At the forefront of the meeting was a review of the cost estimate for the library renovation, which is at 75% completion of construction documents. The board examined discrepancies in the initial cost estimate and discussed adjustments across several items. Notably, there was a debate about the necessity and the financial implications of installing a fire alarm system, which, while acknowledged as a safety enhancement, comes with a substantial cost.

The board weighed the merits of changing the lobby and restroom flooring to tile, which would incur an additional $27,000, against the current plan involving epoxy and resilient flooring. The inclusion of wet wall tile in the restrooms for an extra $20,000 was also considered. Moreover, the installation of suspended fixtures in the lobby at an estimated additional cost of $44,000 was discussed, alongside the cost-benefit analysis of a fire alarm system priced at $25,000. In an effort to manage expenses, the board noted a reduction in the project’s cost by $50,000 due to a change from granite to another curb material.

Another point of discussion was the filed sub-bid work in compliance with Massachusetts General Laws chapter 149, which mandates separate sub-bids for categories of work over $25,000. The board deliberated on the implications of this requirement and the necessity of having full funding in place for the construction contract balance. Landscaping costs, initially included in the general contract, were clarified as ineligible at this stage and were considered for addition as an alternate.

The board also addressed the need for clarity regarding the total project costs, including both eligible and ineligible expenses. There was a particular focus on the bidding process and ensuring that all decisions were incorporated into the project set for issuance. Specific details such as the installation of a water distribution pipe from the well to the building, coordination with the electrical engineer and National Grid for cost savings, and the inclusion of metal shelving and refrigerators in the cost estimate were all topics of conversation.

Further discussions included the budget for furniture and shelving, the potential for decorative lighting in the lobby, and the height of the lobby ceiling. The board expressed the need for additional information on various issues, such as tree removal, the feasibility of adding a centralized suspended fixture in the lobby, and the pursuit of Energy Efficiency incentives through Mass Save.

Additional topics touched upon were the water treatment testing, structural foundation wall details, and the transition from PVC to a metal roof, which received approval from the exterior envelope consultant. The board reviewed a revised wall-mounted track system for the library of things shelving, which offers flexibility and potential cost savings.

The meeting also covered the logistics of coordinating the delivery of documents for the project and debated the timeline for placing a newspaper ad and scheduling the next meeting. The Library Giving Day was reported to be a success, with donations exceeding the matching gifts, and the efforts of the friends of the library were recognized.