Committee members on Oct. 8 reviewed a packaged agreement and a fillable purchase-order form intended to govern how event-related expenses are requested from the Friends of Southborough 300 and disbursed to vendors.

Under the draft protocol, the fundraising group (Friends of Southborough 300) would pay vendors or reimburse committee members after the committee approves requests. The document is intended to create a traceable paper trail: a purchase-order-style request attached to any contract or invoice that the Friends would use to disburse funds.

Committee members pressed for clearer internal rules on spending thresholds and for a standard approval workflow. Participants described three practical approaches discussed at the meeting: (1) set a petty expense threshold for minor items (copying, small supplies) that committee coordinators may approve without a full committee vote; (2) pre-approve event-level budgets (for example a $2,000 allotment for marketing) so coordinators can spend up to that ceiling; and (3) require committee authorization or a documented email vote when expenses exceed agreed limits or when time-sensitive deposits are needed.

Members used examples during the discussion: one coordinator had previously been authorized to spend up to $2,000 on marketing pieces for an event; in another hypothetical, a DJ quoted $7,500 total with a $2,500 deposit request. Committee members emphasized that vendors should understand the committee does not, by itself, sign contracts obligating town funds; contracts paid through the Friends should include required certificates (insurance) and follow town procurement rules.

The committee asked a member to draft a short paragraph or separate policy describing expense ceilings and procedures; the draft will be circulated to the committee (BCC) for comment before a formal vote. Committee members also asked that the purchase-order form and the draft contract referenced in the meeting be shared with town counsel and the Friends for review before implementation.

No formal change to the committee's authorization levels occurred at the meeting; members directed staff to draft the clarifying text and circulate it by email for review and a vote at a subsequent meeting.