January 11, 2018

STEWART LIBRARY BUILDING PRESERVATION GROUP

Meeting Minutes

January 11, 2018

 

The meeting was called to order at 6:30 PM.

 

The minutes from December 7, 2017 were approved by vote.

 

Financial Balances Report

Jim reported the following balances, provided by the Town Office as of 1/11/2018.

              Library Preservation Account (Donations)               $164,032.98

              Private Library Grants Account                                    $8,635.00

 

              SLB Endowment Fund at MCF, as of 1/4/2018      $280,236.56

 

 

Election of Officers

By nomination and vote of the Group the following officers were elected for 2018:

            Kenneth Dow, Chair

            Kenneth Dow, Secretary

            James Louder, Financial Reporter

 

SUBCOMMITTEE REPORTS

Private Library

The new lighting has been installed in the Private Library. The combination of switches and dimmers provides settings to accommodate various uses of the room.

 

Grants/Fund Raising

The Building Preservation Group received a grant of $8,635.00 from the Davis Family Foundation for The Museum Display and Security Upgrades in the Private Library Project. The grant requires a completion report be submitted to the foundation when the project is complete. If not complete in a year an interim progress report is required within 12 months from the award date.

 

The subcommittee will develop a grant request to the Alfond Foundation including all parts of the entire basement project, beyond the components of the Amended Basement Project A.

           

Construction

On January 11 the Construction Subcommittee met with Randy Chute of NOD to discuss completion of various elements in the Private Library, development of a more detailed specification for a building-wide video security system, the installation of the second story storm windows, planning for moving forward with the Amended Basement Project A (the ramp and special collections room), and development of a price for rest of the entire planned basement projects.

NOD is ready to start on the Private Library elements, storm windows, and Amended Basement Project A on Monday (1/15), if moving forward with the Amended Basement Project A is approved by the Group. Randy stated a timeline of 6 to 8 weeks for completion. A budget cost of $116,974.00 was presented for the Amended Basement Project A. This is over the $100,000 the Group has so far voted to commit to the project. However, there is room for some flexibility in that price. Some elements of the project can be changed or left until later if money becomes an issue prior to completion.

 

MOTION: Jim made a motion that we go ahead with the Amended Basement Project A. Linda seconded the motion.

 

Discussion included the possibility of allocating more funds to the project if necessary and the need for decision making along the way with a focus on assuring that other planned developments in the basement will not be precluded.

There was also discussion of the need to provide heat pump based HVAC for the Town Office and the possibility of dovetailing that with the installation of a heat pump for the special collections room. This issue should be discussed with the mechanical contractor.

There is interest in approaching the BOS to determine if the Town would be interested in contributing to elements of the project that would affect the potential of upgrades and renovations in the Town Office. That would include:

- Moving the custodial closet to the basement to expand the Town Manager’s Office

- Providing a second exit out of the Town Office

- Providing the Town with document and archive storage space in the special collections room

to free up space in the town office and the first floor storage closets.

 

VOTE: the motion passed, all in favor.

 

The Construction Subcommittee asked NOD to develop a full budget price for the rest of the planned developments in the basement. This would include:

- Construction of the corridor and a janitorial closet

- Installation of new restrooms

- Development of secure storage areas for the town office, library, recreation dept., facilities,

   and the theater group

- Development of the Corinna Heritage Room

- Construction of a multi-use conference room

- Rebuilding the west side basement entrance

This price proposal would be used in a grant application to the Alfond Foundation.

 

 

OTHER BUSINESS

 

Liana Kingsbury of Maine Community Foundation will meet with us on Jan 24 at 10 AM to discuss protocols for the endowment payout.

 

ABM Mechanical, Inc. has offered a proposal for the semi annual preventive maintenance for the HVAC system on the second floor. The cost for two service calls for the year is $850.00.

MOTION: made that the SLBPG pay for the first year of this service.

VOTE: the motion passes, all in favor.

 

 

Next meeting – February 1, 2018 at 6:30 PM

 

Adjourned