In November 19, 2003, the Town of Greenville authorized the Board of Selectmen to purchase the empty residential structure at 7 Minden Street with the intention to tear it down, level the site, and to building a new building on the site to house the administrative and police components of the Town of Greenville. At this time, the former Municipal Building Task Force members – who in December of 2002 had developed a separate plan for improving space for these essential Town functions – were reconvened to develop a plan and a proposal for this new property. The members of the Task Force include:

John Simko, Town Manager - Cindy Hanscom, Bookkeeper
Bonita DuBien, Vice Chair of the Board - Bruce Hanson, Selectman
Mike Thornton, Public Works Foreman - Mike Drinkwater, Fire Chief
Richard Gould, Code Enforcement Officer - Duane Alexander, Police Chief

The charge given to the Task Force by the Board of Selectmen was simple: develop the most cost-effective development plan possible for converting 7 Minden Street into a new municipal building for both administrative functions and also the Police Department. After roughly 4 – 5 months of work, the Task Force has developed the following recommendations:

1. Hire A.E. Hodsdon Engineers to assist us in the development of this project, as statute requires an engineer for any public infrastructure project exceeding $100,000 in value. Considering A.E. Hodsdon current and recent work with the Town of Greenville, and their work as the effective low-bidder in the design and oversight of construction of both the Jackman and the Beaver Cove town offices, it would seem counterproductive to NOT hire A.E. Hodsdon for assistance with this project at this time.

2. Demolish the building on this site through the use of a local contractor – utilize Town of Greenville Public Works equipment to assist in the removal of this debris.

3. Secure DEP and Town of Greenville permits necessary to develop a 2,900 sq. ft. facility on this site. Footprint will be roughly 72' X 40' and will be a cement slab with a frost wall supporting the slab. A 20' X 20' section of the slab will be made into a full basement to allow for storage of mechanical structures such as hot water heaters, oil furnace and tank, etc.

4. Drainage issues on the site related to Minden Stream should not affect the facility as it will be on a higher grade than the current structure. Also, the Town is working with the DEP to address flooding issues related to Minden Stream with a possible retainage pond and ditching project upstream from this site.

5. Structure will be a wooden stick-built structure on a single story. The Police Department will have a separate entrance. The structure will house the clerks and the main counter for the Town Office; the Town Manager's office; the Code Enforcement Officer's office; the Police Department; a meeting hall; election space; a fire proof room with a safe inside for cash and valuables; extra office space for the clerks; information systems and electrical panel room for service purposes; general storage and archive space; ADA compliant bathrooms; small kitchenette and a vestibule at the main entrance. (See floor plan attached).

6. The Task Force recommends bidding this project immediately following the Town Meeting to allow for adequate pricing prior to Town Meeting. These bids should be prepared to allow for either a stick-built or a pre-manufactured structure.

7. Bids should also include an option for a storage building to be constructed on the existing cement slab on the property. If this is not possible in the budget, the Town will attempt to construct this with our Public Works crew and operational budget funds (projected cost $2,000 to $3,000). Cold storage facility would be used to store police evidence such as bicycles; inserts for welcome sign at base of Indian Hill; basic maintenance equipment for facility grounds; and storage of recycling material and trash generated by the new building.

8. Financing for this project and total expected cost will come from the following sources:

Municipal Building Reserve: $185,464
Minden Stream Project: $ 1,017
Sale of Oliver Road Lot: $ 40,000
General Obligation Bond: $150,000
TOTAL: $376,481

Total costs are estimated to include:

Engineering Services: $ 20,000
Demolition of Structure: $ 2,481
Contingency: $ 4,000
Construction: $350,000
TOTAL: $376,481

9. The budget impact of this new building project is expected to include the added cost of new debt service and also maintenance of a new facility, minus the savings of maintaining a more energy-efficient building and using less regularly a less-efficient building. These budget impacts have been reflected in the proposed FY04-05 budget as follows:

IF NEW BUILDING FUNDED

Maintaining new 3,100 sq. ft. building: $14,870
Maintaining current building as fire station only: $12,170
Building Reserve account (fire station only): $ 5,000
Debt Service (for each of next 12 years): $15,000
Total budget FY04-05: $47,040

IF NEW BUILDING NOT FUNDED, OLD BUILDING STAYS SAME

Maintenance costs, current building
(reverting to last year's budget): $23,207
Maintenance costs, new facility: $ 0
Debt Service for new construction
(reverting to last year's total): $ 0
Reserve Account contribution
(reverting to last year's total): $25,000*
TOTAL BUDGET FY04-05: $48,207

*becomes $15,000 if current budget line stands, reducing total budget to only $38,207.

10. The new town office building would have a modern meeting hall which would be far more efficient and conducive to meetings associated with the business of the Town of Greenville than does the current space, which is shared with the Fire Department, Code Enforcement, Election needs and general storage. The Town would pursue separate grant funds or business donations to add modern conveniences to this meeting room, such as new tables and chairs, a dry-erase board, new election booths, and possibly an overhead projector screen. If funds are not available for these improvements, current furniture and fixtures or their equivalents will be utilized.

11. If this building project is not approved, then the current structure must be used indefinitely until a new plan emerges. The Board of Selectmen and the Budget Committee have recommended this project as budgeted, and have also recommended restoring last year's budget figures for the costs of this facility (maintenance and reserve) in this current budget proposal. If this plan is not realized, the Task Force will require a new direction from the Board of Selectmen: we have explored all other options and remain convinced development at 7 Minden Street is the best solution to our long-term needs.

Respectfully Submitted;

TOWN OF GREENVILLE
MUNICIPAL BUILDING TASK FORCE II

John Simko, Town Manager
Town of Greenville

Bonita DuBien, Vice-Chair
Board of Selectmen

Bruce Hanson, Selectman
Cynthia Hanscom, Bookkeeper
Mike Thornton, PW Foreman
Mike Drinkwater, Fire Chief
Duane Alexander, Police Chief
Richard Gould, Code Enforcement Officer