The Community Preservation Committee on Thursday unanimously approved a draft letter that reinstated CPC funding for a Hopkinton Housing Authority project that recently came under scrutiny for questionable financial management practices.

The project, for which Town Meeting appropriated $350,000, was halted late last month, when the CPC issued a notice of default on the grant. Concerns were raised about an invoice for project management fees billed to the CPC from a consulting firm owned by HHA executive director Hayley Fetrow. This appeared to be in violation of the town’s procurement policy, as no project management fee was requested in the approved allocation. In response, the HHA held a special meeting on Oct. 30, when Fetrow explained her position and presented email correspondence that took place over two years.

The improvement project for the HHA properties on Davis Road included the completion of ADA-compliant seating areas, shading structures, a covered bus shelter and walkways. The total cost of the project totaled around $193,000, and construction began earlier this year.

At the Nov. 6 CPC meeting, Fetrow reiterated that she had been told upon her hiring in 2023 as executive director that she would be eligible to receive a 10% project consulting fee. She admitted that submitting the invoice from her consulting company was a misstep. It should have been submitted from the Medway Housing Authority, as Fetrow works for the HHA through a management contract arranged between both housing authorities. Fetrow said she voided the invoice after it was questioned.

By the end of that meeting, CPC members agreed in principle that the project should continue because of its public benefit. CPC chair Ken Weismantel said he would draft a letter that would include a budget and additional conditions under which the project could move forward.

Project oversight established

Weismantel presented the letter and budget at a joint hearing, which was attended by four HHA board members and Fetrow.

The budget was prepared jointly by Weismantel and Fetrow. It included $20,000 for the selection, procurement and assembly of patio furniture; $20,000 for the procurement and assembly of a bus stop pergola; $10,000 for the installation of a walkway; and a contingency fee estimated at $36,039.

Fetrow noted that she did independent cost estimates and based the fees on the prevailing wage. She thanked Weismantel for his assistance.

“That to me is a reasonable budget to get this thing completed,” said Weismantel.

HHA board chair Nancy “Punky” Drawe questioned if the walkway installation project would include a way to made the back entrance ADA compliant. Fetrow said that could be “something that we put out there from a design perspective.”

Member Dan Terry questioned why the contingency fee was higher than the remaining project costs. Weismantel explained the $36,039 was “to meet the scope of the project, whatever it costs.”

The letter requests that the HHA board vote to approve the proposed budget recommendations at its next meeting on Nov. 19 and sign a statement to that effect. Town counsel, the town’s procurement department and Land Use administrative assistant Shannon Isaacs had input into the letter, noted Weismantel. Isaacs had brought the questionable invoice to the CPC’s attention.

The letter stated that the project should be completed by July 1, when the new fiscal year starts. The contract was extended to that date.

The HHA board must vote on the equipment it wants and submit its requests to the town’s procurement department. Invoices for work and equipment must be submitted by Fetrow to Isaacs and signed by the project liaison before approval is granted.

Added Weismantel: “We’re looking for your board to be involved with the design so that you’re happy with it at the end of the day.”

Later in the meeting, the committee voted unanimously for vice chair Eric Sonnett to serve as the project liaison.

HHA board member Ilana Casady questioned how the contingency money could be used if it is not spent. Weismantel stressed that the money only could be used for what originally was approved by Town Meeting as part of the project.

“I know it’s been a little bumpy,” added Casady at the end of the hearing. “But both the HHA and the CPC are working together, so it’s good.”

As a result of this situation, Isaacs created a form for awardees to submit to the CPC on a quarterly basis. Details include a project description, progress made and changes to the project since the last quarterly report. The amount allocated and spent to date also would be shown to better keep track of expenditures.

Headstone restoration project progresses

Cemetery Commission chair Linda Kimball told the committee that the consultant previously chosen for headstone restoration work visited Hopkinton last week. She explained that he agreed to complete the job by June 30, 2026.

Kimball said 325 graves where headstones were to be restored were marked with purple ribbons on sticks over the summer. D/2, a biological cleaner that removes environmental pollution, was applied to the headstones. She noted that it takes six months for it to fully activate, but some already have shown marked improvement.

Weismantel pointed out that the Cemetery Commission has about $19,000 left over from a previous grant and is requesting $20,000 for FY 27. He asked if there was “$40,000 worth of headstones that really need the work.” Kimball said she has a 10-page document of headstones that need to be restored at seven cemeteries.

Town Hall limestone analysis proposed

Dave Daltorio, the town engineer/facilities director, described the deterioration of the limestone at the two entrances of Town Hall. The town applied for a CPC grant to have this original limestone restored or repaired.

“Anybody can see that it’s kind of falling apart and cracking,” he said.

The original request was to hire an architect, explained Daltorio. Now he is seeking to hire a historic preservation specialist to determine the town’s options for repair or replacement. Daltorio estimated that this work would cost $25,000, but he said he would confirm the amount the following day.

A future request for the work to be performed likely would be submitted for the following year, depending upon the approval of the Historic District Commission, he added.