TRUSTEE MINUTES OF NOVEMBER, 13, 2019
The meeting convened at 9:35 am at the library.
In attendance were: Trustees Gloria Parkinson, chairwoman; Wendy Neil, vice chairwoman; Tracy Colangione, Russ Grady, and Karen Nugent, secretary; and Library Director Marie Letarte. (Trustee Angela DeVivo arrived at 10 am.)
- DISCUSSION ON HIRING A CONTRACTOR FOR THE COMMUNITY ROOM:
Mr. Grady said he and Ms. Nugent met with James Mayou, owner of Mayou Construction of Clinton, and his son, on Nov. 6, 2019 at the library. They discussed French doors for the interior, which would take approximately 6-8 weeks for delivery; and an exterior door on the Church Street entrance. Also touched upon was possible improvements to the interior walls with something akin to “Skim Coat.”
Mr. Mayou said he would check with the town building inspector to make sure there are no ADA requirements for the project; and then send cost estimates on both doors.
Ms. DeVivo arrived at this point.
A motion (made by Ms. Neil; seconded by Ms. Nugent) to have Mayou Construction move forward with the scope of work on the door project was unanimously approved, 6-0.
Ms. Letarte said she called the state Attorney General’s office to see if Mr. Grady and Ms. Nugent violated the state Open Meeting Law by meeting with Mr. Mayou. She said it should have been a subcommittee of trustees.
- DISCUSSION ON CREATING A REQUEST FOR PROPOSALS FOR THE BUILDING ASSESSMENT
Ms. Letarte passed out two examples of RFPs: one from another library, and one from the town.
Ms. Parkinson outlined on a white board steps to consider and review for the next meeting.
They were: Introduction: history of library, address, and vision; project goals and scope of services; anticipated selection schedule; time and place of submission in public (to open bids;) timeline of project (three months?); detailed elements of the proposal such as space realignment, building code requirements, electrical, plumbing and technology evaluations; evaluation of criteria; possible roadblocks; vendor access; and budget.
Trustees will continue the discussion at the next meeting.
The meeting was adjourned at 11:06 am.
The next meeting is scheduled for 5 pm, Nov. 26, 2019.
Minutes submitted by Karen Nugent, secretary.