Ted Bindrim, the architect on the Village Hall project, spoke to an assembly of presidents and officers of the Property Owners' Associations, as well as Village Staff and the Board of Trustees, in the Board Room of Village Hall early on Saturday morning, Feb. 6.

He brought with him a new model of what Village Hall will look like after the renovations and additions are completed, affording representatives of the residents, for the first time, an opportunity to study a 3-D depiction. Bindrim also offered his own explanation of why the total estimate for the project is now approximately $1 million more than originally expected, a subject that occupied much of the discussion by the Village Trustees at their Feb. 4 meeting.

EPOA President Eileen Murphy raised the issue of the additional costs for the Village Hall expansion project, asking if the surprise jump in cost from an expected $3 million to the current estimate of approximately $4 million, was a result of a breakdown in communication between the architect and the Village. Bindrim openly confessed and apologized, saying that the shock of a million dollar difference between the original estimate given and the most recent estimate was poor communication on his part. He said that the construction budget is $3 million and when he offered an estimate to the Village, he presented this figure, essentially forgetting to provide the complete total that would include a 10 percent contingency cost, his own fee of 9 percent of the construction costs, the cost of a consulting engineer, the construction manager's fee, and the cost of overhead.

Bindrim said that when it was "realized by all of us that the other elements were not included in the figure given as the estimate, well there was just no getting away from it." He also stated that "from 1997, when we started the detailed work, costs have gone up since then." The $3 million construction figure was labeled a "supportable number" and is not expected to change and the total of $4 million is also not expected to rise.

"Basically, it's mea culpa," he admitted honestly.

A bond resolution had been passed on Sept. 30, 1997, which authorized the Village to issue $2,800,000 in serial bonds to add to the $100,000 already in the Village Budget for the construction of additions to Village Hall. The $2,900,000 appropriated were thought to be enough to cover the total cost of the project, until, as Bindrim explained, the need to add the additional elements for the total was recalled. Once this happened, it was necessary to appropriate more funds.

An amendment to the original bond was passed by the Village Board of Trustees at the Jan. 14 meeting, at which time the bond went from its original figure to $3,850,000. With the $100,000 from the budget, there is now a total of $3,950,000 appropriated for the expansion project. The resolution to amend the bond passed with a unanimous vote by the trustees.

After the Jan. 14 meeting, Trustee Bruce Torino led a committee appointed by the mayor to investigate the rise in the cost before the Village was to vote on an amendment to the architectural contract at the Feb. 4 meeting. Trustee Torino explained at the Feb. 4 meeting that he and the committee had lengthy meetings with the engineering firm, Lazardo's, and Bindrim to review each cost and the reasons behind them. He said that after these meetings and a careful review of every item, that while he understands that "neither the Board nor the community like surprises in costs," they were able to account for everything and justify each cost and so it was his recommendation to approve the amendment to the contract with the architect.

Treasurer Kettner commented at that Feb. 4 meeting that while he was "satisfied that the work was done," and intended to vote to pay the remaining balance of the architect's and engineer's fees, he wanted to "reiterate my disappointment with the process. It sounds like, from what Trustee Torino's description, that little by little, chunk by chunk, the costs went up." He also stressed, "I don't recall the Board being asked about these changes." He urged that in the future items be reviewed by the Board line by line to avoid future surprises.

Trustee Hecken congratulated Trustee Torino on his leadership in reviewing the matter, and for having "worked everything down to the penny." Mayor Tauches also thanked the committee for their ability to review the matter so completely on such short notice. He noted that he felt personally that it was "better that any changes took place now, rather than at the commencement of work." He added, "I do also want the public to know that these changes were fully reviewed before they went before a vote."

Trustee Lewis noted in his comments that he, however, had a problem with the process by which these changes evolved. He stated, "No memos or recommendations for changes were ever drawn and circulated during the process. We may be a small village, but I still think we're a business and when it impacts a project, the consultants should circulate memos about changes for review."

At the Feb. 6 meeting, Bindrim also explained some of the work that will be done on Village Hall. An elevated driveway will replace the steps to the front door, to make the building accessible to the physically challenged. An elevator will be constructed on the east side of the building, enabling the disabled to access the second floor. This structure will also serve as a clock tower. The Police and Recreation areas will receive extensive alterations to provide these departments with more space. The ground floor administrative offices will see slight changes, and the Fire Department's space is slated for "intermediate change." Bathrooms will be added to the west side of the building, providing residents attending events on the Village Green with access to the facilities.

Additions, such as the expansion of the south side by the fire Department, will be done in brick to match the rest of the structure. The center entrance on the south side and the clock tower on the east side of the building will be done in white stone. Bindrim said that he feels that "architecturally, in terms of packaging," the breakup of the brick would be visually pleasing. Also, the windows will be replaced throughout the building and the frames will be white, instead of the black "funereal" frames Bindrim dislikes.

Also, both Bruce Torino at the Feb. 4 meeting and Bindrim at the Feb. 6 meeting, explained that the roof on Village Hall has been compromised by rain. Infrared was used to examine the roof, which showed pockets of water and rot. Another major renovation planned is an overhaul of the current heating and cooling system. Central air and heating will be installed, which will serve the entire building. Bindrim explained that because there is little space between the floors, there is no room for duct work for the ventilation system, so the air will have to be "piped in."

Mayor Tauches explained at the Saturday morning meeting that in 1992 it became clear that Village Hall would need extensive renovation to comply with changes in mandates on working conditions and new ADA requirements. He added that in those seven years the Village was faced with opportunities -- "sometimes nightmares" -- to explore other locations for Village Hall, such as the St. Paul's property and the Doubleday building. Tauches joked, "and I think the DANTH Report had this right here described as the produce section" (in reference to the report that called for a super-sized grocery store to be located at the current site of Village Hall).

Tauches also explained that the plans for Village Hall have evolved over time and have "been through the ringer." He added that there have been many participants in the development, including the residents, Village staff, Architectural Design Review Board, the Planning Board, and the Board of Trustees. He concluded that the changes are necessary in terms of federal and state mandates and "practical business requirements."

The construction management firm hired is Sindrome, which is a Long Island based contracting company. Construction will take an estimated 12 months and will begin upon completion of the bidding process.