A significant portion of the meeting centered on the continuation and expansion of grant writing services, which have already secured nearly $20 million for the city from an initial investment of $75,000. The city has relied on the expertise of the Central Massachusetts Regional Planning Commission (CMRPC) and Keller Partners to manage grant applications, including those for the Green Communities Grant and Best Practices Grant. The committee proposed issuing a Request for Proposals (RFP) to establish a new five-year contract, which requires council approval. The current contract is limited to three years, and the new proposal seeks to extend this period to ensure better pricing and commitment from the chosen firm.

This potential new contract would be structured with an initial three-year term and an option to extend for two additional years. It aims to consolidate grant writing efforts, combining state and federal applications into one streamlined process managed by a single entity. This consolidation is seen as a way to enhance efficiency and potentially reduce costs, given the differing fee structures between existing providers. CMRPC charges an hourly rate, while Keller Partners offers a flat monthly fee for unlimited grant writing services.

An important aspect of the discussion was the potential inclusion of lobbying efforts within the contract, which could enhance the city’s advocacy for its interests. There were also suggestions to improve transparency and communication about grant funding by creating a dedicated section on the city’s website to inform constituents about grants received and the processes involved in securing them. This move could help raise awareness among residents about how city projects are funded and the efforts taken to obtain these funds.

The committee also addressed the need for the city to demonstrate its own investment in projects to appeal to grant providers. The proposal to move forward with the RFP for grant writing services was unanimously supported by the committee, recognizing the substantial return on previous investments and the potential for future benefits.

Another important topic was the approval of a supplemental budget appropriation of $17,995 for the Debt Service department. The mayor explained that this adjustment was necessary due to lower-than-expected new growth, estimated at $32,000. Additionally, the city witnessed an unexpected increase in meals tax revenue, bringing in approximately $125,000 beyond budget expectations. While the potential meals tax revenue could range from $200,000 to $250,000, the committee chose a conservative projection of $125,000 due to market uncertainties, particularly in debt interest rates. This budget adjustment was seen as essential to manage the city’s debt burden, and the committee eventually recommended it to the full council after resolving discrepancies in reported figures.

The committee also authorized a significant payment of $1,626,186 for prior year expenditures related to public building utilities. This amount addressed utility overages at the Waterford Community Center, where improvements such as electric heating systems and energy-efficient LED lighting have been implemented to reduce costs. The mayor noted an upcoming solar array installation on the building’s roof, which will contribute to further energy savings without incurring expenses to the city. This payment had been previously postponed to ensure the accuracy of figures, and the committee moved to authorize it following a review.