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Trustees approve $47,985 lower-level renovation; contractors to begin pending payment timing
Summary
The Town of Hubbardston Board of Library Trustees voted by voice to proceed with an updated contractor quote totaling $47,985 for lower-level renovations (new LVP flooring option, trim/baseboard work as needed and office painting). Trustees agreed to coordinate payment timing with the Community Preservation Committee to avoid contingency fees.
The Board of Library Trustees voted to proceed with an updated contractor quote for the library's lower-level renovation, approving a working total the board discussed in the meeting as $47,985.
The chair described the principal changes in the revised estimate: upgrade to luxury vinyl plank flooring (LVP) on the programming area, reworded demo/finish language to replace baseboard and trim "as needed," and inclusion of office painting and an unspecified contingency. "Motion to proceed with the updated quote of $47,985 with a new floor, rewording baseboard and trim replaced as needed, and office painting and contingency cost," the chair stated as the motion language presented to trustees.
Trustees discussed project timing and payment logistics. The chair said the Community Preservation Committee (CPC) treasurer, Susan Worth, processes CPC warrants and that Danielle Ericcalian serves as CPC chair; trustees agreed to coordinate with the town accountant and treasurer so contractor invoicing can be timed to warrant/check cycles and reduce the risk of added contingency fees. "We want to make sure that we can pay upon completion so we don't have to pay the additional fee," the chair said.
The contractor warned that the back wall shows mold and proposed replacing affected walls and ceilings; the contractor characterized the mold as likely surface-level and said full replacement was included in the estimate, subject to change if conditions differ once work begins. Trustees asked that the revised written quote explicitly reflect the LVP option, the office-painting line, the trim/baseboard language and a contingency figure before any further action.
Trustees agreed a trustee (Connie) could sign the contract when the updated quote is received; the board also discussed whether to omit office painting to reduce cost if necessary. A trustee volunteered to present the motion and the board approved it by voice vote. The meeting record does not record individual roll-call votes.
Trustees and staff agreed to circulate the contractor's confirmed start date and to designate one or two on-site point people during the early days of the project to answer contractor questions and document progress; they also discussed photographing the space before, during and after renovations for historical record and potential social-media outreach and fundraising.
