The committee’s deliberations on the off-cycle grant request for the track and field renovation were particularly detailed. The applicant, identified as Doug, emphasized the importance of securing the funding to align with the construction cycle. He noted that the design phase was nearing completion, with bidding expected to commence in December or early January. Doug stressed that having the complete funding would facilitate a streamlined and cost-effective project. The total requested amount was part of a larger, multi-community effort.

The committee discussed the financial complexities of the off-cycle grant request, including the potential for funding shortfalls and the impact of such shortfalls on project management. There was an exploration of staging certain aspects of the project to manage costs, such as the lighting, which alone was projected to cost around $500,000. By including only preparatory work in the upcoming bid, the overall project funding request might be reduced by approximately $350,000. This strategy was aimed at making the project more feasible while still allowing progress. Intermunicipal agreements were also considered to handle funding splits, especially if project bids came in under budget.

Further, the committee acknowledged a request made to the Amherst Community Preservation Act Committee for an additional appropriation of $800,000 to support the project. This raised discussions about the legalities and logistics of spending Community Preservation Act (CPA) funds in another community. Members noted that the requested funds constituted a significant percentage of the overall available money, necessitating careful consideration.

Another topic of the meeting was the construction of a protective gazebo for the town’s historic guide board. The historical commission motivated this request due to concerns about the guide board’s return in early 2025 and the lack of suitable indoor storage. It was noted that the guide board could not fit through the doors of either the town hall or Old Town Hall, making a gazebo essential to avoid additional storage costs at the Williamstown Art Conservation Center.

The proposed gazebo, designed by Duran Fernandez O’Brien, was discussed in terms of its size, placement, and compliance with historical preservation guidelines. The design aimed to provide protection from the elements while ensuring visibility of the guide board. The committee raised concerns about the availability of volunteer labor from professional carpenters, which might not be guaranteed if the project were postponed. A motion was proposed and unanimously approved to grant the historical commission permission to submit the off-cycle grant application for the gazebo. This application would be reviewed at the upcoming September meeting, preceding a public hearing expected to draw substantial attendance.

The committee also planned for the public hearing scheduled for September 19th. This hearing, intended to gather input on the preservation plan and community needs, marked the second consecutive year it was held at the start of the grant cycle. Last year’s poor attendance prompted suggestions to enhance participation, such as holding the event in person with refreshments and activities for children. Collaborating with the library to organize a children’s program was also proposed to create a more engaging atmosphere.

Logistics for the public hearing included reserving space and promoting the event through various channels like town announcements, legal ads, and flyers. Adjusting the timing of the hearing to an earlier hour to accommodate potential darkness in September was also discussed. The committee considered the possibility of holding a grant application workshop in late September, but decided to gauge interest during the public hearing before committing to such an event.