Hubbardston Cultural Council reports grantee reimbursements, $352.64 carried over; recommends freezing admin funds
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Summary
Council reviewed invoices and reimbursements from completed and planned programs, identified carryovers, and proposed freezing administrative funds to simplify rollover accounting.
At its Aug. 21 meeting, the Town of Hubbardston Cultural Council reviewed current-year grantee submissions and the council's ledger and identified funds to carry forward and administrative accounting steps.
Treasurer Connie reported that, for the fiscal cycle reviewed, approximately $352.64 remained from the prior yearallocation. Of that, $250 was a rollover for performer Junie Baloney, who was rescheduled after illness. The council discussed several specific reimbursements: Hubbardston Council on Aging requested $700 and submitted invoices for $633; Henry the Juggler submitted a $450 reimbursement (recently submitted but not yet encumbered); and a school science activity submitted invoices under the awarded amount and may request an invoice for time spent to reach the award level.
The council agreed to freeze the line for administrative expenses for the remainder of the year and roll that amount into next yearfunding rather than attempt to project likely admin spending through December. Members said this would simplify the rollover accounting and provide a clearer figure for the October financial report the council must submit.
Members discussed the fiscal-year vs. calendar-year timing (the program cycle overlaps fiscal and calendar years). The council noted the rollover cutoff date is in mid-January (discussed in the meeting as Jan. 16) and confirmed the council will finalize carryover amounts to submit with the October financial report. The council expects to have one more meeting prior to that report to approve the final numbers.
Council members also reviewed follow-up on several events that had not yet provided paperwork, such as the Hubbardston Parks celebration (Aug. 14) and noted they had not yet received reimbursement paperwork for some events. The council discussed reminding grantees to include required recognition of the cultural council in event signage and communications to meet state deliverable requirements.
No formal motion to change grant awards or to reallocate funds was recorded in this session; council members agreed to finalize figures and carryovers at a follow-up meeting and to submit the October financial report to the town.