Council staff told members Nov. 4 there are three outstanding reimbursement requests from the 2025 grant year: a historical-figure portrayal from the Hubbardston Historical Society, a Halloween children’s parade, and a performance by John P. Porcino. Staff said two of the events appear to have occurred; the parade application did not meet the state deadline and staff recommended submitting a hardship letter to the state representative for discretionary consideration.

Why it matters: Timely reimbursements and compliance with state program deadlines determine whether applicants receive funds. The council must document outreach and any appeals for missed deadlines so the state representative can evaluate requests for variance.

What the council will do: Staff will contact the three grantees with a final request for reimbursement documentation before the close of the reimbursement window (mid-January range cited). For the Halloween parade—which missed the application deadline—staff recommended submitting a hardship letter explaining the change of personnel and extenuating circumstances; the council noted the state guidelines state “no exceptions” but said it would forward any hardship communications to their representative for review.

Next steps: Council staff to email grantees, request final documentation, and prepare a hardship letter if an applicant asks the council to pursue one. Members asked staff not to speculate in the minutes about reasons why an applicant missed a deadline and to record only confirmed facts.