Trustees reviewed a draft request for proposals (RFP) to renovate the lower level of the Hubbardston Public Library and authorized the working group to finalize and submit the RFP with needed edits.

Speaker 2 (working-group presenter) outlined the scope, which emphasizes preserving the building's historic character while creating a safe, functional and accessible programming space. Scope items identified for the RFP include an optional contractor site visit, a proposed proposal due date around Jan. 10, 2026, and a target completion by May 2026. The work list included ceiling and wall reinforcement (some items asterisked as covered by CPC funds, part of a $40,000 allocation), demolition of interior partitions and the staff counter, window upgrades for energy efficiency while preserving historic aesthetics, electrical upgrades and added 120-volt receptacles (with USB-capable options), plumbing for a utility sink, historically appropriate paint and floor refinishing or click-and-snap flooring alternatives, and ADA compliance review. The vault will remain in place though a door may be required.

Trustees pressed on environmental issues. Speaker 2 and others noted uncertainty over whether the library's insurance will pay for mold remediation and recommended including mold and asbestos testing or remediation language in the RFP so that bidding is not delayed if insurance resolution arrives later. Historical and permitting notes from a building inspector were cited: the proposed work would not change the room's use and therefore reduces some permitting hurdles.

On the floor, Speaker 1 moved that the working group continue the work and submit the RFP in good faith "as it is presented with edits that need to be made." The motion was seconded; trustees voiced assent and the working group was authorized to proceed. The meeting record shows a voice assent rather than a roll-call tally.

Next steps discussed: finalize RFP dates and add evaluation criteria (a rubric was proposed, with the Town of Waltham framework given as an example), confirm whether asbestos or pipe insulation requires licensed abatement, check insurance adjuster timelines (Invista Forensics adjuster Eric Kazak has inquired about the leak timeline), and coordinate with the Massachusetts Historical Commission on removing any interior partition that may affect historic fabric.