Citizens for Fairfax Community May Meeting

Citizens for Fairfax Community, Inc. (CFC)
6:30 PM, 5/25/10 Board of Trustees Meeting Minutes:

HEADLINES:
The meeting was devoted to considering reports on the costs for the two main community center site options: (1) purchasing and renovating the Baptist bldg; and (2) possibly building a new structure on land that the Selectboard hopes to purchase soon as a future site for new Town offices. The low estimate total for repairs and upgrades to the Baptist bldg. is $489,280; and the high is $1,133,550. A reasonable “best guesstimate” is $912,350. The low estimate for the new construction option totals $427,500 and the high estimate is $682,500. The Board plans to make its decision at our June meeting. Please let us know what you think by contacting our secretary (see contact information below) or another Board member (listed below). Keep in mind two additional key considerations. First, the schools are experiencing their own serious space-crunch; and are severely limited in their ability to serve the community’s needs for meeting, activities and events space. Secondly, we will NOT be asking for tax dollars.
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In attendance: Elizabeth Griffin,* Susie Posner-Jones,* Mary Taylor,* Barb Duval,* Mark Hunziker,* Katrina Antonovich, Ann Lemieux, Pam Jumper, and Paul Dickin
(* indicates Board-members)

Reports, discussion, and actions on agenda items:
The meeting was devoted to hearing and discussing Mark’s report on the number-crunching for the Baptist building and other options for community center sites. We started with a tour of the Baptist Building that included noting the most significant repair and improvement needs. Mark acknowledged and thanked the many people whose time and expertise went into assembling the detailed information he presented: Fairfax residents Greg Beeman, David Keefe, Ann Lemieux, Wayne and Sally Sweet, and Julie Minor; and Fairfax neighbors Stephanie Lynch, Tom Keefe, Pamela Rodriguez, Barry Peterson, Bill Gabaree, and several others.

There are now two main options that the Board must consider: Purchasing and renovating the Baptist bldg. and building a new structure on land that the Selectboard hopes to purchase soon as a future site for new Town offices. Spreadsheets for both options were presented, each with high-end and low-end estimates, plus a margin-for-error amount added at the end. Almost all of the numbers came from contractors, architects, and construction-related specialists. The few numbers that were particularly speculative (because sufficient information about what needs to be done cannot be determined at this point) were noted. These showed up as particularly wide ranges between the low and high estimates for these items. We do believe, however, that what we have is an accurate, though broad, estimate range of the actual costs we can expect.

▪   The low estimate total for repairs and upgrades to the Baptist bldg. is $489,280; and the high is $1,133,550. This can be a bit deceiving, since spending the high amount in one area would often result in savings in another area. In an attempt to take this into account, Mark came up with a “best guesstimate” of $912,350. To give you a sense of what is behind these bottom lines, here are some key pieces of the puzzle:
o    The Baptist bldg. spreadsheet contained 44 line items. Several of these are items that may or may not be required by state fire code; and whether or not they will be required cannot be predetermined. As much as $368,600 of the high estimate is this sort of thing. Our best guess is that at least 2/3 of these will need to be done.
o   A few other items are responsible for about $350,000 of the difference between the high and low estimates.
o   Many of the high/low differences are out or our control. These are mostly either building code requirements or things that we can’t know until we see what we’ve got (like possible structural issues in walls). But probably more of the high/low differences are under our control. Some of these are about how much we choose to spend. (E.g. How good a kitchen is needed?) Many more are about when we choose to do the work. These are decisions about whether or not to spend more money now to save even more down the road. (E.g. Insulate thoroughly now to save on heating costs? Run all the electrical and plumbing lines now, before we put insulation in the way?)
o   Though this work would probably need to be done in phases, approximately 80% of the total expenses are for work that should ideally be done all at once, before we start using the building.
o   Most items either must be done or should be done by experienced professionals. The low-end estimates for a few items such as painting and some demolition, however, do assume that we can rally a significant amount of volunteer labor.
▪   The spreadsheet for the new construction option is much shorter than the detailed line-items of code requirements and repair needs for the Baptist bldg. It is based on a building design that could work for our needs, with construction cost estimates based on its blueprints. The low estimate for this option totals $427,500 and the high estimate is $682,500.
o   Most of the cost differences here come from three items: The high basic construction package estimate is for the same building as the low number, but 1/3 bigger. This size increase adds $80,000 to low estimate. The cost of the land could vary widely, depending on some yet-to-be-determined factors. The high estimate for the land is $100,000 more than the low. A $55,000 elevator may or may not be required by code.

The pros and cons of each choice are many; but these seem to be the biggies:
▪   Baptist bldg. Pros:
o   Making use of a valued architectural part of the community which otherwise might never find a viable second life and could therefore fall into serious disrepair.
o   The location –in the village and walking distance from the school– is excellent.
o   Ever since it was built over a century and a half ago by Fairfax neighbors working together, the building has been a community gathering place and events venue. Using it as a community center seems like the “right thing” for continuing this important tradition.
o   The attachment that Fairfax area residents feel for the building and its architectural significance may well help in raising donations and grants to fund the work. The fact that it will cost more may well be offset by an ability to raise more.
▪   Baptist bldg. Cons:
o   Renovating it will cost more than the other alternative. It could be anywhere from a few thousand dollars more to about twice as much.
▪   New construction Pros:
o   A new building would be designed specifically to suit our purposes
o   It would cost less –possibly a lot less– than the Baptist bldg. option. (See above.)
▪   New construction Cons:
o   Though it appears to be pretty certain that the Town will purchase some land (because they must do something to ensure having a viable Town office building in the future), and that we will have the opportunity to locate a community center there; there are some significant unknowns involved –the biggest being the timetable. It is quite possible that it could be years before we could build –most likely due to waiting for infrastructure improvements such as road access and water and sewer lines.
o   Though some possible sites would be almost as convenient to the village and schools as the Baptist building; it is also possible that the site that is ultimately chosen by the Selectboard will be significantly less ideal.
o   A new building would lack the multi-level appeal mentioned under Baptist bldg. Pros, above.

The decision is not obvious. The “hard facts” are estimates, and factors like sentiment and gut-feeling may be at least as important in the long run as anything we can quantify. But we need to make a commitment to one option or the other soon so we can move forward into the “make it happen” phase of purchasing, fundraising, designing, and building.

The Board agreed to put off making the decision until our next meeting. This will give us all some time to digest the considerable information that was presented, and also to hear other people’s opinions. A decision that is going to affect the entire community for many years really needs to come from the wisdom of that community, not just eight people. Please let us know what you think by contacting our secretary (see contact information below) or another Board member (listed below). In thinking about this, please keep in mind two additional key considerations. First: though the schools have provided space for community activities in the past, and continue to do so on a more limited basis; space at the schools is now so limited that many community activities that could be available are not, because there is simply no venue in the Fairfax area for them. Even some student activities, such as music and theater, do not have the facilities they should. This space-crunch will only continue to get worse in the future. Secondly, we will NOT be asking for tax dollars. The community center will need volunteer labor; and will need to raise about half its capital from voluntary individual and corporate donations. The other half will come from grants from government and nonprofit programs.

Again, Please let us know what you think!

Meeting adjourned: 7:35 (moved by Mark, seconded by Mary)

Next Meeting: 6:30 pm, June 22 at the Baptist building

Agenda in brief:
▪   Discussion and decision re community center site

Respectfully submitted,
Mark Hunziker, Secretary
Email: mark@vtwellness.net
Phone: 849-6561
Mail: 234 River Road, Fairfax, VT 05454

Citizens for Fairfax Community, Inc. Board of Trustees:

Susan Posner-Jones, President
Margaret Bushey, Vice-President
Barbara Duval, Treasurer
Mark Hunziker, Secretary
Amanda Duling, Trustee
Elizabeth Griffin, Trustee
Trevor Russell, Trustee
Mary Taylor, Trustee