HomeMy WebLinkAboutMinutes of the Special Board Meeting on Renovation December 2, 2009.pdfDecember 2, 2009
Special Meeting of the Board of Trustees
To Discuss 836 Hanshaw Road Renovation Project
Present: Mayor Gilmore, Trustees Andolina, Bors, Donner, Riesman, Supron and
Szekely, Treasurer Silber, Chief Boyce, Supt. Cross, Clerk Manning
Others: Larry Sharpsteen, L. Donner, S. Hatcher, M. Mindlin, A. Watkins, J. Robinson
At 9:10 AM, the Mayor opened the special meeting to discuss the proposed Marcham
Hall renovations.
Trustee Szekely introduced Josh Robinson, who is writing an article on the history of
Marcham Hall for the upcoming issue of the Village Courier.
The Mayor introduced Larry Sharpsteen, who is currently working with Supt. Cross on
the building renovation plan.
At this point, Supt. Cross presented a slide show of floor plans, costs, etc. of the proposed
plan for the building, but ran into a computer glitch and needed some time to straighten it
out. So, Trustee Andolina took this time to speak on a new idea that had come up about
renting property at the Corners Community Center on a short term basis. The space
discussed was a former dentist office and would accommodate only the Clerk’s office,
Supt. of PW, Treasurer and Mayor’s office. Both Trustees Andolina and Riesman met
with Tim Ciaschi to look at the space, then called Clerk Manning and Supt. Cross to take
a look. They all then looked at the spare offices at Neil Olver’s building.
The Mayor discussed the pros and cons of separating the Police Department from the
Village Administration. Trustee Andolina spoke about the economic climate now vs.
how it might change five years from now. Treasurer Silber expressed concern that once
momentum on the building stops, it may not pick up again. Also, do we want
commercial space in the Corners going to government instead of a business? Trustee
Szekely asked if the staff would have to move out of this building when/if we renovated?
Larry Sharpsteen said that he is working on a construction sequence that would allow the
staff to stay in place.
At this time, Supt. Cross began his slide presentation. Various questions were asked and
answered. The Mayor asked Trustees Andolina and Riesman if they wanted to move
further on the renting plan. They said they just wanted to put it out there for the trustees
to think about, and now that it is out there, no further action is needed unless the trustees
want to move forward on it. Trustee Supron asked what would be the next step. The
Mayor answered that the Board should consider the two floor plan, while Supt. Cross
address adding more space to the Clerk’s office, and perform a needs assessment for each
department. The question was asked if the Board needed to hold a public hearing.
Treasure Silber said that there was no specific action that required a public hearing as one
was already held with the previous plan. The building is to What the Board needed to do
now was authorize a design for a building plan not to exceed a dollar amount, say
$25,000, then authorize to go to bid. Trustee Andolina said that he would like a clear
grasp of the needs of the space that drive the square footage, which would ultimately
drive the size of the facility. Supt. Cross asked the Board for a number (cost) that they
would be comfortable with and Trustee Riesman said that she didn’t want to fit a building
to a number. Cross reiterated that he needs a number to help him move forward. On that
topic, the trustees discussed Supt. Cross doing the work on this project. They requested
an estimate of his time and the cost so they could see if it is worth hiring someone to
actually do the work. Their concern is the time that he would be away from his regular
duties by working on the building project.
Motion by Trusteee Riesman
Seconded by Trustee Supron
Move to pass Resolution xxxx adjourning the meeting.
Mayor Gilmore, Trustees Andolina, Bors, Donner, Riesman, Supron and Szekely
VOTED YES