A significant portion of the meeting was dedicated to addressing the delays in project funding and reimbursement. Board members noted that several funded projects had not yet utilized or been reimbursed for their allocated funds, leading to concerns about the efficiency of the current process. Specific projects, such as the bridge project and town basketball court, were cited as examples of initiatives still in early execution stages, thus not yet eligible for reimbursement. The board recognized the necessity of maintaining oversight and regular communication with organizations responsible for these projects, proposing the requirement of regular written reports to ensure transparency and accountability.

Moreover, the conversation revealed that the Kelly Field dugouts project faced delays due to public bidding requirements and the timing of spring sports, with construction not scheduled until early August. Despite these setbacks, the board emphasized the importance of fostering open lines of communication with applicants to track progress and address any emerging issues effectively. There was consensus on the need to explore more structured methods of monitoring ongoing projects.

Another topic discussed was the bonding process for community projects. The board considered the implications of bonding on future grant-making capabilities, recognizing the need to establish policies that limit the percentage of total grant funding allocated to bonding. This approach aimed to preserve funds for other projects while ensuring a comprehensive understanding of the financial implications of bonding proposals. The board recognized the value in examining historical data from other towns to inform their decision-making process.

Attention also turned to the procedural aspects of committee appointments, particularly concerning the terms of Community Preservation Committee (CPC) members. It was noted that current appointments were in violation of the town’s bylaws, which require staggered terms for committee members. The current structure, where all terms expire in June 2025, was identified as problematic, prompting discussions on drafting a letter to the select board to propose a solution involving staggered terms. This would ensure continuity and stability within the committee, preventing potential disruptions when all members’ terms end simultaneously.

The board also explored the need for clearer processes in appointing citizen representatives to committees. There was a recognition that the current recruitment process lacked definition, with the select board’s office maintaining a form for potential candidates to express their interest. The board acknowledged the necessity of reviewing and potentially revising existing bylaws to clarify the terms and roles of citizen representatives.

In addition to these topics, there was a discussion about improving communication and outreach regarding funded projects. Suggestions included hiring a professional to enhance communication efforts, utilizing social media more effectively, and creating a video to highlight successful CPC projects. The potential hiring of a local firm, Jack Rabbit, was proposed to assist in developing a comprehensive communication strategy, emphasizing the importance of engaging the community and raising awareness about the CPC’s initiatives.

The meeting also briefly touched on logistical matters such as scheduling upcoming meetings and evaluating eligibility applications. The board settled on meeting dates of June 11th and June 24th to allow adequate time for reviewing applications and inviting candidates. Additionally, there were discussions about the need to streamline the reimbursement process for applicants, with suggestions to explore practices from other community preservation committees to alleviate financial strain on small organizations.