Isabelle V. Oechslie

The meeting included the approval of prior minutes, pending administrative discussion regarding their storage. The main discussion revolved around updates and revisions to a Request for Proposal (RFP), specifically concerning permitting, compliance issues, and experience requirements. Further discussion addressed required references to MTP program funding contributions and timeline adjustments for bid submission, specifically concerning a proposed change to a trail path around ball fields that might impact property lines and ditches. There was also a detailed financial discussion concerning the expected project costs, funding shortfalls relative to the OSI estimate, cash flow management for matching contributions, and the handling of in-kind contributions from the RSU regarding kiosks.

The committee discussed actions following a prior site walk with Wade concerning the former academy building. Key discussion points focused on finalizing outstanding work for the current phase, specifically prioritizing rough-in electrical work and insulation, noting that insulation offers a significant return on investment. Wade presented offers to complete certain final tasks, including patching foundation holes and applying spray foam insulation above windows. Concerns were raised regarding incomplete cleanup in the basement area, particularly concerning rusty nails and debris, and the proper fastening of a sagging ceiling. Discussions also covered the installation of weather stripping and door hardware, including a basement door that is not properly hung. The committee plans to compile a definitive list of required items to present to Wade to determine his plan of attack for completion. Separately, the committee discussed a letter regarding window choices and received a quote from the electrical contractor, which included a fire alarm system and stamped electrical drawings, noting that the quote was comparable to another contractor's estimate.

The meeting focused primarily on the Request for Proposal (RFP) for a trail project, specifically concerning the merging of document drafts and necessary edits. Key discussion points included requirements for proposer qualifications, such as professional trail construction experience and the amount of work completed in the last three years. The committee discussed incorporating provisions regarding local suppliers/materials and volunteer services, and whether to mandate a fixed-price bid structure or allow itemization. Further discussion covered project implementation details such as scheduling site visits, defining project scope changes relative to the original vision, and ensuring compliance with environmental and construction practices outlined in the OSI study. The planned timeline for issuing the RFP, receiving bids, and selecting a candidate by the end of March was established.

The primary discussion revolved around the Request for Proposal (RFP) for professional trail builders. The committee finalized plans for issuing the RFP, noting that it was already posted on the website and confirming that Justin would handle financial aspects, bid opening, and management of the RFP process. The group discussed setting deadlines for the RFP response, aiming for a deadline around Wednesday, March 11th, allowing time for review before the March 17th meeting. There was a discussion about conducting bid review and discussion in an executive session workshop format to maintain objectivity, followed by a formal vote during the regular meeting. The date for a mandatory site visit was tentatively set for Friday, February 20th, at 10:00 a.m. in the academy parking lot.

The Recreation Committee meeting involved reviewing the organizational status of the committee and providing updates on current and planned recreation programs. Key discussion points included registration numbers and scheduling for upcoming basketball skills and drills, and travel teams for various age groups, noting that travel teams required participation in skills and drills. Updates were provided on youth cheering programs, including K1 fundamentals and competitive teams, with registrations still open for anticipated increases. The committee is exploring adult opportunities, such as pickleball programs in collaboration with Winthre, addressing facility availability and potential minimal cost structures. Furthermore, there is ongoing coordination regarding building access policies. The committee also discussed expanding summer camp offerings, including PE, junior firefighter/cop camps, and various sports camps, aiming for three to five new camps. A significant topic involved reviewing independent contracting models, emphasizing liability insurance requirements for external organizations like art studios or Blazing Star, while aiming for a revenue-sharing model for coaches. Other community partnership discussions included linking residents to external programs like Lost Valley and youth football in Winthre, as well as cross-country ski programs offered in Winthre. The committee also addressed trail accessibility, the creation of a trails map, and planning for special events to highlight local features.