Select Board approves interim payment schedule as library committee negotiates phased grant plan

The select board on Monday was told the state librarian indicated the town can split its library renovation into phases to meet grant requirements without repaying funds, and the board voted to approve an updated contractor payment schedule while it seeks clarification on a higher‑than‑expected invoice.

Kelly, a member of the library committee, said the state told the committee they "can do our library project in phases and that we don't have to complete the project in order to meet the requirements of the grant." That assurance, Kelly said, reduces immediate pressure to finish the entire project by the original grant deadline and allows the town to pursue a phased approach and additional fundraising.

The meeting also focused on a contested invoice from contractor Tatro. The board had authorized a contract amount of $184,100; the Tatro invoice presented to the board totaled roughly $205,310. The committee flagged unapproved extras, including concrete cutting and damp‑proofing, and held payment pending documentation. The Chair said, "we approved an exact dollar amount," and asked staff to confirm whether the contract or an authorized change order binds the contractor to the bid.

To avoid late penalties while those questions are resolved the board voted to adopt an updated payment schedule that delays the immediate next payment by about a month. After further discussion the board approved the schedule on a voice vote. Board members asked the library committee to provide a written definition of "phase 1" for the grant amendment and to supply itemized documentation supporting any extra charges so the board can decide whether to honor or contest them.

The board directed staff to pursue a grant amendment and a possible contract amendment, requested the Tatro invoice be explained or reduced, and asked the committee to return with a clear phase‑1 scope and associated costs.