At its April 16 meeting, the Town of Hubbardston Council on Aging board reviewed account balances and grant payments, accepted the treasurer's report and approved paying the art instructor for May and a related art show with the expectation the board will seek reimbursement from grant funds when they arrive.

The treasurer reported that the supplies account held $32.04, the council manager services account held $145.46 and the "giving tree" account held $7,744.81. The board was told a Council on Aging formula grant balance was $8,846.42 as of March 31, 2025, though members noted earlier documents showed a $9,135 payment on Oct. 31 and that the board has not yet received a second payment for the current cycle.

"The balance in the supplies account is $32.04," the treasurer said during the report. Board members pressed staff to follow up on the missing second formula-grant payment and asked that records be checked with Ken (Morgan), who handles some grant paperwork.

The board also reviewed a separate art program account tied to a GFA grant. Members were told the GFA grant account had a balance of $150.92 as of April 11, and that a community funds grant supporting an art show and ongoing monthly classes is for $700. Because the art-teacher's regular monthly pay and the art-show expenses will occur before the grant funds arrive, board members moved and seconded a motion "to accept the fact that we're going to pay this lady" for her time; the motion passed with a second and was recorded with no roll-call tally in the minutes.

Board members discussed where to draw funds temporarily. Options mentioned included the gift account (which showed a balance in the minutes) or services accounts; members said receipts from the teacher would be collected and the board would reimburse those expenses from the grant when it is received.

The minutes record an earlier motion, also approved, to accept the secretary's report for the prior meeting and the treasurer's report for this meeting. The meeting adjourned after final business and motions, with adjournment recorded at 7:21 p.m.

Why it matters: formula grants and small program grants fund senior-center programming; delays in state or formula payments can force the center to front expenses and affect how long programs can run without local subsidy.

Next steps noted in the meeting: staff will check on the second formula-grant payment, collect receipts from the art instructor for reimbursement, and the board will use existing gift or services accounts to cover immediate expenses as needed.