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Contract Review Committee to hold grant-recipient recognition event; staff to tighten reporting and invoicing
Summary
Committee members agreed to plan a public recognition event for FY26 grant recipients, require town-logo attribution in funded materials, and pursue streamlined quarterly reporting and online invoicing for grantees.
The Contract Review Committee on April 25 agreed to plan a public recognition event for fiscal year 2026 grant recipients and instructed staff to standardize reporting and invoicing for grant awards.
Chair Veronica Volczyk said contracts will include a clause requiring that funded organizations acknowledge the town as a funding source in their materials. "In the contracts that will be drawn up ... there will be a statement that if you are funded, any of your materials should have the town logo as 1 of your sources of funds," Volczyk said.
Committee members discussed timing and location for a recognition event for grantees. Joanna Roach and other members suggested holding the event after the summer to avoid competing local activities; the committee tentatively agreed to a weekday, morning timeframe and discussed 10 a.m. to noon as a target. The group raised accessibility requirements: events outside town-owned facilities must be handicap accessible, and Mariah Mitchell's offered space was noted to be not accessible without tented outdoor access.
Jericho Maly said staff will check the human-services budget for up to a small refreshment allowance (estimated under $500) and handle logistics with potential vendors such as WonderPress. Multiple members volunteered to handle outreach and publicity; members recommended a short pre-event press release and social-media messaging to publicize the recognition.
On reporting, staff described efforts to improve quarterly reporting and invoicing. Committee members asked for a concise year-to-date spreadsheet showing awards and actual spending to make underused allocations visible. Maly said the town's finance platform does not meet CRC needs and that staff is seeking a partner or an interim online form approach to streamline quarterlies and invoicing.
The committee voted to accept quarterly reports and to process payments at this meeting. The roll-call vote recorded John, Linda, Joanna, Sue and Volczyk as voting to accept the quarterlies and reimbursements.
Volczyk said she will prepare contract language reflecting reporting terms and will share a sample agreement with the committee at an upcoming meeting so members can review and advise before agreements are finalized.
