Committee approves $47,000 contract to advance Russell Library design and outreach

Middletown — The committee overseeing Russell Library planning voted unanimously to authorize a $47,000 professional-services agreement with Silver Petrucelli and Associates to continue design work, community engagement and contingency tasks in advance of a possible referendum.

Ramona, speaking for the committee, said the town had reappropriated $103,000 that had not been encumbered last summer and that “we now do have that money available to complete the work of this committee.” She described next steps the contract would fund, including more-detailed schematic plans, interior and exterior renderings and materials the committee can use to inform voters.

The move follows an itemized proposal from Silver Petrucelli that the committee reviewed in draft. Committee members said the full proposal listed roughly $47,090 in fixed fees plus an hourly/build allowance not to exceed $10,000, producing a total near $57,900. One line item for a physical model was listed at about $13,000; several members argued that digital renderings would better serve outreach needs and be less costly.

“I’d be concerned,” said Steve, citing past experience, “the last time around last year, everything came down to the last minute and we felt pressured to drop everything because we could not get it done on time.” He urged the committee to be explicit about the deliverables the consultants must produce for a referendum campaign, including graphics and informational mailers.

Eamonn Wisniewski supported a somewhat larger retainer, saying the allowance would give the committee flexibility to respond to unanticipated tasks and to provide consultants for council presentations if requested. “I think the reason why we didn’t see the linear path…was due to external decisions,” he said, adding that a modest retainer “will help to get us to the finish line.”

After discussing options, members agreed to remove the physical-model line item and to set a contract figure that preserves an allowance for additional tasks. Chair put a motion on the table to authorize Ramona to move forward with a professional contract of $47,000; Eamonn and Steve were recorded as seconders and the motion passed with all present voting “Aye.”

The committee also noted an RFP for an economic-impact study — with a budget assumption of up to $30,000 — that is open through Feb. 7. Ramona said the study and the design work are intended to produce the cost estimates, renderings and public-engagement materials needed in advance of a potential referendum this fall. She said she would prepare a professional services memorandum and follow up with the mayor’s office and the finance director on next steps.

The committee approved minutes from the Nov. 26 meeting, set provisional dates for May 20 and June 17 for upcoming meetings, and scheduled the next meeting for Feb. 25. The meeting adjourned after a unanimous vote.