Draft Minutes
February 21, 2008

Minutes Archive

The committee will hold interviews for engineering services on:

• Tuesday, May 6, 2008 9:00 a.m.
• Wednesday, May 7, 2008 11:45 a.m.

Interviews will be held in the William H. Jordan Conference Room at Town Hall.

Spurwink Meeting House Preservation Committee

Agenda - Thursday, May 15, 2008

The fourth meeting of the Spurwink Meeting House Preservation Committee will be held on Thursday, May 15, 2008. The meeting will begin at 6:30 p.m. at Town Hall in the William H. Jordan Conference Room.

Agenda

This meeting is an opportunity for the Committee to review the interviews that were held during the week of May 5th.

The Committee will vote on a recommendation and forward it to the Town Manager. The appointment of a firm is decided by the Town Manager.

Next Meeting

No additional meetings have been scheduled at this time. Following the hiring of an engineering firm, the schedule for meetings will be determined.

Adjournment

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Draft Minutes:

DRAFT
Town of Cape Elizabeth
Spurwink Meeting House Preservation Committee
Meeting Minutes
February 21, 2008
6:30 p.m. Town Hall
William H. Jordan Conference Room

Present
William Marshall
Darren McLellan
James Rowe
WilliamWadman

Absent
Jay Cox
Carol Fritz
Julie Keen
Sara Lennon
Katharine Ray

Staff
Debra Lane, Asst. Town Manager Ex-officio
Ernie MacVane, Facilities Manager Ex-officio

Welcome

The second meeting of the ad-hoc committee met on Thursday, February 21, 2008. Chairman Darren McLellan opened the meeting at 6:38 p.m.

Approval of Minutes – January 17, 2008

Moved by Jim Rowe and Seconded by Bill Marshall
The Spurwink Meeting House Preservation Committee approves the minutes of the January 17, 2008 meeting as presented.
Motion Passed Unanimously

Proposed RFP

Overview

Debra gave an overview of the draft and procedure. The draft was provided by Town Manager Mike McGovern based on criteria required by the town for similar RFP’s.

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Spurwink Meeting House Preservation Committee
February 21, 2008

The final draft approved by the committee will be submitted to the town manager for approval and distribution.

Proposals received by the deadline will be forwarded to the committee for review. The committee will decide which firms to interview, conduct the interviews and make a recommendation to the town manager on the consultant to be hired.

Amendments

The committee reviewed the draft RFP and a second draft provided by Debra, which included minor changes from the original.

Following discussion, amendments were made incorporating language for clarification and to place emphasis on the historical sensitivity of the project.

Vote

Moved by Bill Wadman and Seconded by Bill Marshall
The Spurwink Meeting House Preservation Committee approves Draft #3 of the Request for Proposals Engineering/Architectural Services Repairs/Capital Needs of the Spurwink Church. Said document will be forwarded to the Town Manager for approval and distribution. See attached.
Motion Passed Unanimously

Engineer List

Debra provided a list of potential engineers/architects. After review, the committee agreed upon a final list. The list will be submitted to the Town Manager for approval.

Time Line

February 25, 2008 Mail Request for Proposals
April 7, 2008 Deadline for Submission of Proposals
Distribute Proposals to Committee
April 17, 2008 Committee Meeting - Selection of Firms to Interview
Interview Potential Firms (Schedule Potential Interview Dates)
May 15, 2008 Committee Meeting – Vote on Final Recommendation to
Town Manager (Schedule Committee Meetings)

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Spurwink Meeting House Preservation Committee
February 21, 2008

Proposed Agenda for Next Meeting

It was a consensus of the committee to cancel the March 20th meeting. Until the proposals are received, the committee is on hold.

Interview dates will be scheduled at the April 17th meeting. Please bring your calendars.

Invitation – Annual Boards and Commissions Workshop

Debra invited the committee members to attend the Annual Boards and Commissions Workshop. The event has been scheduled for Monday, March 17, 2008 at 7:00 p.m. More details to follow soon.

Adjournment

No further business was before the committee Chairman McLellan adjourned the meeting at 7:40 p.m.

Meeting Schedule – Meetings will begin at 6:30 p.m. in the William H. Jordan Conference Room at Town Hall.

Thursday, March 20 Meeting is Canceled

Thursday, April 17 Selection of Firms to Interview

Thursday, May 15 Vote on Final Recommendation to Town Manager

Respectfully Submitted,
Debra M. Lane
Assistant Town Manager

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