The Gardner Public Welfare Committee on Sept. 30 voted to send to the full City Council a measure authorizing the mayor to sign an intermunicipal agreement (IMA) to provide veteran services for the town of Hubbardston from Jan. 1, 2026, through June 30, 2028.

Mayor Mary Nicholson told the committee that Hubbardston reached out in mid‑summer after a staffing change at that town’s veteran services office. "Their current VSO is being deployed soon," Nicholson said, and Hubbardston had asked whether joining Gardner’s veterans district was feasible.

The mayor said Gardner has already been handling more complex VA claims for Hubbardston residents because the Hubbardston agent had been working only four hours a week. Gardner staff and the department’s leadership reviewed capacity and concluded the district can absorb Hubbardston without adding new permanent staff now. "We do have an assistant director who is in the process of being onboarded as we speak," Nicholson said, adding the assistant should start within about two weeks.

Nicholson gave population figures the committee used to check statutory staffing thresholds: Hubbardston’s 2020 census population of 4,328 would bring the district population to about 57,195 under the figures cited in committee remarks. That total remains below the state staffing grid threshold of 61,000 that would trigger an additional part‑time clerical position under the statute cited in the presentation. "If we were ever to hit that 61,000 ... we would have to add an additional part‑time clerical staff member to the department," Nicholson said.

Under the proposed agreement, Hubbardston would pay Gardner a per‑capita fee for services. Nicholson said the draft assessment is $2 per resident of the town, and the first year would be prorated because Hubbardston would join on Jan. 1, meaning only six months of the fiscal year are billed.

The measure was moved and seconded during the committee meeting; the chair called for the vote and committee members answered "aye." The committee record shows the motion to send the measure to the full council carried.

Why it matters: regionalizing veteran services can expand access for small towns that lack full‑time coverage while concentrating claims expertise in a single office. At the same time, state minimum‑staffing rules can require new hires if participating populations grow.

What remains: the IMA will return to the full City Council for final approval. Committee members did not record a roll‑call vote in the transcript; the committee did not change the proposed per‑capita fee or the contract period during the discussion.

Clarifying details from the meeting: Hubbardston population (2020 census) 4,328; proposed district population with Hubbardston included about 57,195; statutory staffing threshold cited 61,000; proposed municipal assessment $2 per resident; effective agreement dates Jan. 1, 2026–June 30, 2028.

Local context: Gardner’s veterans district already covers Gardner and several neighboring towns and has handled Hubbardston’s larger VA claims informally while Hubbardston’s veteran service agent worked part time. The Hubbardston Board of Selectmen and town administrator had voted to approve the agreement on Hubbardston’s side before Gardner’s committee discussion.

Looking ahead: the full City Council will consider the agreement at a future meeting; if approved, Gardner staff said the assistant director’s onboarding will be completed before the agreement’s start date.