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Select Board and library clarify warrant language for Cook Memorial Library solar project
Summary
Library representatives told the Select Board that the Cook Memorial Library has been awarded a municipal solar grant from the New Hampshire Department of Energy that would reimburse the town $43,782 for a rooftop solar installation.
Library representatives told the Select Board that the Cook Memorial Library has been awarded a municipal solar grant from the New Hampshire Department of Energy that would reimburse the town $43,782 for a rooftop solar installation.
Library representatives and board members clarified that the grant is a reimbursement award and that the Department of Energy has not yet released final funds. Because the grant will be paid after project completion, the library said it would not begin construction until it is reasonably certain reimbursement will be released. Library staff asked the board to consider waiving the town’s normal bidding process so the contractor who provided the awarded quote can be under contract; the contractor has indicated willingness to hold the quoted price but timing and guarantee terms are subject to further negotiation.
Town staff and board members discussed different wording options for the warrant article presented at town meeting. The library preferred language that did not obligate the town to move ahead if the grant reimbursement is not released. After discussion the Select Board agreed to present a straightforward warrant article that asks voters to appropriate $43,782 from the unassigned fund balance for installing rooftop solar at Cook Memorial Library, and to have library representatives and the Select Board explain at Town Meeting that the project will not be started until the Department of Energy has confirmed release of funds and that the town will not expend the money unless reimbursement is assured.
Board members also recommended using an expendable trust or holding the funds in fund balance until the DOE releases payment, so funds are not spent until reimbursement is received. The board directed staff to provide the final contract and any procurement documents for review before any contract is signed.
No board vote to start the project was taken at the Feb. 3 meeting; the board instructed staff to finalize the warrant language and present the contract for review before Town Meeting.
