welcome everybody to the Monday March 31st Conway joint meeting of the select board Personnel committee and finance committees I'll call the meeting to order first item on the agenda is approve the Amendments for both March
17th and the 24th I look those over meticulous as always thank you Adam so I'll make a motion to vote to approve both meeting minutes of March 17th and 24th uh I will second all in favor I hi no
warrants meetings attended by select Wars Erica uh none since our last uh since the last meeting I was at on the 17th we voted the school budget for the quick school committee meeting on
Thursday night and Shelly fored it to barque great and then I had one uh GC right what we're going to talk about here in a minute all right uh no public um so yeah we can talk about this
unfinished business here uh the final vote of approval for green communities Grant application that's me that is you hi I'm Allison um anybody know everybody know Alison Gage I don't El Campbell hi
Alison G to meet you I'm a planner at the fog um so I have a completed application if you want to take a gander um it's mostly just a numbers game at this point the big question is if um the
town wants to pay for the purchase of the street lights which would cost $5,195 um or include that in the Grant application but there be light we can include that in the Grant application it may make the application less
competitive um I've seen towns include that cost and be awarded the funds um so it's really up to you all if you would want to put it on the town meeting warrant or just request it as a part of the Grant I would say take the risk of
requesting and as part of the grant okay it's a lot of money okay great then I'll do that um that's easy and then um yeah that's up to you too also yeah so so so if
we that would that would make us less competitive if we were if you include it um technically yeah the the program says that they like when towns pay for the street lights as like kind of a match but it's not required okay so it's purely competitive thing and in the
grant scheme of these grants to them I don't think $5,000 like I don't think that's going to make her break it so so you two are suggesting that we put it in the grant put it in okay yeah cuz it's not a lot for them but it is yeah exactly yeah pret me it is but I don't
want us to be less competitive because of it I would did they give us last year town meeting yeah I've seen towns ask for that for funds for to purchase the street lights and be awarded it so it's not like they never do
okay then roll the dice right I feel that way what do you say I say it's a select board boat I did try to see if we could get it out of my grant match but it doesn't it will it w by so you'd have to take it out
free cash or um which is already running no I know so so basically we'd be either so either we're asking for 47,000 for this grant or 42 or 42 and if we ask for the 42 then we have to ask for five to tell me
tell me yeah yeah let's just ask for the grant okay yeah okay um the other budget question so the RTE suggested including a 20% contingency because of tariffs so I
added that in um um and then I didn't include any administrative costs um do you want me to include a line item for Grant Management does that I don't know if that if that's something that you'll be
taking on um or if you would want to hire like a Clerk of the works has that been considered I mean how much administrative work is anticipated with this grant um for the street light conversion it's it'll mostly be the quarterly reporting um and
then whoever's doing like the day-to-day management of RTE and ever source and dealing with them is that something we could potentially expect sustainability committee sustainability committee to I say we give it to Adam and add his hour
yeah this wouldn't start to I'm sorry I forget when we would probably be notified in the fall probably in the fall yeah yeah I feel the sustainability committee could do that I mean quarterly reporting doesn't seemly not at all yeah sustainability is
probably not going to be doing the quarterly reporting they could do all the numbers but I'd probably have to submit so um and I can always yeah um the management of RTE during the process might be a little bit more involved and I don't know much
about it but I see your oh Chris has that down yeah yeah I can definitely has that down in house I think we can probably cover that okay not
can necessary that sounds good and that helps the other question the other section I had highlighted was the Personnel section of who's going to be doing what but I think that answers at all that we can rely on the sustainability committee and um any other questions on it so the
only thing you need for me is this letter oh yes so the notice of intent to purchase yeah um okay so once that's signed we can send it to ever source and ask what are the next steps in terms of you do you want me to um well first the
Board needs to approve me signing the half of the Town um do we want to approve them signing off on the Grant application first sure okay yeah it's not really a question for you it's more for eversource but don't I
just found it very um surprising that we didn't pass the muster for their benefit cost ratio yeah when we're talking about decommissioning half of our inventory I have no idea how calculator
works it is it is strange um I can only imagine that because it's so on their end it's so little electricity yeah that must be why but yeah it's is there anybody we can call and ask we have to kind of be a
n i it sounded like they were going to run the numbers again okay um yeah I'm not sure oh yeah um so I'll make a motion to sign the um town of Conway Grant
application for bringing communities competitive uh grant for the uh street lights all second all in favor hi hi it's been a good project it's a good project yeah and then I think Asheville
is helping to apply in the fall so it'll be a three town dark sky cool nice blindness yeah they're going to they're going to work on the 17 lights they have it great thank you
thank you thanks so much all right and Alison while you're here oh do you want to just authorize me to sign this one uh yes can I see this sorry um I'll make a motion to authorize veronique to sign the letter that serves
notice that we have decided to proceed with the uh street light system program I'll second all in favor hi I thank you um yeah and while Allison's here uh on new business that first item is the
discussion and possible vote on the MVP uh 26 application where we uh originally were talking about um flood management around the uh covered bridge and a little um I guess
that's North or west of it towards Ashfield and um as was discussed during that meeting we did have a sort of buyin from the manuels uh for their property so we're pivoting
to to um the man well property and Allison if you had anything further you wanted to mention on that no um yes so moving forward with design and permitting for flood plane lowering on that site um and then I think the
engineers are putting in some tasks to do more Outreach and model around that uh site Upstream of the covered bridge to see if there's anything that could be done on the town own Parcels um and then the burog has been working with the planning board for the past five or so
years on a river quarter overlay zoning district and we're getting close to being done with that um and we had applied for funding to finish it with thank you with um a community planning Grant from the EA and we applied for that back in August and still haven't
heard so we're incorporating those tasks into the MBP Grant um so in year one to work with the planning board do a lot of education and Outreach um and hopefully bring that to town meeting next year excellent that's pretty much the
full scope this it right here this is on it right what are you looking for is there something to sign I'm sorry there's nothing to know oh okay got it no I was just going to I was just going to you guys already did the grant authorization I was just going to exit out and put that were pivoting to
Manuel River quter and that was it yeah yeah so I'll make a motion to um vote to approve the MVP Grant pivot to the Manuel
property and possibly the um town-owned property as well all second all in favor I hi see showing up to meetings does make a difference did we did we have an estimate I think originally it was
300,000 for that Grant yeah I think it'll come in around there um I can't remember what it was well that sounds right for two years looks like you have a quum if you want open yeah I make a motion to call
the order second I make a motion to approve the committee meeting minutes so March 24th as presented second all in favor thank you you so much we're quick here yeah have a good night too thanks for all
your work on yeah of course thanks for fingers crossed for both yeah okay um so we don't have Source pass yet no I told them 6:30 but we do have Phil so we can go to the
bottom of new business Co and discussion and vote to authorize The Taking of any further actions to effectuate gez big words therez apologies and accomplish the purposes of the two life path grants as set forth in the grant applications
Grant award letters all documents associate with the same um so a couple things when I was here uh last Monday you all signed
uh a document that was uh an appc authorization to apply for the grant and that policy was actually enacted after I applied for the grant um but not that that matters the but the um and then during the week
veronique um you were like go ahead and sign go ahead and sign the grant after the committee voted for it um and yes no go ahead you can finish chewing go ahead no I I was just going to say yes so the based on what Town
Council had said that Massa motion could meet vote to accept the Grant and vote to authorize somebody to sign to accept the right and I and I sent you all the minutes that showed that on Thursday we did that um but
uh I didn't I still didn't know whether it was like completely Kosher for me to have signed the Grant on the select board's behalf because you never actually took a vote for me to do that um so that that was one and then the
second one is um the Masson motion um voted to recommend a project coordinator for each project and to uh we wanted you to vote that as well and then the two things that have happened with regard to
this grant since we last since I last spoke to you there is a countywide grant Administration meeting on this and um what I had not realized thoroughly is that all of the grant monies are from private Foundation none of this is
taxpayer money this is all from 32 Health Foundation which is the philanthropic arm of Pilgrim Harvard healthc care and toughs healthc care that's what they call themselves and um
I deal with them every day I didn't know Phil philanthropic one a little bit but yeah um well it's one of the organization yeah yes I guess that's true so um life path is the grand steering committee on their behalf here
so um and in in the meeting life path begged us to spend as much money as we possibly could by July 1st um because that's going to influence what the fall Grant amounts are going to
be from this Foundation I thought the grants were both like three grand yes and of that three grand and this applies to all the people that re all the organizations that receive grants they put the pressure on to try to the grant term goes for a year spend spend this
fiscal year um and then I received a phone call from um a representative of 32 Health Foundation saying that in particular they uh have their eyes on the driving program that one of their missions is in
in these grant that they put out is to reduce health care costs um and they see that driving program as something that can reduce n if you can keep people in their homes that would otherwise have to go to nursing homes and that's a multi
100,000 annual expense um then that's something that is really really they're really interested in um and that if we can do a good job with this program they could attempt to roll that out Statewide or at least in some of the larger cities and larger towns
that really have the infrastructure to support a program like this do we know if Ubers would even come to Conway uers come to Conway if you want to pay them to drive from Northampton so it's $30 to go come to
your front door okay so $30 to even start Club yeah yeah so um but so that's that those are the two bits of information a that they and that um we're going to be invited to apply
for additional funding in the fall for that program in particular and that if between them that we can demonstrate that somebody actually gave up their car and use this program instead of
going to a nursing home then that would unlock other avenues of funding not just philanthropic but from the health maintenance groups themselves so what aren't they going to go for bigger areas that have more volume I me first they're going to go for a program that exists
and to try to support that so that it's something a model that they can then roll out elsewhere um so those are the two things that to new that um okay yeah so that's what we want a vote saying yes sign the
grants on our behalf and a vote to nominate the program project project coordinator for each one that was recommended by the committee unless you have a better idea no I was just making sure it wasn't voted by the committee because that
would enact a huge issue of multiple things needing to be done to actually make that happen it's a lot smoother to go through the select board yeah that's what we did it was okay it was just a recommendation yeah the terminology was uh in Artful but I didn't compose the
minutes got it um but yeah uh we didn't we didn't yeah the whole thing was to recommend yeah I found or uh this is this is what would have to happen just so everybody's aware if you went through a vote in a committee cuz this is pretty wild if
you're appointed official on a committee um you have to be all of these things a special Municipal Employee make disclosure to the town clerk be approved by select board and have a town meing vote to approve the
appointment yeah all those things would have to be done but a vote with the select board is just a vote with select board and the town policy has always been committee's forward recommendations and to avoid that that was that was the
intent and George for here God bless him he does the minutes but and he did his best what are the tasks of the administrators for each Grant right we I feel like go ahead I mean this is like a paid position isn't that something that
we should like post yes and that's the other thing coun said it needs to be advertised yes we have to advertise that as a new position two position I mean it's a paid position but it's not town paying it and it's like but if the funds are coming to
the town then technically coming through the town so it's a town position it's going to be a town I mean I mean like anyone is going to be have to they have to be on town payroll basically we're going to be set up as a town employee right that's it works is there a length of how long it needs to be
posted you know I believe the Personnel handbook is silent on that on how long so we could like post it immediately and establish our own say like post it for 10 days I I'd have to oh wait a minute I have it right in front of me are the grants in
Jeopardy if we don't have the appointed I think they just had to be approved right yeah the the P all the paperwork um the the first vote about authorizing me to sign on behalf of the select board then I can submit all the paperwork tomorrow the funding is supposed to be
released tomorrow um okay um and then we can await the outcome of whatever we need to await but obviously this sooner we can get started yeah the better for everybody cuz the idea is the sooner we show results by July 1st is April I mean
I would say ER on the side of caution and post positions um I'm good with moving forward on voting for the grants or fil to sign the grants but um to air on the side of caution post the post uh
coordinator positions yeah I mean so we we need a job description for that like how quickly could we get well that's that gets to what Elaine was asking about tasks yeah we're going to need some detailed tasks to have I did um at
your request I I forward it to you I did not forward to the select board but I'm doing that right now um the detailed uh um list of what all the tasks are for each position is this position paid
hourly or it's stien and it's it will be grossly underpaid so it's stien from now until July 1st or no it the next the grant term I believe goes until the end of
April next year um so just so you're aware I did have a conversation um with Town Council um treasur and and we we're definitely going to have to have a checklist for everything that
happens I have not had time to check with Maya about this so that's like a big thing that I've got to do tomorrow but um every driver is going to have to be Cory checked their license record is going to have to be checked they're going to have to have we're going to have to have certification of
the proper insurance and vehicle inspections um so and and we talked about all this too yeah so they just drivers have to provide that information and the coordinator has to certify that that's right so whoever's doing the position just you we'll have the
checklist and we'll have to just you know and and the idea was the the what idea what I had wrote I believe in the grant proposal was that we coordinate with the police chief the grant the project coordinator will be doing the checklist while the police chief also
into uh inspect each vehicle for potential shop sharp objects and safety for you know all that stuff like it can't be there can't be a broken seat with a sharp like whatever so is prepared to do those spoken with him
about it I don't know um yeah yeah and he's it's not going to be a whole you know it's not going to be might be like three people who volunteered to drive so it's probably not going to be like so I did send each of you the the grant Administration instructions it's
uh so the drivers are fully volunteer they don't get paid the the drivers will get paid will be reimbursed the IRS rate for their mileage oh right the Riders will then get build um 50 cents per
mile um which would then that money would go back into the program to extend the life of the program so as far as moving forward we could vote to move forward with the Grant I feel like within the next 244 8
hours we could probably come up with a solid job description recognizing that like well it's a basic Grant administrator with yeah and then some of those those very specific details about what that checklist looks like that we could work
out later but we could at least you know just for the sake of due diligence post the position assuming I have that um figured out with Maya but yes there should be my is our insurance company yes yeah I think that's going to be the big yes
that was yeah so could we vote to move forward pending pending the approval of our our insurance I mean if they come back and say this is a noo then that's we just have to go back to the drawing board but right right and I don't I have no clue
if they would or not um Town Council did say that she thought there were other towns that are doing this kind of program so if they already are but you're kind of intimating that there aren't any programs out there like this we were told we were told by the furog engineer that came to our committee right before she went out and met you
and Ron at a culbert um pan Pro yeah yeah that other towns have that she's aware of other towns that have done this and that the problem always was there was a small Cadre of volunteers doing it
um the program usually and they ended up it ended up just getting burned out or whatever town you know that basically doing this at very little pay and etc etc um so that's but she did say that
she was aware of she's been doing transportation for fock for like 20 years she she was aware of other towns that have tried it and have done it I'm just curious have have you done the math in terms of how much um drivers will be
paid versus how much is coming in and how long you know how many rides that might equate or how many miles you know what I mean and you know that to an extent I mean it it if it's what the current IRS rate is what 7
70 70 cents 70 cents per mile um you know it's it's first of all it's up to the driver to say yes no no driver made to you know made the the project coordinator receives the call from the rider then calls up the eligible driver
tries to make a match and um um so the the longer the distance of the drive the less that would you know it's so but if it's close by you know you know know the one person that would like rides to the food bank I know the other
person um that wants rides to the senior centers um uh that wants a there's a couple of people that have said they want rides to the Hadley shopping centers um and that sort of thing is you know there's 10 12 miles
whatever so it that that would it would last a lot longer um uh but you know and that's why when I was here last time I you know I said we really wanted to focus the effort and to be able to say you know no or or
especially to steer people towards F frta if all they want to do was go to the Big Y to try to get them to go on Thursdays when F frta takes them um or if they want to go at a medical appointment you say no call up F frta will come and get you it's 24 hours
notice Etc um and but the the idea really was to to focus on those seniors that really have been told by the doctor they can't drive anymore or um and they're still driving because they know
that as soon as soon as they stop that they have to go to the nursing home that's really and we know that there's every year there's a few people that go into that status um and the idea was really for that um and so so the initial
when I was here even as recently as last week we were like I wanted to like sort of husband the resources to the extent possible so that the program is available for those who so desperately need it those people now now we're being told now I'm being told by the foundation to go for
it and there be there'll be more money in the fall um so I hope it works out cuz we'll all be there soon right right um so what what I'll say is I I'm going to I'll make a motion um with the you
know obvious background of Maya needs to approve Insurance um uh Maya our insurance company needs to approve what we're doing here and that we oppose the coordinator position um as well but I'll
go ahead and make a motion to have um to allow Phil caner on behalf of mass and motion h friendly Conway committee to sign the Grant application the grant for both life path agent dementia friendly
Community Grant programs uh one the housing and one the transport and that was the grant award the grant payment request letter and the grant pay uh the grant payment
request the grant payment schedule as stated yeah uh second all in favor I I I okay all right and then yeah I mean Maya is the big thing I don't think that as Erica said that the um job description
needs to be anything crazy just a couple lines put it out there and we'll see right so I had mentioned something about maybe putting something in the to explain what the options are and Phil I I like your idea if what you did was you write an article about this these
grants that you could also include the options for fura you know just in other words and I know that I know that a lot of that has been in the um Council on Aging updates every month but I just think highlighting it in one area would be really fer is now actually
advertising in the current and they it is an informational advertisement you want to take a look at at it's on the last page it's like the last ad paid advertisement really it's a paragraph so um good if you think I should add something to just take a look at that and then if you think I should
add something I just think it's helpful if it's all going to be in one place for seniors to look and see okay this is a new program we're going to try to start and here are your other options if you were unaware all right great is this for you or is this for Phil
both cuz I would submit that with the grant papers tomorrow right oh well I just learned how to scan oh yeah cool yeah there you go fine cool I showed I showed her how to scan from your phone oh from notes life
changing oh I need that yeah if you go in notes you just do a technology Workshop there's a camera at the bottom you hit that camera it says scan document and just put it over and scans it for you automatically no way yeah y i I've done it twice tonight
already thank you all right all right thank you Phil yay all right so we have Source pass here yep and I'm going to make Dennis and Mike our co-host so they can share
screen and um so I just wanted to give a quick background um before we um have have uh Mike and Dennis present so as you know I've been kind of looking at all different it
vendors for a while now so um we've been working a lot with Source pass they have been incredibly responsive to the things that the town needs um and is looking to do um and when we when I went into this
process all Avengers I spoke with the two main concerns that I brought up were one making sure that we um if God forbid something happens we can retrieve our data immediately like it's someplace secure and so yeah so that we we know we
can get it back and two um for the customer experience dealing with like a ticketing system that kind of thing um just sort of the interface so um with that with that very quick introduction so we have Dennis white and Mike Loro
here from Source pass and they're going to give us a quick sort of overview of um you're you're both still muted just so you know um of of what their proposals are for us um and then how their Quest
platform works and we can and we can review the budget too I have that up thank you guys for joining yeah thank you everybody uh appreciate the time this evening nice to see everybody uh as ver neque pointed out my name is Michael L I'm the VP of
uh Solutions engineering here sours P joined by our sales executive Dennis white so thank you very much for the time this evening uh before we get into the proposal I'm going to address uh something bar shared with us and it's really about the customer experience um
you know with a lot of it providers they they they want you to work a certain way and requesting support from their organization when you have an issue or when a need arises uh one thing that Source pass has developed is a platform that we Called Quest
uh it's an online platform to allow you to obtain information about your environment and a lot of information about the customer experience with regards to submitting tickets and being able to track that information uh it's an alternative way to another way which we also support which is still being
able to pick up the phone and reach us 24 hours a day 7 days a week uh we also can reply to emails like any other organization would but this gives you another option so I'm going to go ahead and take a moment to uh share my screen real quick and give you a quick overview of what that looks
like does he have [Music] per can everybody see that all right yes all right great I am uh a definitely a zoom newbie as they say so appreciate
it um so one thing I'd like to point out is this platform is accessible via the web it's also accessible via an iPhone or an Android device so there we have mobile apps for this as well uh the first screen you'll see right now is really just giving you some metrics regarding uh your environment and the
service experience this is demo data so please don't hold any of this data against me uh but what you see is a quick snapshot of the overall service statistics within your environment now one key thing to point out here is you'll see that it's branded as Quest we will brand that as the town of Conway so
it feels more like a Conway application on as opposed to just a bolt-on from a provider uh you'll see a satisfaction score that's indicative of the fact that we send out survey results after every ticket that we work on because we want to get the customer feedback about how
their experience was in dealing with that ticket or issue or when they contact us we want everybody to give their feedback so we can react accordingly we'll track your tickets over time uh via these charts and then most importantly we're completely
transparent with our service me metrics meaning that we track things like acknowledgement time response times and resolution times this ensures that everybody's having a good experience in that if necessary we can have constructive conversations about when we may slip up or when we can work together
to improve the experience for everybody so you can see that we track the response times we track the ticket categories uh we use itel standards with tracking ticket categor so we like to understand what type of tickets or issues are going on in the environment
whether that's a security alert or someone's computer's not working correctly so we like to track all those metrics we also track percentage of time spent on each ticket status uh nice to know hey if I have 10 tickets 50% of those tickets are in progress maybe 20%
of those tickets are in the queue uh 10% of the tickets are new Etc and then lastly we track tickets based on other metrics like the top user who submitted tickets and then the top devices we also look for correlation so in this example
maybe Bruce test has put in 67 percentage of the tickets and maybe Bruce's device also has a direct correlation here that his device has the most tickets what this means and we can be more proactive to say hey maybe Bruce's computer's a little bit older
maybe it's slated to be replaced is there anything we can do to try to get those issues resolved in a more timely manner it allows for planning and budgeting in the future as well uh maybe the town was planning to replace 50% of their computers next year but Bruce wasn't on that list well maybe we should
have Bruce to that list to go ahead and get take care of most problems can I ask you a question please so you're tracking the physical inventory of town-owned Hardware so if I am using my personal iPhone and I don't I'm a like board it's
like my personal iPhone it's not issued by the town you're not going to track that device right I mean I'm you might know know that I've submitted a ticket because somehow I can't get my email on my phone anymore but it's not like you're not going to you won't know that that's an issue with that particular device correct that is correct so in the
uh devices and the issues and also the inventory which we track which we'll get to a little bit later um we we put our agents our software to help protect those devices only on company and business issu devices meaning that while you can still if you would like to it's
your preference download the application to be able to submit tickets will not track or pull any other data or metrics strictly input driven just as if you went to a website and filled out a form and then lastly we track things like employees onboard and offboard to
be quite clear uh Frank I don't see a lot of value here it's a town you guys don't churn a lot of employees I'm sure uh but that's one thing that we track as well any questions on that that's just the overall service metrics no if the town does a project
with us like we propose um you'll also be able to track the status of those projects where they are along the project timeline what phase they are in uh any corresponding billing information will be all tracked from this project report as well so you'll be able to get
your project manager on there uh and all the details of the project and any corresponding billing records that or associated with it and then security report uh we put a lot of security tools in place in your environment we'll go through some of those in a bit um what we do is we look
at all of that data coming in from all those different tools and we give you a nice little dashboard that gives you a security score that's based on a lot of different metrics so it's a nice quick easy way to sort of get a quick uh glance at what your overall security
posture is within the environment we track things like security awareness trainings completed any security related tickets that have been opened or closed and then we trend line that out to see how your score is doing over time uh ideally you want to see the score improve not get worse uh but we track
all the security information uh we will do all the patching for your environment we track those patches uh we report on any scheduled rebooting that may may need to take place as a result of that um and then we track unpatched vulner abilities within the environment again
one of those items that should look really low uh in terms of available or unpatch vulnerabilities and then we track High user risk Trends so uh these Trends are being pulled from a bunch of different metrics so for example if you
have a user that uh logged in from Conway uh at 6:42 p.m. on a Monday and then for some reason we saw an attempted login from that user at 649 p.m from Boston we would flag that that would
look nefarious and we'll track that as part of the high user risk Trend what that allows us to do is say in this example uh Catherine being one of the top atrisk users that allow us to have a conversation with Katherine and say hey Katherine let's understand what you're doing here's some things that we've
noticed from a security perspective you should look out for and what it does is us trying to be proactive to prevent any uh security related incidents from within the environment and then much like uh top devices that have had issue we track top
app risk devices and then recent security tickets so in some these screens are really just reporting and dashboard metrics uh that give you a quick snapshot of overall uh posture within the environment from a project service and security
perspective where we see a lot of the value is in tickets so much like I had alluded to earlier uh users will be able to submit a ticket by uh sending us an email they can call us 24/7 and speak to a technician who will open a ticket on
their behalf and then you can also submit a ticket from this Quest platform so I will quickly go through and this is what the tickets look like you'll see a list of your tickets that you've put in here so as a user you'll be able to see your tickets so uh any tickets that you
put in you'll be able to just see that they were entered you can click on those tickets um and then get the detailed conversation view of those tickets and it will also allow you to update and open or close tickets so you can see
it's very much uh there I say iPhone esque with the chat right looks like chat bubbles um you can put your ticket notes in here you can update your ticket and send it what I also like is it shows you the last time the ticket was updated how long it's been opened uh and who the
users are associated with that ticket if you've had a long ticket meaning that there's it's a quite complex issue and there's been some back and forth and there's been a lot of work uh one of the big one of the big things we've received feedback from customers
on is hey this is great but if I ever want to quick glance at where a ticket is I don't really want to read through 57 messages to get an idea where that ticket stands uh there's a little button up here and we use AI summarization and it will give you a quick quick summary about what the ticket is uh about and
when the last time it's been updated and where it stands so this is what a ticket looks like uh in here and you can easily uh update it or close the ticket if it's a previously closed ticket you have the ability to reopen the ticket and it's really nice because you can track your
tickets and get snapshot at any point where you are along in that ticket Journey without having to pick up the phone or send us an email any any questions on any of that so far so good am I all with you yeah y perfect uh the easiest way to
create a new ticket is click on the new ticket button we do this based on form and categories we try to guide the user through a process of entering a ticket depending on the category uh if you don't know you can always click other and figure it out uh and just put in a
generic ticket but we guide you through the process uh if you have an access issue for a login or password you can simply click this um what's nice too is you can also uh search for issues if if you're someone who likes to kind of be Hands-On and do things yourself
sometimes you can search um an issue that has been previously created for your environment or it will search a knowledge base so I typed in teams and I could click on this article it says troubleshooting teams and then it's sort of that uh uh self-sufficient get the
answer to your question right away um but you're not obligated to do that at any point you can just open the ticket and then I'm going to click other to create here and I'm going to click create a ticket and there going to be custom forms here depending on the category I just simply select a general
one you can describe the summary issue and a description of the issue you have an attachment you can choose an attachment and then if you want to open up a ticket on someone's behalf maybe they're a little uncomfortable or they don't use the platform and you're giving uh uh John Smith a hand opening his
ticket uh you can actually click the directory it will live search all of the users within your environment and you can open up a ticket on their behalf and then you would simply click submit and then it would open the ticket and it would now be listed in your ticket view
here what's the typical time between when a ticket is created and when the user that created the ticket is um contacted by an ittech uh it really depends on the the nature and the scope of the issue uh it's relatively quick we have what we
call a um a rapid response team those individuals are assigned the quick hit easy tickets but also the very high extremely urgent Priority tickets uh you can even select the urgency on one of the tickets on the form uh if they see it as urgent they'll reach out uh very
quickly uh the stated SLA which you know the only good SLA is the one that's good enough is what I say is 30 minutes um but if it's a high priority ISO we're going to get on it right away future state of this platform as in by the end
of next quarter we're also going to have a live chat feature directly from this platform so you'll be able to live chat with a technician in real time uh that's in testing right now the technical stuff is done we're sort of putting a button on the operational aspects uh but you'll
be able to live chat from a technician right within the platform as well are you going to track TR your metrics as far as the ticketing system from time of creation of ticket to the first response to the closure of the ticket yeah we do um and in fact um
that's where this screen will come in and I apologize because they don't assign me enough resources to the demo as the live environment but uh it's so it's loading but yeah it will show you uh the acknowledgement time how long it took us to acknowledge a ticket the response time and the total resolution
time of that ticket um and that can be done by ticket it can be done over a time frame like last 12 Days 12 weeks 12 months Etc so that's our way of being transparent so we don't hide behind the curtain you can see all the same data that we can see um on those
metrics thank you we also have a knowledge base and what I like about this is is we put articles in here they're prepopulated with how to use the platform um but as you submit tickets this is all for just your environment
and you may even have the ability to add stuff to the knowledge Bas so maybe there's a typical operational procedure you want to standardize on and you want to have an article on uh heck maybe you want to post a zoom link meeting in this platform so now only authorized users
can log into the quest platform and they can have the zoom link for this meeting rather than going through email all the time uh you can create your own knowledge based articles within this platform and it's all secured and it's all only for just your environment so a complete knowledge base for you and your
organization to use as you see fit I won't go into too much on this but we have a whole billable uh billing an order section uh we'll show you any quotes if you order any hardware from us um quotes become an order uh if you have an order you can click into the order uh
say for example you order a couple workstations and you want to see where at or what the order is it will show you the order status if it's been shipped it will include a tracking number and then those orders once completed become invoices invoices here will show you all
your invoices for uh the monthly agreement as well as any Project based work or is any um Hardware purchases Etc so at any point you can go into the billing section uh in view any invoices what would be and I will say sorry what
would be the benefit of ordering hardware and or software through Source pass is there industry discounts yeah I mean so we're partners with all the major reputable Hardware manufacturers the dell and the
microsofts and the Lenovo of the world uh so we get very very good pricing and because we're not a a value added reseller or a VAR uh we don't stay in business by making money on hardware for a services-based organization a people organization so uh we we pass on a lot
of those cost savings uh especially for our municipalities and towns and not for profits uh so we're very competitive with Hardware pricing uh so we offer really good rates if there's ever a point which you're just soliciting for bid for Hardware we'll give you our best
quote and if you come back and say can you do a little better or hey I got a better price you know no harm no foul you're not obligated to buy technology Hardware through us uh we like it only for the fact that we don't want to be the organization that says hey you
bought this computer somewhere else and now there's a problem with the hardware you got to go to the manufacturer for the warranty and we don't have a really a leg to stand on uh will certainly help with that but because we have these solid relationships it's much easier uh but we're competitive with all of our
Hardware pricing same goes for licensing um one thing to point out too uh I've showed you a lot of the sections on billing and service and support this is all based on permissions meaning that um there's some permissions you may have the permissions to see billing you may
not have the permissions to see billing so it's all based on what we call role-based access controls so just because I'm showing you all those features doesn't mean everybody would have these features where you don't want everybody to have access to bill um so you'll have the appropriate access
accordingly to the environment um and then lastly I'll say we have a thing called Communications here this is sort of like a built-in messaging uh if you ever get an update on your ticket you can see the little bell icon it will show you a notification uh you can also from within
the platform send out a broadcast notification to all users and then lastly what I like is you can create a banner notification so right up at the top here in this blue bar you could post a banner a banner may say hey in town hall we're doing a fire alarm test today
it's only a test please don't run out of the building right or don't forget about you know this month's uh Zoom meeting for the town meeting you can post that as a banner up here too so you can create broadcast messages and Banners right from the platform as
well any questions on this or anything curious about what I've said so far I wanted to do a quick overview of this trying to be respectful of everybody's time as well uh I mean I don't want to interrupt you I have plenty of questions but if you have more to show can wait till the
end were you um that was sorry go ahead I was going to say that that's really it for the platform I'm I'm happy to do a deeper dive um at a later Point too or just answer any questions if you
want now on the platform um before we get into the rest of the stuff no I I mean I'm ready to get into the rest of the stuff yeah no i' I've seen the demo before yeah so I'm good okay great all right thanks Mike uh I'm going
to go ahead and share my screen here for the next portion of today's presentation just give me one second here excellent let me know if everybody can see my screen yep awesome if there's a way to zoom in a little bit that'd be great or
expand yeah of course it's it's oh I didn't just right there we go that's that for everybody there you go awesome so you know kind of piggybacking on Mike talking about our Quest platform a little bit um you know Quest is
something that is a key differentiator with Source pass and that being that it is our proprietary platform right there's other it providers out there there might have a portal if you will into ticket data they might give you a glimpse on satisfaction scores from time
to time but Source passes really created to kind of fill a niche in the market for it providers and that was you know the small MSP that knows your name knows your infrastructure right gives you that intimate experience um but they can be somewhat exhausted easily right or maybe
they don't have the Personnel to be on site during a critical issue right adversely on the other end of the spectrum there's the 900lb elephants in the room the giant providers we all know their names right you're never going to exhaust them as a resource during critical outages right but you know
they're 10,000 person health desk he going to kind of make the town feel a little bit like a number right client number 4,01 so sourp is created to kind of give the best of both worlds without giving any of the negative it's kind of a hybrid like uh solution provider if you
will and just with the quest platform is an example right we tried to make that as client focused as possible because what we're trying to do is make sure that gives full level of transparency kind of bringing your report card after school kind of a mantra there um and we
have 20 software developers at our company of our 550 employees that are working on Quest every day trying to make it better uh Mike alluded a little bit to our chat instant chat uh feature of quest that'll be our fourth way of communication email phone Quest portal
itself and the instant chat feature for for your end users to get help over through Source paths so we're constantly making changes on a given day uh going through it and if that was something we use like a third party type portal system you know we wouldn't be able to
hear what changes that you want to see um from recommendations uh I I have a client that you know asked me to you know hey it's really difficult I have six office locations on the director of it I need to get this information on the go and sure enough just last year we
were able to provide it uh towards Android and iPhones mobile app so this is just an example kind of how we're growing this application evergo based on what our customers are off are suggesting helps them them with uh managing that transparency
so kind of getting into it you know Source pass says a lot of things that are a little different than most it providers um one of which is kind of eliminating the noise um you know a lot of Provider i' I've got about 7 years in the industry and through my portfolio of
companies I've worked for there's different ways you can solution for it support right there's things based on a per model of devices workstations app after hours uh you know uh levels of blocks of tickets right per ticket type
situations and at the end of the day um I've kind of had experience through all of them was you know at the end of every month you've got to kind of true up right where there's maybe you win a few tickets over it's kind of Peaks and valleys of invoicing on a day-to- day
and I came to SCE pass because I feel that pain for my clients I said you know it just doesn't make sense uh to keep doing that every month uh because it's becomes a point of contention right and there's those Peaks and valys like I said before so Source pass does this entirely different we base it on the
amount of users right we don't care how many laptops how many desktops you have uh how many company or you know Town issued phones you have Etc we base it on how many people were at the office holiday party last year that's the main number that we go off of um and we
provide unlimited uh remote support 247 365 weekends don't be ashamed to call us and then we provide unlimited onsite it support so we're at of that's I'm sorry to interrupt you but that's where I want to get into um I
obviously like we're already sold on you guys but I do want to get into the nitty-gritty here um so starting from the top there the remote it support so what is what do you use for remote access is a team viewer or is it through
your proprietary Quest so yeah I I can grabb I can grab that one so we use a uh we use a program called uh a program called uh it's a rmm program by a company called connectwise what that does is we put our agents on
all of the pounds devices uh that allows us to remote into the device it allows us to monitor the health of the device it also allows us to patch the device and deliver our security tools all from this agent it's a little piece of software that gets installed we use the
pro yes so that's great but okay so big the one the big thing for me and I'm sorry if I'm kind of uh taking over here but the on-site support um one like where are you all located again so we have an
office in Pittsfield and eastampton okay East Hampton so that's a background of the East Hampton office it's virtual but that's Massachusetts answer that that was the main question you know obviously you can do remote it support with software but when it comes to the
hardware um how does that how does that work just through the ticking system again yeah so if well we're going to DET the monitoring agent's going to look at all the health of the devices if we get a negative condition we'll get an automatic report on that if we determine
that the issue can't be resolved remotely we'll go on site to fix the issue okay um goad so is that even like you know say we get a new police chief who's not very check saavy
and he literally doesn't know how to get his email on his iPhone like is that you like will you come meet this person personally to like get them set up if would they can't you know just do what they can't follow the instructions
remotely correct nothing against our police chief I know that he's he's fine but but I'm just you know yes the answer is yes we dispatch either from the Pittsfield office or the eastampton office yep okay um and I'm sorry we're not going through
each one we are kind of pressed time so what about authentication like twep is there like an OCTA authentication Tool uh do you have anything in place for that yeah so um depends on what side but
the answer is yes uh for a regular user for a user of the town logging into the systems um they will log in with the email address and password and they'll also have uh multiactor so a second step of authentication uh usually that's by
way of the Microsoft authenticator app which is free which just goes on a cell phone um and it can go on any phone that you wish uh whether that's a a town phone or a personal phone I happen to have three of them three applications on
my phone uh what that does is it detects if you're first logging in from a new site for the first time it's just going to prompt a message on your phone to confirm that that's and is it um location uh enabled
so it'll say hey it looks like you're near Northampton or you're near Conway correct so part of the project that we would do in the which I'm I'm sure you've reviewed too is is migrating from the on premises server to the data to Microsoft land we're going to put in
uh uh best practices from security so what we're going to do is work with you to apply what's called Geo restrictions so um it says hey if if if you're logging in from you know Massachusetts we can only allow logins from
Massachusetts or we can log in uh from this state or that state we have the ability to tailor that whatever works best for your business most people start off with Say Hey I want to have uh logins available for all of the US but not overseas um and then we can actually
apply different policies that say if it's outside of a certain time frame Etc so there's there's no end to what we can do from a security practice on that we'll work directly with you as part of this project to understand how tight or
loose we want those controls to be for Microsoft what all applications do we get I'm not a huge fan of Zoom i' much rather use teams so you're LIC yeah so yeah I'm trying to see are we licensed for teams are we licensed for
PowerPoint word Outlook obviously is team something and make that like to replace Zoom for our public meetings with that that I don't know that I'd love to have an alter you have to have you have to all of them you have to have
teams to get into it so okay so it wouldn't work for public you can can you access teams through a browser I don't think so can you you can yes so the licenses that we're including uh with this project everybody will be entitled to the full office suite so word excel
PowerPoint teams um Etc um you can run those directly installable on a a company issued device or you can run them from the web um so however your preference is that does include teams you can switch if you would like from
Zoom to teams and then if users want to join your meetings uh they'll get a teams link just like they get a zoom link and if they don't have teams installed on their computer they can launch it just from a web browser just like I'm doing with this Zoom meeting right now and you know you can create
teams within teams so you can have the individual committees on each in an individual oh cool okay link to the meetings on each as well it's not as EAS yeah we can advise on the best practices for that too so for example you could have a finance team with different
channels under that team so maybe there's the uh Public Safety finance committee and maybe there's the uh DPW finance committee you can organize it in that manner and then apply the appropriate permissions for those users who should have access what so what in
terms of the public if the public wanted to join this team's meeting how would that work they would get a link they would join if just like we just like the public has a zoom link it would be a teams link it would just be the same link every time yeah I always join from the browser I never install Zoom
yeah um okay so I see in your quote uh using one drive you know cloudbase for backups uh is there a size limitation without them uh the the defaul size limit is 50
gig mailbox with 50 gig archive for user uh so it will automatically archive per user uh that's just for the email in addition each user is given a one terte one drive uh storage repository uh the
backups will backup all of that data there is no time or data size retention with that backup meaning that we will everything we back up within Microsoft will be unlimited retention both from a size and time perspective how many email
accounts are available if we needed to add more emails is there a cost to that there is a cost uh the cost depends on what exactly you need because there's certain ways we can do it so for example
if it's an alias meaning that you want uh rather than having your first initial last name and you want somebody to also receive email at DPW they can make it Alias of a licensed mailbox which means it doesn't cost you anything uh if they want a specific
mailbox uh we could create uh we could buy a business basic account with the add-on security so it's really just giving them that email functionality without all of the other stuff if they don't need it so there are cost effective ways to get that stuff accomplished it's just hard for me to
say it depends on the need we that's the type of stuff that if you look on the screen you see the word strategic adviser uh they're really their your technical lead for the organization uh they'll have these types of discussions with the town about options and the most costeffective way to accomplish these
things and the best way to move forward do we what are we pay now for Zoom for like professional license oh um we have two of them it's like $31 $32 a month for for each no no oh just okay all right so so it wouldn't be significant
savings if we got rid of no no it wouldn't it wouldn't um Mike and Dennis should I switch over to our town um budget so I can run through that real quick with the okay so I'll absolutely I'll share screen then and I'll uh give
you the com here yeah as a follow-up if anybody has follow-up questions um I'll put my uh uh I can put my email in the chat um and you can feel free I'd be happy to answer any followup questions as well oops let
me see how there we go that's what I wanted okay so I just wanted to run this through um finance and the S board to show you the numbers for all of this um looking at the breakout here well first I want to to make sure that it's clear that
there were two proposals here one of them is for you know annual managed service provider fees and uh Dennis I might jump in if I say something incorrectly and the other one is a one-time project fee to migrate us over
so um firm Source P into Microsoft into the yeah yeah right so we're talking about two different things here so I'm just going over what would be in the general fund budget okay there there are two recurring fees in the one time I know
there are so I'm getting there okay all right I'm getting one of them is is the Microsoft licenses yeah one one's the security the The Cisco license yeah Bernie may I sure um guys the I what I
saw was the um the full-blown you know Microsoft Suite with the desktop apps but there are number of mailboxes I don't want to call them ad hoc but these sort of come and go and up to now they've been using or you know the kiosk accounts so I didn't see an accounting
for that on the proposal so those just were those are those email addresses I'm sorry are those accounts people are just using like town of Conway email but they're not necessarily
using like the rest of the stuff they're micros they're it's a it's the minimal Microsoft 365 mailbox account it it doesn't even let you use exchange you've got to use um or outb you've got to use a web view
on it but there are a significant number of those I'd have to look at an invoice to tell you how many but might be possible there's 15 of them around around there or more it could be I think I think you guys had that latest invoice
that which listed all of the accounts so I guess the question is just making sure that you kind of equated that in the yeah because the the full-blown accounts are like $23 a month if without putting a calculator to it uh but these kiosk
accounts are like you know $3 a month or thereabouts so I'm just I I don't want you to be surprised yeah that's all yeah so the thought there is that every user has one of these licenses and we
can assign um different aliases to that user so from a security best practice standpoint you want everything associated with an actual user and then you can assign as many email aliases to that user as you see fit now if there is
a email box that is for a user that doesn't have a license that's where you would get into sort of those other osk mailboxes and basic mailboxes but the thought is with everybody having uh a license assigned to them they can create
unlimited aliases and unlimited shared mailboxes for free so if we license everybody with that license we can create the shared mailboxes at no cost and the Alias is at no cost so so let me just see if I understand this so let's say we have the um chair of the
Conservation Commission has that one license for the concom at Conway ma.gov then you could do licenses shared with all the rest of the members for free is that what you're saying no no then no
I'm saying so say the police chief's name is John Smith right and John Smith has a license assigned to him and he gets the the license Suite included but he also wants police chief app right he wants to have his John Smith but he also
wants police chief he can add that on for Z know as a Ali so this I think what we're looking at is that we do have a lot of um email licenses that are the absolute bare minimum that you can get because they don't need to have access to any word or you know any of the other
applications it's literally just the email so I guess the question was whether those were included in in your quote it's it's not it's not okay yeah we just included the 14 users um at the
full license if it's I can certainly go back and redo it one more time take another look to try to get a line of delineation on that um the employees that are actual employees that use pound computers do need the full license
because there's other feature sets included with that from a security perspective right that that makes sense but I guess I probably didn't send to you so you know we do the training with eots for the um fishing and everything and I have a list of of all the email
users that's probably 32 alog together something like that we have we have a number of folks who have town of or Conway ma.gov emails that are not one of those 14 yeah they need to be able to send emails right from their
own yeah right right so we're going to have a number of people who do and I don't know um I guess I was assuming that since they they would be using their personal phones they would not be using Town doesn't matter equipment no I understand
I'm just from their perspective and how they price things out like we just want certain addresses to only have we want some users to only have access to email and that's it like nothing else for instance the select board members all have to they all have and they were not
included because they don't have Town devices but they all have official Town emails okay yeah and in that scenario they would need a very basic license right a very basic license so I can work with you uh directly to get that that
last count done um it's going to be minimal cost because on a month on an annual fee they're so inexpensive for just that feature of just the email address um so I can go ahead and just make sure that that's included on that I'll just revise that's ever so slight
okay okay yeah I can I can send you we're talking if that numberers you know $13 it's uh it's probably $36 or between $36 and $50 annually I'll just have to double check that
okay Microsoft is actually increasing prices tomorrow so we're trying to juggle the uh the Microsoft licensing game right now okay so real quick for for everybody here so up here in the spreadsheet okay so this this block
right here is just their monthly cost times 12 for under contracted Services you know I just stuck this in here so everybody can see we kept 2,000 in there for equipment and supplies and then this right here and this is where I can use help from
Roy in case I've forgotten anything um the 16141 is these items right here so the Microsoft annual fee Comcast which we pay separately our voice over internet and then our website
is that looks right that covers everything okay great all right so just so you can see that that's what the that's what the total would be um with this proposal and then on top of that would be the one
time um fee which I know uh Microsoft was included in but it we we wouldn't have to we could take the Microsoft out when we're doing our budget for for that amount well the one time you mean the
migration fee you're talking yeah yeah the migration fee includes the Microsoft but that's going to actually be for our accounting purposes it would be put into the general fund because it's an annual okay Fe yeah okay I
see what is the status the the quality of our devices all of the computers and Town Hall are they Antiquated machines or they no they actually they're fairly new
but they're not Dell machines they're not Lenovo machines um but they more or less seem to do the job and they're kind of throwaway uh which is the way things were going with the new regime in
Washington who knows maybe it won't be throw away anymore but they won't be updated quite as fast and maybe that's a good thing I I I can't tell you one way or the other but they were they're fast machines and
they were very inexpensive saved the town a bunch of money and do we have a replacement schedule so we have like some idea when those machines will no but that's something that we would work with them I
mean it's I mean um guys what what's your current suppose somebody was buying you know a Windows workstation from you guys uh today um you know let's say it's um Core I5 or faster type processor
could be AMD doesn't matter 16 gigs and just a solid state drive to because everything nothing should really be on on the machine you know so what are you quoting for that these days uh you know it depends on monitor
size and it's a lap are you talking about a laptop or a desktop no a desktop a desktop yeah yeah you typically see them run around 800 bucks give or take I mean they're not overly expensive these days well that's a significant I'm just pointing this out
to ver because I'm bowing out of this and that $2,000 line isn't going to get you very far no of of this let me say that when you have a Dell machine you have a serial number
you have a and you can you know you can keep that machine alive at a cost longer than you would you would just throw but I just had a dishwasher fry in my house it was six plus years old and
they're telling me that's the lifespan you can expect out of they tell you I the same thing with my fridge y okay and when you go to the cost of repairing it it's like am what am I doing here you a mother excuse me if you can find
somebody to repair in Conway sorry I generally speaking it's 3 to 5 years you you want to plan for it typically it's on the lower end scale if you're a laptop because they tend to take a lot more abuse because they travel they go from here there where is a desktop is stationary so most people
plan with a 3 to 5e life cycle on those types of Hardware devices yeah M's five and I'm getting place tomorrow yeah um um any other questions on the budget end of things no so I just
have a question in terms of the installation are we going to have a separate warrant for the you're going to break out recurring fees and put them in the operating budget of for it and have a separate warrant for the conversion correct so that that was one of the things I had put in the free
cash um chart was this one time so we can in the one time quote here there's actually the recurring fee two of them actually a three-year license for Cisco and then the Microsoft 365 I think that should be part of the operating budget
that's already in the that's what you put in the operating budget well I put well you didn't put the Cisco I put the Cisco so we'll have to move the Cisco over so I can I can work with you guys on reorganizing that for to suit our the way we're going to have to do money
thank you that's it great thank you very much yeah yeah so all right well hey thank you gentlemen for joining thank you for answering all of our questions really appreciate it yeah and I put my email address in the chat too if anybody
has any followup questions or you're curious on anything please don't hesitate to reach out any time thank you everybody we really appreciate it thank you I'll be in touch with that information for you both great have a great thanks you too good
night all right let's move on to 132 Reserve fund uh yeah that's very easy we normally do 4 ,000 every year I just wanted to point out that that's I I can bring it up we're mov to reserve yeah where there we are 132 what
number is that 132 that's not on here right schedule okay it's on the agenda yeah um hang on let me to go to the share the screen one thing I before we move to
this I forgot to ask them where they off hour support is located so so you should ask them he said he in other words do they Outsource it to the Philippines or to these places you know not not their regular business
hour stuff but on but yeah who picks up the phone on Christmas day I was going to say that on 4th of July or something and Jan is working because I don't know why she was working that but she has a problem yeah well they're National
aren't they so even they local offices I would hope they've got someone out in California who's 4 hours earlier on Christmas Day we can answer the call we also didn't ask them about um VPN type access and how they work
that and even the cost for that cuz I don't believe it's built in here does anyone VPN now is that something that no I think he said it was we were going to be doing away with VPN because we're going to the cloud so we we're we're we don't have to worry about that
understand see that's a whole other line we we can you and I can talk with them because then people are on their home laptops or home PCS accessing Town stuff and where does their responsibility for secur for
security begin and end yeah it's a thing that I've wrestled with because you don't want me messing with your home PCS and yet you want you know which is why moving a forward when they're quarterly um you know their three-year plan you might want to think about just replacing
desktops with laptops and then people are responsible for them but they can bring them home work on that and then when they're coming in the office they bring it in oh I'm sorry I need a big monitor I can't do no you no you can plug it's basically
your hardrive okay what they used to do in places was you I worked in a place like that that where you plugged it into a a u was a a docking station right but that's that that's what I do solves this whole thing unless you want them to take
over the security of that phone that's another totally agree I agree no I think that's a great solution I think it might work what are Stephanie and Lorie here for uh personel committee personel okay okay so this there it is32 Reserve fund we've done $40,000 every year for the
last five years so it was just head been reviewed yet okay so all right there's a something in the chat is that that's his email address number the last item on the The Joint meeting with the finances discussion and vote on the source of
funding for the new Swap Shop yes okay so um I had to just clarify with with Mike we did have a discussion about meing extra funding for the for the swap shop um the only thing he needs for documentation shouldn't this go down
would be um a vote recorded um of the finance committee and select board agreeing to approve um a midyear expenditure above the amount that was set at town meeting and that that's fine you are allowed to do it just and the only thing Mike needs is that approved
minutes from that recording that vote and how much over is it I was going to uh I was going to request 9,000 just to make sure we had enough for maybe site setup or something if we if we have to do that so we're getting 6,000 in the grant and the one we looked at was roughly
14,000 so that gives us a little buffer yeah we're going to vote we need a limit on that it be 9,000 9,000 okay yeah yeah yeah so that that's my request is that is that um you all consider
approving $9,000 to be taken out of the special Revenue fund 425 transfer station Revenue there is enough in there um because just to explain again that there is a cap that was put in um at town meeting for revolving funds that one had a $10,000 cap we already
spent that on the new cwalk for that oesco Mill for us so now oh this yeah so this came up so this is an extra um midyear expenditure that needs both select board and finance committee approval do you want us to vote on it do
we have do we have to sign something you don't have to sign anything it just it just needs yeah each each of you would you know finance and select board would need to make a motion approve it so is a transfer from the revolving fund to the special Revenue fund it's it's to allow
us to um expend an additional $99,000 from the transfer station special Revenue fund number 425 to help purchase the new Conway Mall I make a motion to approve the the
transfer of $9,000 from the Conway transfer station special Revenue fund number 425 with the creation of a new uh Mall building second all in favor I I uh so mooved to finance to only add to
only expend what is necessary yeah second all in favor I I I thank you all so very one thing re the reserve fund you do you still want to keep it at 40 I mean that's up to you
all could it go to 25 you certain are we superstitious here we drop at 25 and we get cled with that's that's that's the only question leave for probably what will happen it hasn't changed in many years I know but it has know the
you we're done um Phyllis did you open your meeting no we we yes make motion so this is motion to open a meeting of the fway Personnel committee
okay thank you we have everybody in Atty RoR myself and Alan singer great thank and do you want me to start my presentation yes okay all right so I did an agenda I
will share it with everybody I'm getting a notice saying sharing is not turned on yep I will do it hang on I didn't know you were gonna excuse me sh so while she's doing that what we are
here to do with s board is to brief you on four recommendations where we voted yes related to town employees I'll present those they should be fairly quick and then there will be a fifth item that we will need to discuss which
is the highway superintendent request and I'll brief you on the background of that when we get to it so we we'll scroll through the the four simple ones first and then we'll go to the B okay let's see if I can do
this so I go to my what my application window documents what am I doing you go down um to share well you have to have it loaded up sort of ready have you already hit share yeah okay yeah then you got to find the one the document you want to
share all right so what I'm looking at is a screen that says entire screen desktop one application Windows is that what I need to see uh share desktop one and see what happens yeah and if that doesn't work share desktop [Music]
to all right let's see if this will work we need Source pass ticket open here get those guys back on allow Zoom workspace to okay I suppose you can't see anything yet
no what I usually do is open the document that I want to share and then I go to share do you have more than one screen phis or just one no I only have one screen you could email it to me real
quick and I could share it I actually did email it to you oh yeah at about 5:30 okay all right I've got it hang on a sec okay it's just loading
great great great I might just go to my copy so I can see it better so I can't see you but squrrel through it there we go how did I do that
[Music] oops uh there we go excuse okay frze so Chris while we're doing that do you want me to do you want to vote on each one individually or do you want me to brief you on the four and then you vote on the four how do you
want to handle it let's go through the four and then if there's no opposition we can just vote on it in one vote okay okay sorry I can't seem to make it get bigger on here um press control on here
and then roll your dial up oh you're Frozen yeah you might want to stop sharing and try again let me do that hang on just a sec I'm going to go back in here I'm going to make it bigger before I share
thatle come on stop it going to be too yeah that's better okay sorry with all this technical back and forth all right I think that's a little better all right you guys are can you
see what I say you ready yes go ahead all right so just scroll down to the first table under continuing business NOP so the first request was assistant of the Town Administrator to increase hours from 19.5 to 30 hours um this
request is reflection of how many hours we're already worked above 19.5 hours currently but not compensated this was a request from barque the Town Administrator Personnel committee voted yes to recommend this for select board
approval the second one town clerk to was a request to increase her hours from 25 to 30 hours or and this is a reflection of how many more Duties are required by state you know Town clerks due to State directives so there's no increase in hourly rates
with this request it's just an increase in hours and Personnel committee voted yes to recommend for select board approval transfer station attendance increase in an hourly wage from $17 to1 1850 this
request came from select board to put transfer station attendance in with other towns there's no Cola for 2026 associated with this and we agreed and recommend to select Bo to approve that and can we just say that there would
there would be no Cola because if the if the cola would be greater or basically they get the r or the Coler or they don't get both right transfer station manager in arly increased from $19 to
$20.50 similar to above request from select board to to put transfer stations um wages in line with other towns no 2026 Cola and yes Personnel committee voted yes to recommend for select so I'm sorry can you go back to the
top I'm going to make a motion to uh vote to increase the assistant ta hours from 19 19 A5 to 30 hours to increase the
town clerk's hours from 25 to 30 hours to increase the hourly wage of the transfer station attendance from $17 an hour to1 1850 an hour and to increase the transfer station manager hourly way
from $19 to $20.50 an hour I'll second all in favor I I I can can I just make a a Clarity Point here and I don't know if I did this earlier Phyllis or not but with the town clerk it isn't quite as
relevant how many hours it's actually the amount of money because it's a stipend that's paid for the amount of work done so I think somewhere in I had in there what the and I don't have this in front of me but it was like going from 41 to 49 I I I can't
remember but just just to be clear that the approval is for the amount of a stipend technically it's however long it takes to get the job done okay so this is actually kind of more like like a a raise than it is but obviously she's
including you know she's upping the number of hours and we'll be decreasing the number of hours as the Board of Health clerk but I just wanted to make sure everybody understood that that was a okay it's a stien yeah so anyway sorry there's no issue with
right right right right right no no issue okay thank you sorry all right am I ready to continue yes okay so the last item for discussion and this will be interesting is there
was a request by the highway superintendent for a $6,000 increase in salary which would bring a $79,000 salary to $85,000 um this is a
7.5% salary increase and this is related to hours worked by the highway superintendent for snow and ice removal and this figure was calculated based on an average of overtime put in by hourly Highway Department staff now Baron's
initial recommendation when Personnel committee met on March 20th was to consider awarding this as a stien under the snow and snow and ice budget line and not as a salary increase however subsequent consultation with the town and count in
town treasur it was advised that this money if awarded must be a salary increase in and cannot be as stien therefore we had initially voted yes to recommend for select board to consider it as a salary increase and therefore we need to discuss again and vote again
because we have been um advised by the town accountant and the town treasury that this cannot be awarded as a stien so I I've put together some discussion points not in any particular order just things that occurred to me while I was putting this agenda together earlier
today um again this is a 7.5% salary increase you know substantially higher than a cola um and also generally substantially higher than salary increases generally um and I my this is my personal opinion
you know snow and ice removal is has been part of the highway superintendent's role for several years so this is not not a new responsibility it's something that's already happening um and I would also point out that given prior approvals for
hourly wage increases for Highway Department staff and the prior uh there was a prior salary increase for the highway superintendent how can this be request be justified if this is not a new responsibility and it is
just a request to be compensated for something that is already part of the role and of course this made me think of there were Oly out there were open hourly position rules in the highway department that I do not know if those have been filled yet and then my final
concern is that if approved will this set an unwelcome precedent with respect to other Town employees um and I'm very interested to hear the select board's um you know thoughts on this particular
request so I'm I'm curious to know when was the last time we paid the highway superintendent an additional stiens for snow and ice removal if if we've done that before the only time that I know of with
the current is it was I want to say maybe 2013 I'd have to that would make sense cuz we had a huge snow year that year 20 201 well I remember 2014 in Boston a huge snow but we had a
lot of snow here too Boston got dumped on just cuz I was driving now all the time so I we did pay the highway superintendent a stien out of our emergency money right didn't we stor right so just so so we have paid
the highway superintendent the stifen for work which seems like above and beyond what anyone expected that job to be that year that was actually from a state Grant when we got from right that was that that was from the state that was not yeah we just okay so but as far
as Town budget paying a stiens to the highway superintendent for winter work above and beyond like for particularly bad snow season the last last time we think that that's happened possibly 2013 yeah I'm curious was this this
didn't seem like a bad snow season so why the request I I like this was a not even average um I think the ice made it actually quite a difficult season I me I feel like this was a worse year than the year before but I just I I worry about
setting a precedent where we can't anticipate what the weather you know like if we say we're going to give you $6,000 for extra plowing winter you know 25 26 and it winds up to be a bust like I
totally agree with you um I think what happened is that a lot of the laborer burden was put on our superintendent because of the lack of Staff Oh I thought he was staffed up by well now he is we've addressed the issue um I think
that over the last couple years there was an undue burden put on our super intended for that I was okay with the idea of doing a stipend for hours beyond the norm of being worked what I'm I'm fearing is that
because that stien for one annual year can't move forward that we're increasing a salary for every subsequent year right when next year we might not even have snow right so I I I take issue with
adding it to the salary the stien that would have been okay with if that's not possible then I think it's an impass here yeah I mean the other way you could approach it is I think one of the things that stood out for me was you know this
is this is part of the normal responsibility for the role right it's not a new responsibility it's not like the role has changed or some additional burden of effort has been placed on someone that the highway superintendent
didn't know about a year ago like a massive unexpected flood right well another example would be last year um there was a substantial um amount of money that was paid to the
highway superintendent and Barnie correct me if I don't remember this correctly but the the town was able to compensate him for his effort because of money that the town re received from the state and
his effort and his hours were part of the application so therefore if he did the work and it was part of the application and the town got the money it was only fair and ethical to compensate him because his effort was
part of the reason why the town got the money in the first place it was outside the job description now what the work he did was completely outside exactly but this is this is within a job description right correct and that's the difference yeah yeah I think we I agree on that
yeah I'm just I I I mean personally if it were okay with legal in our treasure I would be okay annually saying like this was a really crazy snow year and you only had two other plow drivers and yes we'll you
know provide a styen recognizing it but we can't provide us time well exactly so right so if if we if we can't if we I mean I I would be okay with a sipon if legal and our accountant were okay with it but since they're not if it has to be part of the salary I'm not comfortable bumping up the salary
without in anticipation of a weather event that we havea right exactly is Ron at market now um you mean as far as compared to other superintendents I think we're in the middle towns our size I mean we're
in the middle we've been trying to make adjustments trying to make adjustments with every job uh like the TA the the you know the superintendent the the police chief Stephanie can you mute your uh you your
sorry I mean I think it's unfortunate we can't do it as a stien because I would be okay with doing it as a stien on a you know right case by case basis but if we can't I don't feel comfortable doing this or if there's another Avenue outside of adding to the salary yeah I I
would like I'm not okay with voting to increase the salary simply for for snow I would agree that but if if we could explore maybe other avenues then I would suggest that I wouldn't say you know NX this completely
but I'm not okay adding it to the salary given that it is part of the job duties already I mean I want to compensate people who go above and beyond because like we like that's we we've tried to do that to the extent that we can but I feel like this
we have right but but I feel like this this that's a a precedent that I don't think we want to and that we can't afford quite frankly yeah yeah but one of the things why you stapped up and raised the hourly wages for the other people the hob dep is to they take
advantage of FL time too if he does work the Dickens for a storm then you know be compensated by taking extra days off quote unquote here and there that's all that was all part of the rationale the problem is you know a lot of people truthfully a lot of people don't like the idea of flex time because time
doesn't matter to them as much as cash right and I think it should be stated that the the only reason we're even having this discussion is because we have a highway super that does go above and beyond right and has helped the town
save money and has been a more of a a laborer than most superintendent are because not only did we need it but he's also very good at it the other the other point you could make too Chris is that there are there
have been projects that were outside of his normal out ofs side of normal responsibilities like excavation and site work for pickle ball courts and the public safety building yeah I don't think people in our town understand how much money that man has saved us not not
just with that but with the with the ACT we're getting we're getting sidetracked here we've only got like 15 minutes left you know try to get some direction here I just I don't want to set a I mean I I value all of our town employees but I don't want to set a precedent based upon
the performance of one particular Town employee that we completely and totally value with the expectation that if that person's gone then the next person we hire might also completely agree so just I think we need to be what I heard is my charge was to find out if there is any
way outside of a salary increase salary increase or a sement do that exactly is there any way is there any other way for us to do it so I will look into that great thank you an award I know in Corporate America that's a that is a possibility right yeah an
award like a bonus almost yeah it's based on performance tickets I don't know um I guess my question taad I just ask like process question who who will who will be the person that
will communicate this back to oh barque is his direct supervisor that would be his direct supervisor I would think all right so I think and therey correct me if among Personnel committee needs to vote and select Board needs to
vote on this decision no want you find out I think it's tabled until I explore if there's any other thank so this vote is tabled okay I guess they could vote but
we it's not on our agenda vot so well there's nothing really aside from saying and I don't want to I don't want to kill it I just want to see if there's extra or there is another opportunity elsewhere well I think that I think when
when barque notified the committee that you know it can't happen via a stien that basically killed one Avenue that had been used in the past so now it's going to require some kind of more creative solution I think yep yeah which is unfortunate but understandable yep well
thank you Personnel committee yes thank you for your work on all of this you're welcome and thanks to veronique too because you know she's the one that puts together all the information for us well I like the very brief and concise uh you'll see more of that yeah that's great I like that thank you thank you so
much did you want to adjourn your meeting all right yeah I'm going to convene our meeting now I'm going to close the Personnel committee meeting can I get a second please second okay thank you thank you thank you well thank you Alan for both for
both got s hand for that our undying appreciation I'll get you a card to Dunkin Donuts oh I like it I already have for 10 bucks thank you me know how you like your presentations that matters to me thank you uh back to new business
discussion and vote to sign um castle and match agreement for the Mima fima Hazard mitigation plan yes so what that's about is just um more paperwork honestly that they need us to sign yeah that we
are willing to put forward $5,000 for a project that will cost in total $20,000 to get new Hazard mitigation Plan update which is already going to be out it's actually it's already out of date it is isn't it is a
year or two out of date no it's just it just ended March okay so it just came out of date but I've been trying to get money for this for a year some guidance for a year so we've applied to FEMA but they need the the this paperwork is part of the application which of course they only just sent me so help such as me
okay I just press that doesn't commit us to spending $5,000 yes it does it does that 5,000 the match of 15 however that comes out of so I have $188,500 in a grant match at Administration fund under so that would just come out of there
cleanly it's yeah it's already been allocated yeah yeah that would be fine do we need to vote if Chris is the only sign okay so I vote that we um sign the castle a match agreement for the Mima FMA Hazard mitigation Plan update Grant $5,000 to come out of um administrators
administrative budget I'll second that all in favor I I looks like I as well yeah well basically you signed the paperwork that says these are the people who are allowed to sign and then you sign and then you sign the grand
letter I hope it's okay I'm doing Christopher and Chris I'm sure they know where to find you I'm just going to get a stand all right I put your signature in here I know I don't have I got elected the
first thing anybody wanted was my signature I have your I use for Stu yeah all right done done done you all right last item on new
business is um to vote to sign it says discussion then vote to sign the addendum to the town administrative contract I don't think there's any discussion needing so I'll make a motion to uh sign the addendum to the town the TA contract
I'll second all in favor I I and apologies one of the next things is going to be the TA update and I do not have this week so double duty next week oh sure give her a raise um items not anticipated none no
ta updates select board member comments concerns I'm good this week good I have some if you all don't mind I will not be long um we have a littering problem in this town uh
especially along along um the roads on the way to the transfer station and on 116 in particular I would like to talk with Jan about making sure because it's so much trash or recycling on 116 that I
have a feeling it's might be due to their trucks so I want to make sure that they're sealed properly we on 116 I not know just look on 116 the full vodka b or the Vodka they're trash bags like there's stuff everywhere on each side if
you go at the right time when the light's hitting it you'll see cans everywhere um it's a lot when I'm walking my dog I always have an extra bag with me and F past the bank or like 116 like all the way down to to South
Deerfield all from the Cover Bridge to I've noticed a few things to but not that much there's a lot there's quite a bit especially part of it is spring thaw TR true but especially schol like once you pass the school there's a ton all
the way down to South Deerfield and then I also want to talk to our uh Chief the big Dawn and try to see what the laws are on littering and the fines because if they catch somebody I would like to impose the maximum fine there's no
purpose or reason for littering and I think we should also put something up at the transfer station for people with pickup trucks to make sure that they secure their recyclable and their trash a lot of it's alcohol bottles that are tossed true I do think some of it might
be that people are driving around the most of what I picked up were alcohol like beer cans and it all the same stuff oh yeah right so it was uh take walk down Conway station some gross like coffee with coffee crack mixture oh you
know what I mean what is the the energy drink it was like a coffee energy drink and it was the same the monsters is and the same everywhere so it's like I think it's one person the same well it's the same you think worse well but if it's if it's
recycling it's not trash then so it's not like I think I personally think it's part Tha that you're seeing it and I do think that something had to have happened I I would have noticed some of this before something had to have happened with the truck I I honestly
think it was it was something like that the only thing is that one doesn't have it has the sliding doors which are always zip so I don't know how like in the bulky they have to have the big tarp that it's not that then it's the sliding door yeah we
should do like a you know a highway patrol field trip you know and yeah there needs to be a cleanup for sure well yeah like a night well no I mean but like well I'm going to when I drive down there tomorrow I'm take a look honestly I went up down that road today and I didn't even notice even if you're
walking around town and you look on the side you'll see stuff everywhere well they I mean the pull off on one side 16 down there by the river that is a they have a no dumping sign but people dump large I've seen things of trash there and over the fence into the river there
which is the Mill River I think that's so I know disgusting so Lori can correct me if I'm wrong but I think littering is under the Board of Health perview in terms of like finding and stuff okay may maybe maybe I know it's that been that way in another town may not be the rule
everywhere but I know it has been before so that could be something that we so sticking to the transfer station the mall um I was there over the weekend there's still a lot of stuff in there tons of hangers and tons of stuff that needs thrown out so I don't know what's did Salvation Army get there yet I don't
well that's the thing Jan has already she's scheduling with the Salvation Army to take care because the guys all went up there and boxed and back what are we doing with like all the the hangers cuz I assume they want to keep the hangers right I don't know that's it's up to them when they come and I don't if they I know Jan's going to be up there tomorrow because she and I are going to
look because we still have an opportunity potentially to use that $ 6,544 yeah um and we were going to look at the guard rail so she's going oh so if you're going to be there just look inside the mall you'll see what I'm talking about yeah yeah we could just I
mean if we had to B dump it or bag it or dump it on the side of the road uh what else um there's a poll hearing ver already knows about she's going to get me the map for main Poland there were some residents that reached out saying saying they weren't notified so I'll get them the M they are working on Roaring
Brooke big time yes they are big time um and then what else uh if one of you could be part of that Pine Hill discussion later this week oh yeah actually bar I emailed you back that's Wednesday at 2 I can I can I can do that excellent thank you um so I have that on
my calendar already great oh thank you and then before the next election comes up I just wanted to state that um we talked about changing the um chair position every year so um I think it's
Erica's time to take the crown so before the election I would like to have a vote to change the chair position I'm leftly agreeing to that I just want to check and make sure whether that that happens before or after the election I
think you might have to do it right after the election I think it can happen any I remember having this conversation with our town attorney last year it can it's it's it's subject to I thought it was when we reformed yeah I thought it was reorganization every oh let's just do that after the election that's when
it is the request of right it can be done if you can change it it's the first meeting after the election the only reason I wanted to do it before because it's if I'm being contested and don't win I want to make sure it's handed off I guess it doesn't
really matter think but you know okay um sorry that's all I had for the comment um male Heath Morris vegetation management plan in SEL it's just letting us know they their plans to come in and do the
spraying oh for the railroad got it nothing we can do about that okay thank you no announcements the next meeting is going to be April 7th anybody anybody else anything else I mean I'll make a motion to adjourn
second all in favor I I thank you yeah