Summary
Commissioners debated a proposed grants-management policy that would require commission approval of grant applications and final awards, with a narrow exception for time-sensitive applications. Departments and community grant writers warned the proposed requirement could block time‑sensitive applications; commissioners voted to table the draft for
Town commissioners on Aug. 20 debated a draft grants-management policy that would require commission review and approval for grant applications and final award acceptances.
What was proposed: The draft policy presented by the town attorney would require departments to present potential grants before the commission so the commission could review conditions, matching requirements and staffing implications before staff submitted applications. A narrow exception would allow the town manager to sign time‑sensitive applications between meetings.
Discussion: Commissioners said they supported greater oversight for grants that obligate town matching funds, staff time or create long-term commitments. Commissioner Tim Reed and others said routine, small non‑matching grants should not be subject to the full application-approval process because many grant windows are short and departments and volunteer grant writers need flexibility to submit applications quickly. Public commenters who work as grant writers and volunteer fire‑department grant leads told the commission that some federal and private‑foundation programs open for brief windows and that the town’s current practice of manager-level sign‑offs enables applicants to apply quickly without jeopardizing local obligations.
Action taken: After public comment, Commissioner Don Barlow moved to table the policy for further work and discussion at the next workshop; the motion passed 5–0. Commissioners directed staff to draft alternative language that would require commission approval for applications that commit town funds or staffing but would preserve manager-level authority for time‑sensitive or small, no‑match applications.
Why it matters: Grant revenues can leverage town funds for equipment, capital projects and programs. The commission’s decision to table the policy signals a desire to balance oversight and fiscal control with the practical realities of time‑sensitive grant opportunities.
Next steps: The policy will return to a workshop for redrafting. Staff will prepare a version limiting commission pre‑approval to grants requiring town match, staffing commitments or other conditions that would obligate the town financially.
