The board detailed the timeline and tasks required for the library’s substantial completion and transition from the contractor to the library board. With the building nearly ready, the board aimed to ensure all punch list items and warranty activations were finalized. Concerns were raised about the lack of finalized insurance, which could potentially delay the building’s transition. Discussions highlighted the urgency of securing insurance to facilitate the formal handover from the contractor. A member inquired about the possibility of proceeding with the transition without insurance in place, leading to a discussion on the status and potential overlap of coverage. It was acknowledged that the design team might present high estimates for unfinished work, necessitating negotiations with the general contractor regarding final costs.

Progress was reported on various construction and installation tasks, including the completion of the leeching field and septic system, which rendered the bathrooms functional. The installation of lighting fixtures was completed, though there was a preference for keeping the push-button control system due to compatibility issues with the originally specified touchscreen panel. However, shelving delays were noted, particularly in the children’s and teen rooms, impacting the timeline for moving the collection into the library. The shelving issue was compounded by a piece being too tall to fit through doorways, requiring additional work.

Discussions also focused on the library’s opening ceremony, tentatively scheduled for January 10, with a backup date of January 17. The ceremony will feature a ribbon-cutting event, speeches, and various activities, including a children’s room celebration with music and a balloon artist, as well as a teen event with pizza and ice cream sundaes. Notable figures, including Aaron Saunders and Joe Cmerford, confirmed their attendance, while invitations to other dignitaries awaited responses. The board discussed occupancy limits, planning to manage space effectively by using sliding doors to expand the meeting room capacity during larger events. The library aims to simulcast the ceremony on Zoom.

In preparation for the public opening, the board addressed a recent mini ice storm, requiring sand instead of commercial ice melt products on walkways to prevent damage. This decision led to the acquisition of six five-gallon buckets of sand from the highway department. Additionally, the board discussed the maintenance contract with Royal Steam for the HVAC system, totaling $5,500 for the first year. Clarification was sought regarding filter replacements within the contract, and a decision was postponed until further information was received. There was a proposal to potentially handle filter changes in-house if they were not included in the contract.

The board also addressed financial matters, including a recent “Giving Tuesday” campaign that raised $21,000 for library programs. While the campaign focused on library activities rather than the new building itself, it marked a shift towards enhancing resources and programming. The board reviewed budget balances, noting that most expenditures remained within limits, while some categories showed minimal spending. Concerns about potential liabilities tied to construction change orders emerged, with ongoing negotiations around outstanding orders, including a shear wall redesign and HVAC adjustments.

An unexpected electric bill, anticipated only after substantial completion, was discussed. The bill, registered under the town’s name, was suggested to be forwarded to the contractor. Despite these challenges, the board expressed satisfaction with the financial health, noting projected outstanding liabilities were lower than the remaining budget.