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Committee discusses windows, property-management RFP and reserve-fund clarity before advancing mission work
Summary
Members debated procurement for interior storm windows, options for a property maintenance contract, and asked staff to confirm reserve-fund balances and commitments before moving forward with mission-level planning or significant spending.
The Richmond Town Center Committee spent much of the meeting mapping next steps for building maintenance and capital planning, including interior storm windows, a potential property-management or handyman retainer, and the need for clear reserve-fund accounting.
Mike raised concerns about how reserve funds had been used and stressed the committee should not exhaust the reserve before funding necessary professional services: "I'm kind of reluctant to try to spend anything out of that until we get a handle on that money." Committee members asked staff to confirm the current reserve balance and any committed disbursements; Duncan said he would compile the numbers and circulate them.
On windows, members said the purchase, measurement, delivery and installation are separate cost items; vendors provided an initial measurement quote in the low thousands, but installation and preparatory work could push total costs above typical administrative thresholds and may require bids. Members discussed phasing window replacement to spread costs.
On property maintenance, committee members considered a short-list of options: hire a full-time in-house person, contract a retainer-based individual or firm for a set number of hours, or compile an operations contact list for town staff. Duncan described current practice as an on-call mix and estimated typical weekly maintenance work could range from 1-10 hours depending on conditions.
The committee tasked Adam to ask the select board whether the committees remit should remain combined with the library or be limited to the town center, directed Duncan to provide a current reserve-fund balance and committed amounts, and asked committee volunteers to draft a property-management RFP for consideration at the next meeting.
