Russell Library / City Hall Feasibility Study Committee

Russell Library/City Hall Feasibility Study Committee Minutes September 26, 2023 Members Present: Sheila Jones Anthony Mangiafico Steve Nelson Phil Pessina Sandra Russo-Driska Eamonn Wisneski Ramona Burkey (Russell Library Director) Benjamin Florsheim (Mayor of Middletown) Henry Myerberg (HMA2 Architects) Call to Order Meeting called to order at 5:00 PM by Co-Chair Phil Pessina Public Comment on Agenda Items NONE Approval of Minutes of July 25, 2023 meeting Approval of minutes tabled until the next meeting 4. Unfinished Business 4a. Timelines/Deadlines- The group discussed a potential referendum for Russell Library/City Hall projects in November 2024 and timelines to include public comment and participation. The final deadline for City Council approval of a referendum would be September 2024, so efficiently retaining a consultant for Phase 2 will be important. Anthony Mangiafico stated that the timeline is important as the library is crumbling in front of our eyes- there have been two flooding events over the past year that have cost money, and aging equipment continues to deteriorate. Mayor Florsheim provided an update on City Hall progress- the retained architect continues to analyze feasibility of City Hall move. Mayor Florsheim added that the probability of a shared Russell Library/City Hall campus appears remote based on the committee's work to date. Phil Pessina complimented the draft Phase 1 report for information provided, and stated that the RFP should go out soon to keep progress moving with timelines in mind. Ramona Burkey stated that the RFP is almost complete and will go out when approved by the city. Mayor Florsheim and Phil Pessina both spoke to importance of the RFP going out efficiently. Discussion regarding potential timeline from when consultant is retained to referendum, including ensuring a period of public comment and importance of narrowing potential sites. 4b. Sites: needs, viability, and configurations- Discussion regarding various sites that the committee has examined and whether the list can be narrowed. The report will contain an expanded discussion of properties that were considered. Discussed important attributes for site consideration included library/municipal site control, adequate space for library purposes as specified in the report, building height/loadbearing requirements, placement within the city, adjacencies/neighborhood activation potential, and rental/storage/logistical problems with creating a temporary library location in the event that the Broad Street property is used. Discussion regarding 139 Broad Street, a property adjacent to the current Russell Library building currently owned by the library, and importance of including this parcel in a potential Broad Street renovation- adding this site would bring the potential building parcel. (Mayor Florsheim exited the meeting at 5:40.) Sheila Jones spoke to potential public perception against City Hall moving, and Sandra Russo-Driska questioned whether the current City Hall site could be considered available. Discussion regarding potential municipal use of 195 DeKoven Street and adjoining property. After discussion, and subject to change as additional developments occur, some remaining potentially feasible sites include the current City Hall site, 195 DeKoven Drive, 10 Main Street, and the current Russell Library campus. 5. New Business a. Review of draft final HMA2 report on Phase 1: Henry Myerberg, HMA2 Architects- Discussion regarding project status and release of report. Based on additional site consideration and other factors, the committee requested slight revisions to the report and will review next meeting. If approved at next meeting, the report can be forwarded to the city council for consideration at the November council meeting. b. Discussion of next phases of feasibility/capital planning- Discussion regarding RFP and final Phase 1 report. i. Consultant selection process/RFP - Library- RFP will go out. ii. City Hall- Previously discussed under site consideration. iii. Committee duties and composition- Discussion regarding potential committee duty changes in the future if a City Hall building committee is formed. c. Project budget status update- Ramona Burkey reported that there are two HMA2 invoices to be approved, which will exhaust the funding for Phase 1. The Committee has an additional $200,000 available as approved by the City Council. d. Approval to pay HMA2 invoices- Motion to approve a $7,500 HMA2 invoice made by Steve Nelson, seconded by Anthony Mangiafico. No discussion. Unanimously in favor. Motion to approve a $2,500 HMA2 invoice made by Sandra Russo-Driska, seconded by Sheila Jones. Unanimously in favor. 6. Additional public comment- None. 7. Adjournment- Motion to adjourn made by Eamonn Wisneski, seconded by Sheila Jones. Unanimously on favor. Meeting adjourned at 6:05 pm.