A special meeting of the East Amwell Township Committee came to order at 7:05 PM. Present were Mayor Larry Tatsch, Deputy Mayor Kathleen Machnik, and Committee members Richard Spiegel, Linda Lenox, and Patricia Cregar. Township Administrator Timothy Matheny was also present.

In compliance with the Open Public Meetings Act, a copy of notice of this meeting was filed in the Clerk's Office, posted on the bulletin board, and sent to the Hunterdon County Democrat, Times of Trenton, and Star Ledger on August 28, 2007. The purpose of this meeting is to meet with Architect Terry Golda to review plans and to discuss the Clawson House, located at the Marion F. Clawson Park. The public is invited to attend and comment. Action may or may not be taken.

Architect Terry Golda and Historic Preservation Chairwoman Kathy Cannelongo were in attendance.

Mayor Tatsch provided a historic perspective of previous plans for the house (i.e., including a meeting room, museum, library, care-taker apartment), noting that in 2006 various options were considered (e.g., neglect, tear down, use as a COAH unit, site the South County Library, etc.). He spoke about the intent of exploring all options and eventually getting specific information from the NJ State Historic Preservation Office (SHPO) that the house in the historic district must be preserved. Mr. Tatsch noted the deteriorating condition and referred to additional costs if the work is not considered at this time.

Mr. Tatsch commended Terry Golda on his outstanding service and expertise as a benefit to the township in working on plans.

One option considered in the earlier plan was a care-taker for the site. Mr. Tatsch and Mr. Matheny discussed the matter and researched options, coming to the conclusion that the only alternative was to have the care-taker be an employee with "in lieu of payment" board - this was not a viable option. The decision was to ask Mr. Golda to provide a plan without the care-taker apartment. The original cost for the design was $480,000, with a $140,000 reduction in cost by eliminating the apartment.

Mr. Tatsch explained that tonight's meeting is to move ahead on the planning phase, noting that no money was encumbered for the house this year; he would like to have plans in place by January. Mr. Tatsch also commented on the intent to apply for grants; Dan Saunders at NJ SHPO had advised him that there are some retroactive grants for which East Amwell may apply. He asked the Township Committee to consider the options and make a decision to move ahead.

Mr. Golda stated that he would also be able to provide quote information on stabilization at this meeting.

Ms. Cannelongo was introduced for the benefit of the governing body.

Mr. Tatsch also said that he would like the committee to consider an ADA accessible bathroom and a small kitchenette on the first floor and leave space for an elevator for upstairs. The elevator cost may be around $50,000.

The House will be used to store the Quick Collection and historic articles, have a library/research area and have some meeting rooms (i.e., two rooms able to hold 20-25 people in each with pocket doors in between was proposed). While the space is too small for senior citizen meetings, scouts and "overflow" Township board meetings could be held. South County Library is looking to build a 20,000 square foot facility in this part of the county, with access to large meeting rooms available. Mr. Tatsch recommended the Township Committee proceed on the assumption that the need for meeting rooms would be filled within Clawson House and not necessarily by the space at the proposed library.

Mr. Golda presented the following immediate recommendations: stabilize and weatherize the house by removing the back portion of the house but leaving the existing foundation on the right side of the house with the basement area, and putting up 2 x 6 foot beams and roofing paper to keep it weather tight. He commented on the floor structure sitting on water lines running to park facilities. He requested quotes from three contractors and received two quotes, $10,500 and $12,700. He suggested going with the low bid, and paying the contractor separately for the additional work of boarding up the windows (rather than having the Department of Public Works employees do it). Mr. Golda did not get a quote for the roof repair; however, the low bidder stated that once the demolition takes place, the company may be able to get to the roof to "ice and weather shield" it and close approximately three open holes. Mr. Golda was not recommending slate repair at this time.

Mr. Matheny provided information on quotes and bidding processes, noting that there is $24,000 ear-marked in the budget for stabilization at this time. Ms. Lenox and Ms. Machnik offered their support for the stabilization plans. A suggestion was made to put a sign next to the house during the work indicating that this is "PHASE ONE - Weatherization of Clawson House" so that the public will be informed.

A question was raised about the necessity of having NJ SHPO approval for the stabilization work. Mr. Golda suggested checking with Harriette Hawkins on this.

Mr. Spiegel asked Mr. Golda specific questions about the weight specifications on the slate roof. Mr. Golda believed that it was Pennsylvania slate on the roof over an original wood shingle roof (unknown wood type) and should not be problematic. Some discussion took place on the wood, which may be rotting beneath the slate.

The rear portion of the house is in two sections, i.e., the kitchen built in the 1940's and another section which was part of a dwelling moved from Larison Lane. It was agreed that the entire back portion should be removed.

Committee members agreed that they discussed the stabilization at their August 16 meeting and were in agreement with Mr. Golda's plan to get quotes for the work.

Mr. Tatsch referred to the plans for the house rehabilitation; the original cost was $480,000, with a subsequent plan to take out the HVAC on the second floor and eliminate the apartment at a reduced cost of $140,000. However, $50,000 was being added back into the plan for the elevator to access the second (unfinished) floor. The Committee discussed doing the house in two phases, the first phase being the completion of the downstairs, leaving the upstairs unfinished with a small opening for the elevator at a later date, building the meeting rooms, library, reference room, a small kitchenette and an ADA bathroom downstairs. Mr. Golda showed the plans he had previously prepared, and he located where he would put the kitchenette, the ADA bathroom and the opening for the elevator in the area previously designated as the laundry room and closet area on the plans. Specifics were discussed about the size of the downstairs area. If the upstairs area was not for public use, there is no requirement for ADA compliance at this time.

Ms. Machnik asked about the possibility of reversing the plans and building the library and meeting room upstairs. Specifics were discussed, including the need for a corridor. Mr. Tatsch asked Ms. Cannelongo for Historic Preservation views. Ms. Cannelongo commented on the discussions at the August Historic Preservation Committee meeting, suggesting that the Historic Preservation Committee should have their meetings there, and it was anticipated that the property could be used for receptions and perhaps weddings in formal gardens. Mr. Tatsch advised that Green Acres funding for the park prohibited this type of use (i.e., it cannot be used to make money). This would not prohibit people from using the site for their affairs, only charging for use of the facility. Ms. Cannelongo stated that it would be preferable to have the museum and research area on the first floor, and other Township Committee members agreed.

Mr. Tatsch explained his understanding that the governing body was looking at construction in two phases, with the first phase being the completion of the downstairs with a museum, reference/library room, two meeting rooms, a foundation for the elevator, a kitchenette and a bathroom. Upstairs would remain unfinished without HVAC work. Mr. Golda envisioned removing the wallpaper, using nu-wall, a fiberglass finish which covers cracks on the walls, and using existing molding. Mr. Tatsch continued by stating that stabilization is the first step.

On a question from Mr. Tatsch, Mr. Golda said that the proposed scope of work, as outlined above, would be around $400,000 more or less (i.e., reduced from the $480,000 originally anticipated). Mr. Tatsch spoke about the possibility of going forth with the project this year, stating that he briefly spoke with Treasurer Luhrs. Mrs. Stahl stated that further discussions would have to take place with Mrs. Luhrs. There would have to be 5% down payment in the budget for bonding, and Mrs. Luhrs would have to see if there is sufficient funding to go forth in this year's budget.

A question was raised about finishing the second floor with meeting rooms; since the HVAC and the elevator were removed from the plan, those items would have to be added back into the plan, and the scope would be well beyond the $480,000, i.e., closer to $520,000.

A question was raised about historic grants, including discussion on potential availability of retroactive grants, and Mr. Golda recommended that Historic Preservation Committee member Harriette Hawkins be contacted.

Mr. Spiegel commented on the plans being provided by Mr. Golda, explaining to the governing body that a general contractor would subcontract to various contractors (e.g., plumbing, electrical, structural, etc.) He spoke about having an additional cost of 35% by having the general contractor getting 20% and taking between 15-20% to oversee the subcontractors. Mr. Spiegel commented on his knowledge of general contractors, speaking at length on his experience in overseeing the municipal roof project and in private industry. Ms. Machnik stated that she and the other members present were familiar with hiring general contractors, and she took exception to some of Mr. Spiegel's remarks. Mr. Spiegel asked that the record reflect that he stated that an elected official may serve as a general contractor for a project. Mr. Tatsch stated that it would be appropriate to hire another person to be the general contractor in an effort to consider the future, noting that Township Committee members are only in power for a set time limit. More questions were directed to Mr. Golda regarding additional options to the house; by adding HVAC and piping back into the plans for upstairs and including the elevator, the cost would be around $520,000.

Mr. Golda explained that "funding was driving the plans right now,” and he asked what the Township Committee wanted to consider. Mr. Tatsch was looking for a consensus of opinion on how to proceed, i.e., to do the work as outlined in phases or go forth with the full project. Mrs. Cregar was in favor of the phase option. Mrs. Cregar also asked about the previous reference to the South County Library relocating in the area; some discussion took place about their plans to build at the South County Fairgrounds, which may have some problems since the property was funded by Green Acres for open space. Mr. Spiegel felt that leaving the top floor of the house open but saving a space for the elevator was "not a big deal." Ms. Cannelongo thought that the Historic Preservation Committee would support the plan to have the first floor done so they could move the historic materials to a secure location. Mrs. Cregar concluded that this project was "long overdue."

Mrs. Stahl asked Mr. Golda to clarify for the record that the cost of the revised drawings would be $6,000; Mr. Golda stated that this was correct.

Mr. Tatsch called for a resolution to memorialize what was discussed this evening.

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RESOLUTION #127 -07

BE IT RESOLVED by the Township Committee of the Township of East Amwell, in the County of Hunterdon, State of New Jersey that the governing body hereby supports the revision of the plans for the Clawson House located in Marion F. Clawson Memorial Park; and

BE IT FURTHER RESOLVED that Architect Terry Golda be hereby authorized to revised the plans he reviewed with Township Officials earlier in 2007 to provide Phase One drawings, including in the drawing plans for the renovation of the first floor to build two meeting rooms, a museum and a library/research room, a kitchenette and an ADA bathroom on the first floor, and to provide a foundation for an elevator to be installed at a later date to the second floor, while making sure that the upstairs remains structurally sound; and

BE IT FURTHER RESOLVED that the governing body understands that the cost for the revisions to the designs will be $6,000.

By Order of the Township Committee,

____________________________

C. Larry Tatsch, Mayor

+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++Mrs. Cregar made the motion, seconded by Ms. Lenox, and it was carried unanimously.

Mrs. Cregar asked if there were plans to install a Clawson Park sign on the site. Mrs. Stahl explained that this was envisioned in original plans, along with a display board for park information. Mr. Golda provided the name of a sign company doing work in Bethlehem Township, i.e., Pendergrast Signs. Mr. Matheny will follow up with the company.

Mr. Matheny felt that the "Phase One" sign, which was a temporary sign to be used during construction, should be provided at a lower cost by Deptcor. All were in agreement with this plan of action.

Mrs. Stahl asked if the governing body would be discussing grant applications. Mr. Tatsch commented on the availability of an emergency grant application available at the state. It was unclear if this was a retroactive grant or not. Mrs. Stahl was directed to speak with the Treasurer on matching funds and to speak with Harriette Hawkins on making application for the grant as soon as possible.

Mrs. Stahl also spoke with Kevin Richardson at the Hunterdon County Open Space Office today. Mr. Richardson confirmed that there is only one source of Hunterdon County funding for Open Space and Historic Uses (the HC Open Space Trust Fund). This is the same funding used by the Farmland/Open Space Preservation Committee each year for reimbursement of costs associated with farmland/open space preservation. If the governing body wished, they could use it for reimbursement for historic purposes next year. This would have to be determined next year.

Mr. Tatsch commented that Dan Saunders at NJ SHPO would be a good contact to obtain information on which grants are retroactive. He asked if Mrs. Stahl and Ms. Hawkins would work with Mr. Saunders on getting further information on these types of grants. Ms. Lenox commented on grants through her department at the State - none of them are retroactive. Mr. Tatsch hoped that by late October or early November, there would be a better understanding of grant availability and bonding options.

Relative to the discussion of the house was the issue of the barn at Clawson Park. Mr. Golda stated that he and Mr. Matheny have discussed the plans for the barn, and Mr. Golda would be able to draw the floor plans and provide elevations for the pole barn at a cost of $2,600. Mr. Spiegel commented that he previously obtained four or five quotes from pole barn vendors, including Conestoga and Miller, based on a drawing provided by Ilona English with a specification page including board and batting and specific roof materials. Mr. Spiegel questioned why an architectural drawing is required when pole barn suppliers will produce historic type barns. Mr. Matheny explained that this item was previously discussed either in a meeting with the Mayor and Mr. Golda or with the Mayor, and it was unclear if there were any written communications (including emails) about this matter. Mr. Matheny explained that there are specific requirements by NJ SHPO on the review of a historic building, and the design previously provided by Ms. English was a computer-generated print (not an architectural drawing). Mr. Tatsch read specifics from the NJ SHPO review application’s directional information, which specifically require an architect's signed drawing, among other items. Mr. Spiegel spoke at length about the quotes he solicited based on Ms. English's information - he previously provided all of this information to Mr. Matheny. This included specific information requested by the Historic Preservation Committee, and he questioned why this issue never came up at a Township Committee meeting during the Administrator's report. Mr. Matheny and Mr. Tatsch shared comments on their discussions on this matter. Mr. Spiegel asked to see information on this in writing, and he felt that this was a policy decision, not an administrative decision.

Ms. Cannelongo asked whether the Township Committee considered using the money earmarked for the barn to be used for the house. Mr. Tatsch explained that the funding for the barn was in place, and the barn is necessary to house new, expensive mowing equipment being purchased for the park.

All were in agreement that it was important to move ahead with the architect's plans, as required by NJ SHPO. Mr. Golda confirmed for the record that his fee of $2,600 would be to provide the architectural drawings and specifications for the aesthetic elements of the barn and include sizing and certain basic specifications so that all contractors will be bidding on the same design, which will be acceptable by NJ SHPO for their historic review. Mr. Golda agreed that his fee would cover any meetings or discussions with NJ SHPO necessary for their approval.

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RESOLUTION #128-07

BE IT RESOLVED by the Township Committee of the Township of East Amwell, County of Hunterdon, State of New Jersey, that Architect Terence Golda, is hereby authorized to prepare architectural drawings and process NJ State Historic Preservation Office approval for the barn at Clawson Park, based on his proposal cost of $2,600 for the work.

By Order of the Township Committee,

______________________________

C. Larry Tatsch, Mayor

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Motion by Mrs. Cregar, seconded by Ms. Lenox, and carried unanimously to accept the quote of Terry Golda to provide the drawing and specifications for the barn, as outlined above.

Motion by Mrs. Lenox, seconded by Ms. Machnik, and carried unanimously to adjourn the meeting at 8:35 p.m.

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Teresa R. Stahl, RMC/CMC

Municipal Clerk