Hubbardston trustees OK using donations to back ADA planning grant application

Trustees of the Town of Hubbardston Board of Library Trustees voted June 4 to move forward with a planning grant application aimed at updating the library's ADA self-evaluation and producing feasibility analysis and preliminary cost estimates for removing physical barriers, including options to use the lower level for programming.

The trustees discussed the Massachusetts Board of Library Commissioners (MBLC) planning grant process, reimbursement timing and potential scopes of work. Trustee discussion focused on whether to request a limited-scope evaluation (doorways, signage, digital-access assessment) or a larger package that would include architectural plans and cost estimates for an elevator or inter-floor access. The director said the MBLC suggested starting with a planning grant and that the library already has many of the required documents (grievance policy, equal access statement) and a new ADA coordinator in town, Christina Ellis.

After questions about likely award sizes and how to cover upfront costs while awaiting reimbursement, the trustees approved a motion authorizing temporary use of the library's donations account to fund the reimbursable planning grant application up to $10,000. The motion was seconded and approved by the trustees. The board discussed a cap that would prevent proceeding if estimated project costs approached $75,000 and agreed the trustees would not proceed at that ceiling without further review.

Trustees and staff said they would solicit bids from multiple firms for the planning scope, requested at least one itemized estimate before finalizing a dollar amount in the application, and signaled intent to pursue follow-on project grant funding if the planning grant yields feasible designs. The director said she would follow up on contractor responses and return to trustees with cost estimates and firm bids.

The trustees framed the vote as a step to secure clearer design information and cost projections before committing to larger renovation work, noting the planning grant is meant to guide future capital requests and help the library pursue further funding if needed.

The board did not adopt a final project design at the meeting; the vote authorized only the temporary use of funds to prepare the planning grant application and to cover reimbursable expenses if the grant is awarded.