Irene Stewart, Laurie Ullman, Suzette Reiss, Beth Peterson, Donya VanBuren, Peter Young, Xavier Amador, Mark Sisson, Sherry Smith, Bill Funke

Irene called the meeting to order at 7:10.

Xavier read a passage from a favorite book for our opening words.

Minutes from the June 2 meeting were read and accepted.

No visitors from the Congregation were scheduled.

Peter introduced our guest, Tom Samuels, of Samuels & Steelman, Architects of Southold (www.samuelsandsteelman.com). Mr. Samuels attended to answer questions, address concerns and provide general information about the building process. Points raised, in no order, follow (First Universalist Church of Southold will be referred to as “owner” below):

-An architect will present an “interpretation of concept.”

-Architects act as owner’s agent between regulatory bodies and owner and is responsible for all permitting.

-The Site Plan is a key document in the approval process.

-Southold Town Building Department is the interpreter of NYS Building Codes.

-NYS DOT is responsible for any curb cut requirements; the owner’s preexisting curb cut may facilitate permitting.

-Southold Town Planning Department will be involved in owner’s building process from start to finish. While potentially onerous with regulations, it can also be a valuable ally.

-Southold Town Historic Preservation does not wield regulatory power, but can delay approvals. A demonstration of a “good faith effort” to follow Commission guidelines will go a long way toward easing approvals.

-All building approvals must be in place prior to construction.

-Traditional construction costs can be high.

-Mr. Samuels could not comment on effectiveness of engineered construction due to lack of experience with it.

-Most custom windows are built off site, regardless of construction technique.

-Time and money are paramount concerns.

-In general, costs can be broken down thusly: 2/3 construction, 1/3 interior finishing.

-Our project will be considered a “commercial building” for regulatory parameters, i.e., a place where there is a gathering of people. Therefore, it will require following codes for such spaces, including fire suppression, methods of egress, etc.

-NYS DOT requires paved parking for public buildings.

-Some spaces are less expensive than others, e.g., a basement vs. a second story (a foundation will already be in place vs. construction of an additional floor.)

-There is a one-time window for construction of a second floor (to add a second story at a later date is prohibitively expensive.)

-In general, to avoid construction of larger spaces because “they can be added later,” is not recommended.

-Large multi-use spaces are generally less expensive. However, they can be difficult to utilize fully, especially where individual rooms and/or privacy is a concern.

-If two means of egress are present, a basement can be utilized for more than “incidental storage.”

-Basement vs. slab: basement allows access to utilities, can have varied uses, difference in cost between crawl space and full depth is minimal. Slab; much less expensive, significantly quicker to install.

-Residential work (our project can be considered “residential” when estimating construction costs, as it is a small project) on the North Fork ranges from $250 to $350 per square foot.

-Mr. Samuels offered his fee at 5% of construction cost, for the following;

-design phase.

-document approval

-administration of construction

-“How much can we afford to recreate and can we accept what is not possible.”

-Making the project smaller will obviously reduce overall costs, but may compromise utility.

-As a very tentative guideline, Mr. Samuels offered a time line of three to nine months for design, permitting and approvals, then one year for construction.

-Mr. Samuels has worked with some of the builders on the list presented by Suzette and Peter.

The Building Team enthusiastically thanked Mr. Samuels for his time, effort and patience for his presentation. Suzette will ask architect Charles Thomas to attend our meeting on June 16.

Laurie said that the surveyor will start in two or three days. He could not find the appropriate plat map, but has it now.

Xavier will investigate the insurance deadline.

The Team will compile a list of architect costs for perusal by the Board and Congregation.

Donya asked how to keep the Congregation abreast of developments from the Team. It was suggested we compose a “Key Points” document for distribution, either electronically or in the order of service. We will also reinstate our announcements at Sunday services. Suzette suggested July 1 as a date for a presentation to the Congregation. It was noted that the minutes are being loaded into the First Universalist Church of Southold website and that should be shared with the Congregation.

There was a brief discussion of a balcony in the sanctuary, but this was tabled until a later date and everyone can formulate their opinions. The Team was reminded to refer to Sherry’s Challenges Re: Interior Design handout for future discussions. The Team was also reminded to complete their version of the First Universalist Church of Southold’s mission.

We reaffirmed our commitment to the process, said “Thank you!” and adjourned at 9:21.

Our next meeting will be June 16. Irene will continue as chair. Charles Thomas will be invited as our guest.