Town authorized to apply for $938,000 congressional USDA award for new fire station; staff to coordinate application

The select board authorized town staff to apply for a $938,000 congressionally designated USDA award earmarked for construction of a new Pawnee Valley Fire Station and to serve as the town's project coordinator through the federal approval steps.

A town official explained that although the funding was placed in the federal FY26 budget, the community must still complete USDA application and approval steps that mirror the agency's Community Facilities grant program. That process includes a preliminary architectural/feasibility report, an environmental impact review, approval from the state historic-preservation office and a standard federal grant agreement. The official told the board that USDA requires review and approval at multiple stages — including an architect-prepared bid package and USDA review before the town may solicit bids or execute a construction contract.

The official said USDA-approved contract terms must often use the American Institute of Architects standard agreement plus a USDA addendum and that USDA's review and approval are required before a contractor can begin work and before the town may draw down the CDS award. The town will track the project through its accounting systems and may need to meet single-audit requirements for federal funds.

Board members discussed whether the staff member asking to lead the process had capacity and whether grant-eligible preliminary planning costs could be treated as part of local matching funds. The official confirmed that planning and engineering costs can count toward the town's project cost and that technical assistance from RCAP Solutions was helping the town navigate the application.

The board moved, seconded and voted to allow staff to proceed with the USDA application, to have the town serve as the legal applicant and to receive regular status reports at board meetings.