lloyd’s proposal is unanimously accepted.
Don Williams asks if we should not also be inspecting under the building at the
same time. D.
Fortin and J. Rittenhouse confirm that, as per the previous engineer’s report,
the joists are in
good enough condition to accept any sistering found to be necessary.
Given the funds present in the maintenance budget, Ward Perry wonders if the
selectmen might
not simply go ahead with the repairs on the building.
Tim prefers to present the whole situation (repair proposals, new building
proposals) to the town
since this committee was created to finally make realistic assessments for the
public to
consider.
Paris Hammond and Lloyd Jordan stress the importance of some regrading and
installation of
curtain drains to protect any repairs being done, as per the proposal of Marcus
Norton.
The committee decides to continue with the inspection for a few more weeks
before any
decision is made regarding any presentation to the town.
D.Fortin will prepare an outline and order of repairs for everyone to consider
for the next
meeting.
Tim passes a request from David Ingersoll that everyone be notified of the next
meeting.
The committee will send a letter to the engineer who made the report on the
building to inform
him that the Building Maintenance Committee has been formed and that the old
Revitalization
Committee has been disbanded.
The meeting is adjourned at 5:30 p.m.
The next meeting will begin at the site at 4:00 p.m. on Wednesday the 20th of
April and will
continue at Fire Station 1.
Addison Buildings Maintenance Committee
mINUTES
April 20, 2016 5:00PM Addison Town Hall/Firehouse Station 1
PReSENT: Peter Davis, Dan Fortin, Glenn Garnett, Lloyd Jordan, Gary Magby, Stephen Oliver, Ward Perry, John Rittenhouse, Tim Thompson, Don Williams.
The meeting
began
informally
at the Town Hall
at 4pm
with the
majority
of
the
committee
in attendance. We
examined
an exposed
structural
section at
the rear
of the
building.
An
open discussion included
handicapped
ramp, pealing
white
latex paint,
loose
aluminum flashing,
core
sampling,
sistering
and
replacing
rotted structural
footers and
stringers,
fire escape
stair case
supports
and other
maintenance
issues. The
exposed
areas
of the
building were
then secured
with
plywood
and the
site
was
secured.
The
committee meeting
was
then moved
to
the Fire
Station and
officially
called
to order
at 5pm
by
Dan Fortin, committee
Chairman. The minutes
of
April 13th
2016 were
approved
as
read.
John Rittenhouse
presented pictures
of
all the
exposed
areas taken
during the
inspection
of the East
side and
North side
of the
building. Peter Davis
assured the
committee that all areas
viewed in
the
pictures taken
were
repairable
and could be
accomplished within
the
existing
maintenance
budget of
$47,000.00. Conversation
insued by
the
professional
builders and contractors
on the
committee that Peter
Davis was
correct. Both
John and
Peter will
continue
to provide a written
work
log of
their
additional
findings
as
they complete
the
Phase I
inspection.
At this
time we
reviewed
Dan
Fortin's
recommended "Immediate"
repair outline,
as well as the
"Long"
and
''Short''
term
proposals.
These proposals
are found in
a
separate
report entitled
"Addison Town
Office
Maintenance
Evaluation", presented
by Dan
Fortin at
this meeting.
After much
discussion
it was
unanimous
to recommend
to the town
that the
13 point
"Immediate
Repairs" plan take
effect. A
suggestion to
begin this
plan on
the East
side only
to ensure
that we
stay within
the
current
maintenance budget was
agreed to
by all.
Tills proposal
will
assure that
all costs
are accurate
as a
result of
hard spend
and
''NOT"
an
estimation
of cost.
This repair
will include
all
the white
shingled
area
(12'-4"
high and 80'
long) of
the East
side of
the building.
It
will include
framing,
structural
integrity, foam
insulation,
sheathing
and
siding-
yet to
be decided. Dan
has
contacted Brown
Engineering and
an
Insulating
contractor for
quotations.
Other
quotations will be
provided
by
local
environments.
Lloyd Jordan
recommended
that the Selectman
move
to accept
the
Immediate
Repair Plan with
the funds
that are
currently
available. Tim
Thompson
Selectman on
the
committee recommended
that a Town
Hearing
be called
to explain
the
Building
Maintenance Committee progress
and fmdings
before
spending the
maintenance
funds. A
motion was
made to
pass on
our current
recommendations
to
the
Selectman for
their
approval
to move
forward with
"The 13
item Immediate
Repair
Plan"
to the
East side
of the
building.
Tim
Thompson suggested that
we meet
twice a
week for
the next
several
weeks
to
move the
project
forward.
The purpose
is to get
the East
side complete
before cold
weather
returns.
All
agreed.
These minuTES will be presented at the Selectman's meeting Monday April 25, 2016. Meeting adjourned 6pm.
Addison Buildings Maintenance Committee
mINUTES
May 25, 2016 5:00PM Addison Town Hall
In
order to continue with repair
preparation on the
north wall,
Peter Davis
requests permission
to remove
the overhang
over the
back door.
This request
is approved
later on
in the
meeting.
He and John R
also speak
of the
need to
replace a few
stringers under the
Town Office
floor. This simple
job will
be completed
in the next days.
A
more updated schedule of the building repairs can be made once a choice of materials is made.Anderson, Marvin
and Pella
windows are
discussed.
Ryan Shaw
is approved
as the best choice to
handle the
spray foam
insulation part
of the project.
He is
local.
The
next meeting will be Wednesday
June
1,
2016, 6:00
pm at
the
firehouse. The meeting is
adjourned at
7:15pm.
August 3, 2016 6:00 pm Firehouse Station 1
Present: Tim Thompson, Dan Fortin, Don Williams, Peter Davis, Tom Batson, Glenn Garnett, Lloyd Jordan, Ward Perry, Gary Magby
1. Peter Davis moves that the minutes from the previous meeting be accepted as read. The motion is seconded by Tim Thompson. All are in favor
.
2.
Total
of funds
spent so far
for
Town
Hall building repairs is somewhere around $17,000.
3. Balance remaining
somewhere around $20,000.
4.
Next steps
are to be: finish office floor
repairs. to include the stringers
under Alice’s
desk.
Dan proposes that John and
Peter proceed with
the outer
West
wall in the same manner as the
east wall.
Which means to
expose the sills,
etc in small
sections and then
proceed with repairs as necessary.
Peter prefers
to strip
the entire
wall and do repairs right
away.
He feels that this will save time.
The builders present
certainly don’t
anticipate any
surprises
Peter would like to
begin the work with John on or
around the third
week of September.
Tom Batson
affirms the
need for extensive wiring work for the
office and the
kitchen. Dan will
consult the office
staff
for their
electrical needs.
Tim
Thompson thinks
that the
computer wiring might
go into the
office maintenance budget.
Peter says that
the east
wall electrical panel is not yet
finished. It must
be properly mounted and inspected
as soon as is possible.
5. A
quote for
gutters from
Mainely Vinyl has been received for
$1800 or $3600 for two
sides.
Glenn suggests
consulting the
Gutter Guy.
6. There
is some discussion about
drainage, gutters,
etc. and Lloyd feels
that this
should be last step after
all of the
walls have been repaired.
He thinks that if
the wall repair is
finished using funds that
are already in the budget, we will have
a solid ground on which to
stand when the continuing
projects are
presented to
the public for
approval at
Town
Meeting next March.
At this point Glenn
moves that Peter’s
suggestion (paragraph
4, line 4) to proceed
directly with repairs to
the west
wall without exploration.
Lloyd Jordan seconds the
motion. All are in
favor.
Peter
Davis moves that the proposal be
accepted and passed on to
the Selectmen
for their approval.
Dan Fortin seconds
the motion. All are in
favor.
Addison Buildings Maintenance Committee
September 6, 2016 6:00 pm Addison Town Hall
2.
Accounting
sheets for
the
Town
Hall repairs to date are
distributed.John
Rittenhouse needs to add some miscellaneous expenses. Dan Fortin asks him to
submit his remaining hours and materials to be included in the
present account. All present
remark that the account balance
is even healthier than
expected.
3.
Continuing
with work on the west wall should fall
easily in the budget. A
few questions
are raised about
the fire-escape.
Solutions are already in hand.
As soon as west wall repairs are finished we can also finish up with
the spray foam
insulation.
Tim
suggests re-siding
the front wall at
the same time
as the west
and all agree.
4.
Dan has spoken with Fair Point
about removal of
the extraneous telephone lines on the
west wall.
Tim
wishes to run new wiring in the
west wall as was done on the
east. Lloyd Jordan
suggest adding conduit
for additional
new wiring (internet
updating, new phone lines, etc)
while the wall is open.
5.
Tim
asks John Rittenhouse
if there
is a date planned for replacing
the floor joists
under the present
office space.
John replies that it
will be done at
Peter Davis’
return.
6.
GutterGuy
proposes $1800 for
both sides of
the building.
5” gutter,
3 spouts per side.
All are still
in agreement that gutters
will be the last thing
to be installed.
7.
Tim
mentions that
second floor returns
are in need of attention. Birds are
entering the attic, some sheet
metal has pealed
away in the wind.
John Rittenhouse
will check prices of Genii
lifts for
the repairs and
schedule.
8. John Woodward’s wish list for office space and facilities is distributed and we will seriously reflect on his suggestions, considering the present space,its possible reconfiguration and the potential extension of which we have spoken recently
.9.
About
the extension: there is still
a question about boundary lines
between the Town
Hall property
and that of
the Swaynes. Don Williams
suggests contacting
Monica Froese for
possible surveying and title
search. Dan will
check with John
Woodward.
10.
Tim
Thompson is pricing
security systems
for the
Town
Hall.
Gary Magby, Dan Fortin, Tim Thompson, John Rittenhouse, Terry Grant
Minutes of meeting on the 26th of October. There are some corrections to be made to the list of
attendance: Gary Magby and Paris Hammond were not present, Ward Perry was present.
Addison Buildings Maintenance Committee
mINUTES
Present
: John Rittenhouse,
Chairman Dan Fortin calls
the meeting
to order at
4:05 p.m.
Tim Thompson moves to accept the minutes of the last meeting as written. Motion is seconded by Peter Davis and the minutes are accepted as written by all present.
Tim
Thompson had wished to reorganize the
Building Maintenance budget
lines in the name of efficiency
but given the end of year work,
the departure
of Alice
Tucker
and upcoming Town Meeting
preparations his proposals are deemed inappropriate at this
time. This
idea will be studied
at a later
date, probably in June.
There is some concern that
many items proposed for the
Maintenance Budget
may not be
“maintenance” but
operating expenses. To
be reviewed in June.
Dan Fortin expresses some
concern that funds
on hand will not be
sufficient to hold through
2017. John
Woodward
thinks that
there will be
approximately $30,000
available as the
year proceeds. (funds
presently in the account,
$15,000 to
be added in the 2017
budget as well as funds to
be released after audit of
a property sale.)
Dan will guesstimate the
remaining work on the
Town
Hall.
The only remaining
structural urgency is the installation of
“sono tubes” to the
second floor fire escape.
The important projects to
be finished for presentation at
Town
Meeting in March
are:
1. electric,
telephone and
internet. John Rittenhouse and
Terry
Grant will finish up
outside outlets.
John and
Tim
will install the internet
NetWork
box, RJ45 connectors,
etc. (probably during
the 3rd week of January)
2.
spray foam
insulation. Dan will
check with Ryan to
be sure that his
estimate still
holds and when he may consider finishing the
installation of
the vapor barrier
and spraying under the building.
Glenn Garnett
moves that these
projects be completed
a.s.a.p ,
motion seconded by
Lloyd
Jordan and all present are
in favor.
Dan Fortin moves to
adjourn at 4:50 p.m.