The Rockport Select Board convened April 16 and voted unanimously to approve a “memorandum of understanding” outlining the manner in which funds would be disbursed from the Rockport Library Foundation to the town for costs related to the construction of the new Rockport Public Library. The document had previously been sent to the town’s legal counsel and revised by both parties prior to the meeting.

The Rockport Library Foundation (RLF) was formed last year by a group of volunteers seeking to raise up to $2 million in donations for construction of the new facility on Limerock Street; the remaining $1.5 million for the estimated $3.5 million project is to be paid through a bond authorized by Rockport voters.

The need for a memorandum of understanding or statement of intent between RLF and the town was highlighted last month when members of the foundation raised concern over over a $150,000 invoice sent by the contained no details about the expenditures. The foundation said the invoice would be paid, but requested further documentation and itemization of costs involved.

The revised version of the document consists of 18 points primarily outlining a timeline in which invoices will be reviewed and paid by RLF.

One substantive change from an initial draft is the addition that “within 15 days of receipt of the invoice, the Foundation will arrange for donation of of funds for payment of the invoice....”

Initially the window for reviewing invoices was 30 days. At an April 8 Select Board meeting, board members and Finance Director Megan Brackett said they were concerned about the 30-day period of receiving repayment for expenses initially paid by the town, and whether or not the municipality’s cash flow would be able support the delay during construction of the building and active invoicing.

The document stipulates that payment to the town for construction costs will be sent directly to the Finance Director. If members of RLF have further questions about an invoice submitted by the town, they can request further information about specifics of the bill to the town within seven days.

Invoices are not to be sent more frequently than every 30 days, and the foundation will provide the town with quarterly updates of cash in hand available to donate toward invoices in that time period. 

As the primary purpose of the fundraising campaign is the construction of the new building, the foundation will not be responsible for costs related to the demolition of the old facility. Furthermore project costs related to site stabilization, entryways, sidewalk construction, parking and improvements to Memorial Park will not be included in project costs covered by the foundation.

At the April 16 meeting Selectman Mark Kelley asked Town Manager Rick Bates what would happen if future invoices were disputed by members of the foundation, and if so, how these bills would be paid.

Bates said in such an event the costs would be paid through the town’s fund balance.

With the project bids expected to be opened April 18 (watch livestream of that meeting here) at the Rockport Opera House at 3 p.m., Chairman Ken McKinley said that should estimates for the project exceed $3.5 million, possible value engineering or cost cuts could me made to bring the project within budget. He added that the town would start receiving money from the $1.5 million bond on May 23.

The motion to accept the memorandum of understanding was passed in a unanimous vote by the Select Board, which further moved to have Bates sign the document (the memorandum had been signed by RLF members prior to the meeting.)

“[The foundation] is paying for more than half of this project, and we’re very appreciative of that,” said McKinley. 

At the meeting the Select Board unanimously accepted an initial donation of approximately $93,000 from the Rockport Library Foundation for the construction of the new library. The board also moved to accept any future donations from the RLF up to an amount of $2 million for the construction of the new Rockport Public Library. The next regularly scheduled meeting of the Rockport Select Board will be held Monday, April 29, at 7 p.m. at the Rockport Opera House.

Reach Louis Bettcher at news@penbaypilot.com