Alrighty. Good evening and welcome to the Town of Southwick select board meeting for Monday, July 6, 2026. Time is 6 o'clock. We're here in the land use hearing room at 454 C Highway in Southwick. This me meeting is being held
in hybrid fashion both in person and on Zoom and is also going to be recorded except for our executive session. If anyone is recording the meeting, that's great. Just let uh Russell Anderson know >> right >> here.
Fred Gore 40 Birwood Road audio and video. >> Anyone else? >> Cliff Clark with the Westfield News. >> The birthday boy. >> Thanks for remembering. >> Okay, let's start with uh roll call.
Nicole Parker, >> Doug Mglin, >> Russ Anderson, >> Joseph Dying, >> Naen Mcnoni, >> and if we could rise for the pledge of allegiance, please. Mr. Connley, would you please join us in leading the pledge tonight? I >> aliance to the flag, the United States
of America, and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for >> Thank you, Mr. Com. And we'll start off with public comment.
See, this is an even number, so we'll start on Zoom. Is there anyone on Zoom that has a public comment that they'd like to address the select board with this evening? >> Your hands away. >> Seeing none, we'll go to the room. Is
there anyone in the room? Young man, thank you, Mr. Chairman. Russell Fox, 65 Davis Rose. And if I could just give you that one for Ross, one for Dee. Mr. Chairman, what I'd like to talk
about tonight is a fundraising campaign that we've started at our regional school, South Regional, which houses our junior high school and high school. Uh a little under three weeks ago, we started a campaign to raise $35,000 for a
community bulletin board. This would be a tool that the school could use with their helping hands program uh to help build uh not only RAM spirit but also community spirit. I'm happy to say as of today uh we're almost at 50% of our
fundraising goal and I'm here tonight the hope that our town fathers will help promote this and get on board. Uh we'd appreciate any help whatsoever you could give us. Thank you, Mr. Chairman. Thank you. Anyone else for public
comment? This kind gentleman in the back there, >> Marcus Phelps, 28 depot. I have a handout. Also, on behalf of the Southwick Historical Society, we'd like to invite you
to the August 2nd reading of the Declaration of Independence, which will be held at 2:00 p.m. Sunday afternoon at the South Congregational Church. You may ask, why are we reading the Declaration
on August 2nd? Wasn't it signed on the 4th of July? The answer is no. It was signed only by John Hancock on that day. However, on August 2nd, the actual document was
available for signing and that's when most of the people did sign it. So, we're going to have a ceremony there, a reception afterwards. We'll have four readers uh of the pieces parts of the declaration. Mr. Mowglin has graciously
volunteered to be one of the readers. So, appreciate that. Invite everyone to the event. Thank you. >> Uh two things, Buddy. Is that correct? Was it really on uh August 2nd that it was available? >> Yeah, I couldn't make it. and and I want to express my it's my
honor and and a privilege and I really appreciate the uh being asked to do this. It really is a um a great honor and I thank you. Anyone else for public comments? >> Do you have anything?
>> You're sure about the August 2nd date though? Okay. >> Um let's move on. We now have a joint meeting with the planning board to discuss um Mr. Alup to who's the current associate member potentially transitioning from associate member to
full member uh until the next election. And I think we have a couple members of the planning board online board of chairs. You need to roll call in your meeting >> if you would like me to open this joint meeting of the planning board and select
board. Sure. All of those present here at the table. Jessica Thornton, planning board chair, >> Randy Brown, member, Alvin Allen, town planner, >> Javanni, associate. >> And online, we have two members. Dave
Spina, vice chair, >> Jason Gornwald, member. >> Okay. We had a recent res resignation from the planning board and it was post the election. So, um, as is customary
that the appointment of the associate member, um, or the appointment of a replacement member to fill out, um, the period of time from the appointment until the next election is is via a joint meeting of this these two boards,
which we're doing right now. Um, so far, I believe we have one volunteer, to put it mildly. Um, Giovanni also, did I say your name correctly? >> Um, who's been serving as the associate
for about how long? >> A year. >> A year. Discussion. >> Um, I would just say that Mr. Alup has been present at most if not all of our meetings. Uh, he has come prepared, willing, and ready to learn and asking
questions and has been a pleasure to work with so far. And I think uh we would do well to continue in the tradition of appointing up the associate to this full 10 member spot for the year so that we can keep continuity going and
somebody in the seat who has uh familiarity with the process. >> Can everybody hear okay in the back there? >> Good. >> Nothing to
Mr. Spina, >> I'll just echo Jessica's comments. Uh, Giovanni's been a good contributor to the board and very helpful and I look forward to his continued support. >> Mr. Grimald, >> I'm happy he's willing to join the team.
>> Gentlemen, I'm coming. >> I'd entertain a motion then. >> Right. Then I would move to appoint Giovanni Elsa from the state uh until the next election to a full-time member
position on the blank board. >> Is there a second? >> I'll second it. Randy Brown. >> Okay, we'll do a roll call vote vote of the select board. Uh Doug Mogan, yes. Russ Anderson, yes. >> Joseph Titi, yes. Roll >> call the planning board. Jessica
Thornton, yes. >> Brandy Brown, yes. Thank you. I >> Mr. Grimwald. >> Yes, Grwald. I >> seems pretty unanimous. Congratulations. >> Thank you. >> You're going to have to go downstairs tomorrow or whenever and get When's your
next planning board meeting? >> Next Tuesday. >> Before next Tuesday and get sworn in. >> Is there any other business amongst the planning board and the select board this evening? >> Not at this time. Do you want to adjourn your portion of the meeting? >> I would uh love to do a unanimous or
we'll talk >> however you'd like to. >> All in favor of adjourning from the joint meeting, please say I. >> I. >> I. >> I. >> Thank you. >> Thank you. Oh, we need those.
That's all right. Take Bring them right back. >> Bring our chairs here. >> BYOC. All right. So, now we have a joint meeting with the finance committee. How are you? >> Thanks. How are you? >> Good to have you.
>> So, we'll make a uh motion of the finance committee to open this joint meeting with the board of select persons on July 6th, 26. All in favor? All kindly I. and if online we should have a couple.
>> Yeah, Sherry Nol and I >> Yes, Dave Matthew's not on there. Do we have a form? >> Four four. >> Yes, >> we're good. Okay, we're good. Okay, first on the agenda here is a
reserve fund transfer from the board of health consultants in the amount of $3,000. On June 23rd, the finance approved this. So this is a select board um only
group them with the others. discussion >> consultant. Was this for the um >> um title five still? >> Yep. >> So, we just need a motion to approve this one. >> I'll make a motion to approve 30,00.
>> I'll second that. >> Roll call vote. Doug Mglin, yes. Russ Anderson, yes. >> Joseph TD, yes. Okay. And the second and third, we'll do the second one first. Year end transfer
treasure collector copier $8,900. That happened um very recently. It just broke. So this was the best avenue for them to replace it. Was
this on the original capital budget or is like a planning or >> didn't know that it was [clears throat] like >> unforeseen? >> Yeah, >> we were told. Yep. >> Make a motion to
I'll second that. >> So, it's a roll call vote of both boards. >> They voted on this one. >> On this one as well. >> It's just the last one that is >> Doug Mglin. Yes. Russ Anderson. Yes. >> Joseph TD. Yes. >> And then the third one is a year-end
transfer assessor's personal property appraisal contract 26,300. And I believe we had met um just before town meeting direct to discuss this as to how to
uh cover this cost because they had they had money in one account and they needed it was going to move to um free cash but we needed it for this project. So, we had agreed at that meeting, I believe, that this was the appropriate way to handle that
transaction was to do a year-end transfer um to meet the needs of that contract um for a this was a consultant, correct? >> Yes. >> On the personal property >> personal property appraisal
>> discussion. >> Laura, is this one I emailed you on or that was the other piece? >> Say that again. They emailed you something from the assessor's office. Was that this piece? >> Oh, it was wonderful. Okay, I'm good.
There's Mr. Methy. >> Okay, he's there. Perfect. >> So, we just need a motion and a vote of both boards on this. Both boards on this one. >> Is there a motion from the finance committee? >> I'll motion it. >> Okay, >> I'll second then.
>> [laughter] >> Excuse me. Dave Dave Methy just joined. >> Hello, David. >> Hey, sorry I'm late. >> It's okay. >> You got here for the important part. >> Well, Dr. Pay. [laughter] >> Okay, so there's a motion been made and
seconded. The minutes will clear up who did what, I believe. >> So, we'll do a roll call vote first of the select board. Doug Moin, yes. >> Russ Anderson, yes. >> Joseph TD, yes. Paul Connley for finance I >> for finance I >> Zachary Kalis for finance I
>> Sherry Nolton for finance I >> Dave >> uh I I'll abstain if seeing I don't know what we're voting on unless you need me for a quorum and no fine fine we're good all right thank And I think we're good. Both are good.
>> Um Paul, could you please do the motion to authorize the vice the equity vice to be signed? >> Four. Okay. I need a motion for the acting vice chair to sign the year-end transfer and any additional transfers
through July 15th, 2026 for the FY 2026 make. Oh, so I need a motion in a second. >> So moved. >> Second. >> Okay. All in favor? Do a roll call because it's time. >> Roll call vote. Paul Connley, finance I
finance. Zach, finance I. >> Sharon Nolton, finance I. >> David Murphy, finance I. >> Anything else? >> Okay. >> Now you can adjourn. >> Now we can adjourn. >> Yes, you can.
>> I will entertain a motion to adjourn the finance joint meeting with the Okay. I >> second. >> Second. >> Okay. All in favor? Paul Connley finance IT finance other. >> Secretary Wells finance I >> Sher Nolton finance I
>> David Murphy finance I >> perfect. It's been a pleasure as always. >> Thank you. Appreciate you coming >> and I'm I am sure we'll be meeting in the future. >> Certain of that. >> Okay. It's a date. Thanks.
>> Hey, glad I could uh help everybody. >> Excellent work. [laughter] >> You're good, David. Thanks. >> Excellent work. >> Okay, on to item B. One day liquor license for Congaman Coffee. And I think
we saw somebody online from there. Correct. >> Yes, I'm here. Lindsay Petrangelo. >> How are you? >> Good. How are you? >> Great. Congratulations on purchasing Congam.
>> Thank you very much. We're very excited. >> We're glad to have you. So, you want to have a one-day liquor license? >> We do. >> You want to tell us what it's all about? >> Sure. So, we have grand opening which will be from the hours of operation 8:00
a.m. to 3:00 p.m. Um, and we would like to have a few vendors that are set up. Um, some local vendors um being all about the community. and we'll have a limited menu um because we have quite a few things on our menu. And then I thought it would be nice to be able to
offer um beer and wine or spritzers of the sorts. We have some refreshers that would go nicely with that. Um but just through, you know, 8 to 3. I mean, hopefully nobody will drink in at 8, but you never know. [laughter] >> And that's that's a Saturday. I just
double check. >> Yeah. July 25th. And I've never done this before. So if you guys need any other information, just holler at me and I'll give you what you need. >> Shall I? >> I said, "Shall I >> please?" >> Uh, so you have the application in front
of you and when it comes to one day's, it's just the local board. it doesn't go to the ABC and you could uh one establishment can have up to 30 a year. Um and there are we don't have the signoffs from the other boards yet. So they have to do their inspections and review and
uh so if you are in fact inclined to approve it, I would just recommend conditionally upon the receipt of all of the other board's approvals. We wanted to get it in front of you because it is a it's a it's a required 30 days. Well, it's it's 30 days. The
ABC says it came in on the 24th. Um, so I just, you know, wanted to get it in front of me as soon as possible. >> So, are you proposing to have seating outside the front of the cafe as well? >> Well, we have >> in the back.
>> We only I mean, people mingle out in the front. We only have two tables out in the front and two on the side. But what we do have, which is where I'd like to set up like the local vendors, would be um an area in the back of our building that is um fenced in. And it's just a
small like grassy area. So, I wasn't sure of like what the technical rules are. If it needs to stay inside, that's fine. However, I if we could like I I would like to be able to h allow people to be like in that grassy area since
that's where some of the quote shopping will take place. >> If memory served, they used to have a a seasonal and they use that fenced area in the back. >> Yeah, I I was told that. Um and I think um >> check my memory here.
>> You are correct. There's something you don't hear every day. >> Wow, it sure. >> Yeah, I Yeah, I know. But there Yeah, that's why that um I think they might even added that fenced area for that. >> Yep. >> I think it's not a great idea out front, but in the back and inside the building
and in the back it would be fine. Oh, this is the seating area. Yeah, I have no objection to how this is. I thought this was out >> front door. Yeah. No, no, this is the whole Kongaman coffee. Got it. >> Yeah. Rhett said whatever is designated
as consumption area needs to be signaled. You know, there needs to be a sign. So, >> what is that? >> I don't know. I can't read it from here. >> Says the application was unable to start correctly. Click okay to close the application. >> Go for it.
>> Okay. >> The application for find out and I got two side. >> Yeah, it's okay. >> We're throwing. All right, discussion. >> Make a motion to approve.
>> Subject to the yada yatas and all the other approvals. >> I'll second that. >> Roll call vote. Doug Mglin, yes. >> Russ Anderson, yes. >> Joseph PD, yes. >> Well, good luck on your event.
>> Thank you very much. Appreciate it. >> No problem. And best of luck with uh the business there. >> Thank you as well. Take care, everyone. Have a good evening. >> Thanks. You as well. >> Okay. Item C, discuss quote vacation
carryover transition policy. Uh, this came as a email last week and I asked to have it added to the agenda because it's kind of a ratification of a existing policy that we already have
before we send it to town employees. Do you want to speak to it? >> Sure. Um, so depending upon the contract that you have or the handbook or the union contract that you have, uh there's
various uh amounts of vacation you can carry over each year according to your governing document. And some people, some employees have excess vacation that they have not used
and it has not been lost. It hasn't been, you know, it kept compounding. So, this is an effort to allow people to keep the vacation that they do have
as of June 30th, but moving forward, they will have to follow the governing document and they will lose time at the end of the year if it's not taken. So, we don't want to take anything away, but we do want to move forward
um following the proper policy as written in the handbook and contracts and all the other documents that um we abide by. >> So, if we abide by it, why wasn't it
being done? I can't necessarily answer that question. Um, it was there. I I don't know. Um, I don't I don't
have access to add or remove anyone's location. Um, and I know that it was happening when the previous administrator, town administrator was here, and it's still
happening. And we're just trying to, you know, because it's it's a liability for the town basically and if we continue it, it's only going to grow. So, we're just we don't want anybody to necessarily be harmed by the policy, but
we also don't want to carry carry it forward without following the rules. >> If I have 30 weeks saved up, I still have them. If I'm allowed six a year, I better use them moving forward or I'm losing them. >> Period.
>> Well, some people have a carry there's a carryover. >> Yeah, you can keep some. >> That's it. >> That's it. You can keep your son every at the end of every fiscal year you keep your sum and you lose you lose whatever is over that. >> Yes. Moving forward. >> Choose it or lose it.
>> Yes. >> And if someone has vacation and they put in for vacation, would they be drawing off what they already have in the bank or would they be drawing off their current years? >> They'd be drawing off their current years. But you freeze. You freeze until
you actually run out of vacation should that happen to you. >> So you would use your current year's vacation and then you would go into what you have back. >> When they retire, do we buy them out of their vacation? >> Oh well. Yeah. You can't not pay
somebody. Yeah. Yes. >> So what you're trying to stop is the 80 80 weeks versus five or 10. >> Yes. Gotcha. So, how do you approach I mean every department's not apples to apples as far
as I mean I saw on the fire side there was especially coming out of COVID and injuries you have a you have something you have to staff so there's times you have to reject overtime or excuse me vacation
time and they have to put the ambulance on the road they have to put a cruiser on the road it isn't you know you just can't absorb the staffing. So, there's times that we got into that it was very hard to let somebody take time. So, now they're going to get penalized or lose it if
they can't take it. That doesn't seem fair. And the second part of that question is why why do we not approach paying it out in the same window instead of forfeiting?
So if if you're forcing someone to take it, let's say I have have an extra week. >> If you're forcing someone to take it now, I have to pay overtime to cover that expense, that vacation versus just paying them. >> Well, just to be clear, too, this is the current policy. So, what we're trying to
do is just get back to the current policy um that has been in place for a long time. And um I don't I really don't foresee and I think the chiefs could probably speak to it better that we don't have enough staff to to tell people they can't take a vacation. Um
and vacation is important, right? It's important for people to take and and not go years without vacations. Um and that's why we get that at the benefit of it. >> Um >> I I agree. And if we were going to do that, we need to figure we need to figure out how we're going to fund that
>> and whether or not we might are we giving too generous of a vacation policy. I mean, if if people can't take it, especially if we deny it, I mean, it really should almost never be denied unless it is like that, you know, somebody wants to I want to take vacation on town meeting week. I don't
think that's appropriate, you know, but uh I think as I think about all the staffing, I don't necessarily see that we have really those issues. And I when I asked the people with access, it wasn't it was you know that they were busy um but they were just busy with
their everyday work. It wasn't like there were big projects going on or new things being developed. So I think it's important that we emphasize how important it is to take it. There was and just to add to that a little bit is like during COVID as an example, there
was a time when people could not take vacations and we did buy down >> um several employees vacation time at the conclusion of that because they literally could not
one you couldn't go anywhere two >> we needed them here and [clears throat] >> we we did do that >> but similar happens with injuries and y But so do we have a provision to buy up vacation time if we if we so choose? >> No. No. Not in this policy. No. And not
in the handbook either or any other document. No. >> No. >> Well, I guess that's kind of what Mr. Anderson's alluding to in your mouth. But if if you if you force someone to take it >> because you've kind of
>> now you got to cover that with overtime or or what have you. it. So, it's actually more costly than paying it out direct and have the person work a normal tour or shift or an hour, >> especially police and fire, right? That's really really >> They're the ones that are >> that hits it. Yeah.
>> And this all did come about during our negotiations. Um so, the attorney was um you know, alerted to it. So, >> and is the vacation time and sick time
still being calculated by pencil and paper on a spreadsheet? >> That's the other issue is I would feel much better if this was an automated system. We talked about >> it is an automated system. It's just not >> well we don't do our we don't do our time sheets automated. People aren't putting in their time sheets for
computer and and all the other things. So, there's again too many steps for error. I would feel much better so that people could look up and know immediately, oh, I I still have three days left or I I still have not go through the process, get a report, get
it back doesn't match what I have, you know, it's again um we need to modernize. >> I can I can at least I can't do anything. Um I don't think I've never tried but um I can see people's vacation
and I can print a list and tell so if somebody actually wanted to know >> but again it's manually inputed. >> It's >> it was my understanding in Westfield when when Jess was there that the only thing they changed on their time sheet especially for salary people where they went in and put in a sick date or they
put in put in their vacation time >> and then it's calculated it's recorded it's done. Mhm. >> That's what we should be moving to. >> We should be right. >> Um and which is probably part of the reason we're behind is because we don't get
accurate numbers. >> Yeah. You should be able to look and see basically your time in real life so that you know. >> Well, probably because they didn't want to take the vacation for whatever reasons. I don't think you know the guy's got 12 weeks saved up. It wasn't because he
forgot and no one told him. He knows what he's doing. >> Personal time probably, but vacation. Yeah, >> they're busy. >> Yeah. >> No, personal time, you know, there was a lot of requests for carryovers last year, so we started in March or April reminding everybody you have your
personal days. They need to be taken by June 30. You know, there's no extensions. So, that worked. Um, but we we just have to, you know, get rid of this liability. That's a lot.
>> Mr. Perone, I saw your hand go off. Little out of character, but we'll >> It did go off. >> His hand or him? >> No, he's quite the character. We know that already. >> So, I just wanted I actually did forward an information to Mr. Gross. I don't
have your phone numbers except accessible at the moment. I'm very very familiar with this process. Just so you know, any already earned wage uh vacation time cannot be forfeited. It's against the law. It has to either be
paid out or allowed to be used. So if you're not allowed to use it or you're unable to use it, I'm very familiar with that. As far as the Westfield, I'm not sure this I only got the quarterly check. Leave and earning statements are weekly ones. It shows exactly what you
have left >> if it's been caught up, if it's been entered. And >> well, we've never had that. We didn't have an issue. I I never dealt with an issue personally when I was employed there. So, >> thank you.
>> I do I do believe the correct amount shows on your pubs. Mine mine has I I think that >> I've heard there's been issues, but >> there Yeah, >> is with everything. So >> yeah, >> I'll interject one last time under if you use the right Westfield has gone to
the detail tracking system which is something for the police department that allows the department members to actually access on a on time basis what they have left for sick leave actually look what they're using what they've already got forecast. So, I mean, that's
an option if the town still decides to go that route, especially for the police department. And I'm sure there's similar programs like that for the other departments that they have to use. I mean, I get the liability. Um,
but I have a problem with the word forfeiting you when you earned it. So, >> I think agree I with well I know Mr. Pron's correct but I think that barring an unforeseen circumstance where you
can't and then we'd have to get into a negotiation with either an MOA with a union or um some kind of documentation if it were non-union where you would have to pay it if you're not you have to allow someone to take it if they have it available within reason. This was sent
to labor council as well. I mean reviewed it. >> Yeah. >> Right. >> It's >> So is there any objection to sending this this policy out to the unions and to the employees that are not repres represented?
>> Well, >> so if I could just make a one comment, it it forfeited would mean the carryover as well. So if you have four weeks and you can carry over four weeks that's eight weeks in a year um you know that you can take but you can always carry
over that extra >> whatever that if it's two weeks or 3 weeks you can carry over you can always carry over the amount I believe that you get so if I have five weeks I can carry over five weeks I had four weeks I carry over four weeks so I think you know you
always have that little bit of carryover but it's so it doesn't get into 40 45 weeks of of vacation time. >> No, I I get it. >> Further discussion? >> Yeah, I'm sure the unions will have say
pay on it any 100%. Mr. Dei, no, I'm comfortable with it. Okay. Okay. Next is to >> are we going to adopt this or do do you need to vote to like typically
>> but this is the existing policy. I just wanted >> I just felt it was it would be better to bring it in front of the select board. >> Yeah. >> To emphasize the policy and then authorize sending it out rather than just >> Okay. >> sending it. >> Thank you.
>> Okay. Next, we have to accept a donation of $750 from the American Legion Post 33 338 to the Southwick Animal Control gift account. Need a motion to motion donation. >> So move second.
>> Roll call vote. Doug Mglin, yes. >> Russ Anderson, yes. >> Yes. >> Okay. Okay. And the next is to accept a donation of $159 from Interstate Building Supply to the Southwick Animal Control gift account. >> A motion to accept.
>> Second. >> Doug Mogan. Yes. >> Russ Anderson. Yes. >> Joseph B. Yes. [clears throat] >> Any other new business that we'd like to introduce tonight to carry on a future agenda? Mr. Mr. D
Parker Money, Mr. Old Business, purchase order discussion survey results. Mr. Anderson, um, I I did share them with everyone. I
tried to get a get a pulse of what folks you know, department heads were thinking when it when it came to the purchase order and um I think it came back, you know, it was pretty clear that 70% of the department heads really are negative or very negative of moving forward or
going backwards to processing purchase orders. Um, you know, when you when you look at all the time involved in that, I I I I just can't see going that way myself. By the
time you put a request in with the special colored paper and you have to drive it over here and it seven people touch it to get you a purchase order and you have to drive back over, there's at least an hour involved in probably every single purchase order. And when you when you
look I don't know how many we do a year. I I've tried looking that up, but I'm guessing 3 to 5,000 invoices a year. You start putting a a 25 or $35 an hour uh to those hours and you're you're looking at over $100,000 we're we're wasting and
just touching a piece of paper for for a purchase order. So I can't in good conscious feel to go backwards. um you know that that these budgets have been through the finance committee, they've been through the select board numerous times. They've
been with with the um with the town administrator to to set up so that they've been well discussed, well vetted and then as you mentioned, you know, our town meeting is uh is the ultimate vetting of everything and those
budgets got approved. So I I think we you march forward and that the the department heads continue to do what they're doing and I I see no reason to go backwards. >> Mr. Dei, when did we decide to do a survey?
>> Who's a week? >> You did a survey? >> Yes. >> Oh, already knew about it or everyone knew about it? >> Well, well, no, you I got that. I'm just asking. the Nicole knew about it. I I vetted it through her first and when we
had our meeting, you said, "Well, I got to talk to a few people and then you said understood. I just didn't know who I that's. That's all I'm asking. >> All I'm saying is >> I took it upon myself to have a neutral >> uh thing done with everybody, not select few.
>> Your questions? I I think that part of the part of this discussion what it revealed to me was um in some of my discussions in internal um
is that part of the process is broke. Um, and without going into a lot of gory detail, we need to, and you brought up the vacation piece and whether if it's okay
in the system, but that's been the payroll piece has been on our goals and objectives now for a couple of years to try to improve that process. And then this the PO system is also available within munis and talking to some department heads and
administrators within the departments. Each department has kind of a different way and your survey results bear that out as well. They have a different way of tracking what they've used or what they haven't used or what's available. I think we need to present to the
department heads access to Munis such that they can see those numbers in real time and also be able to put in a PO request beyond even beyond the limit that we have right now so that they don't have to have four
different colors of paper and triple carbon and drive it over to there to get it approved. The the workflows exist within munis. There are problems that we have um suffice it to say they're internal with
authorization within Munice and rights within Munis to be able to log in and see what's what and who's who and see what's within your purview to see and approve. So I I I'm gonna you know one of the takeaways I got from this and I'll going to look at this to add to
goals and objectives is kind of you know and this gets into more operational than policy from the select board. So it's really a charge to to administration is fix that right so that >> 100% >> you know if if they need to you know
let's say they had the line item for capital for that copier in there that certainly exceeds 3,000 it's probably going to be close to$10,000 or is $10,000 that's going to need a PO they should go on to the system put in the PO request it should route to accounting
who should say yep they have the money and then it would go to whatever ever other signatures are required for approval and then it would send an email or whatever to say PO's approved go do what you need to do. If it's under the threshold then it would you know they'd put in that PO request it would encumber
the funds instantly so it wouldn't add a delay to the process. Um, and I think you solved pretty much all of this cuz a lot of what's go from what I read in here, a lot of this was is friction, unnecessary friction with the
old process. And I'm and I'm also in favor, you know, when and I did vote for it last year when we changed it to increase the threshold. One of it was to overcome some of the friction, but it's also acknowledging the the responsibility that we place on the
department head to manage their budget. So, I think this is is kind of a double-headed um issue. The munice issue and the approvals and rights issues within Munis need to be solved and it's
solvable. It just needs someone needs to just sit down with it and spend I don't know how long but it's it's probably less than a a total weeks worth of work for a competent person to sit down with Munice and review everyone who has
access to Munis and make sure that those people have the appropriate rights within Munice and if they don't have it give it to them and if they have more than they should have take it away so that that makes accounting comfortable makes administration comfortable and it makes the department heads comfortable.
and you don't end up with um you know a term I've heard used a lot outside of here is shadow IT where you have different people with different spreadsheets and different books or whatever keeping track of a budget and then at the end of the day you end up with the man with two wrist watches
right man who wears two watches has no idea what time it is um >> very true >> you know and so that munis becomes your source of truth to what you have available and they're they're very accurate overall in accounting
it's just not visible to everybody. So make it available to them so that they can know what they have. That's my thought on that. you know, I the survey I you know, it it you know, asking I I took the the data back from the people
that you're asking to to give feedback on is that all this speaks to is it was very time consuming, arduous, and it it wasn't helpful and for some things in helping people get appeal in a timely fashion when they needed to
execute on something that they needed sooner than later. Um, and I think we we kind of brought this back onto the reservation was it's the it's administration. It's an administration role to vet
POS themselves, right? When it when someone says I'm going to buy this from this category, accounting's role in in in my view and you know open for discussion is yes, you have the money or no, you don't. not is this a good use of
the town's funds for that? That's the department head's job to decide where where it's coming from and is it it there they make that decision ultimately by the CEO too who's going to sign off on a a purchase order or or at the end. So
that's my three cents I gave you now. So, I guess we can I guess I'd ask for a little bit of of um latitude to try to get that in place. Um, and then we can come back and have a look at that to see if if that dollar
amount is appropriate or not appropriate. If we can remove some of that friction, does it do we need to put further controls around it or not? Um, but if we can eliminate that friction of literally having to drive a PO over from
wherever to come into town hall to drop it off, whether it be from DPW or fire or police, you know, for those that are outside of the building or even from those in the building from having to walk down to accounting and drop off a paper and come back later to get your paper with the PO on it, that that should be fair much more automated. And
I think we have the tool already in house. I don't think it's a it's a it's a tremendous cost to implement and fix what's kind of broke within the system today. >> So then they could probably write POS for everything. If they had the access >> if it were simple enough to just go in
like I don't mean hey I'm going to go to big Y and we're going to fight for damages your numbers >> 100%. You'd have a really accurate representation within the budget of >> this is the budget this is encumbered. This has been paid out net available. It should be available at your fingertips. And if I remember right, it would tell
you within that line item what you actually spent it on. >> Exactly. Right. >> Right. And you get the detail by in I think that really I think that this discussion was is really good in that it it it helped identify
this problem at its core. And we've had two things come up of late, this being the second one, that really identified more of a systemic problem than the the symptom is not what was actually ailing us at the at the moment. This
this is more we can fix this and I think it would take a lot of the friction out of it for the department heads themselves and you'll have the data to see, you know, to go back and look at what was used and where it went. It is it's frustrating to
I thought I had more money in that account. What did I spend it on? >> Right. >> And there's there's times when things don't line up and there's times when it does and you it takes hours to go back and look through your old POS or invoices, whatever they are. >> And then the and the same is, you know, I know, you know, I talked to one
department and they keep their own spreadsheet of >> of you know, this is what I have and they start off and then they're chunking it along. Well, maybe accounting put it in the wrong place or they put it in the wrong place. So, cuz they got, you know, the spreadsheet with 19 tabs on it for all their line items. Okay, they put it
in the wrong tab. So, this way if it's in munis, it went in the right place. If it didn't, you can fix it in the system and in accounting and the department are are on the same page. Literally, >> I agree. But if if we're looking at that, I think
we we also need to include training on all of those systems >> 100%. >> You know, because it's not an easy system to adapt either. >> So, >> and you know, administration of Munice, it's not trivial, but it's not the
hardest thing in the world either. It just needs you need to take the time. And uh I know what the other thing was now that I remember is it's part of onboarding and offboarding, right? When you onboard someone, they get added into Munis if their role requires them to have access to Munis. And when they're
added into Munis, they're given the rights that they need to do what we just talked about and not given rights to do things that they shouldn't have rights to do. Just like any other competent system, we need to make sure that we're doing that. So that gives assurance to administration and accounting that we've
done that and that so that if you broaden access to munis you're not compromising the integrity of your accounting system as well. Okay. Can we carry this to old business to our next meeting and see what we can come up
with for that? >> Yeah. I think it's going to take a little research. >> Yeah. I like the concept. >> Really, I think this was one of those things that it came up more as as we as I peeled it back and had discussions here with the CEO and and others. It's
more and and and accounting for that matter. It's just a matter of we've got to get this the mun part figured out. >> Okay. >> Okay. I think we got a little bit out of ahead of our skis on appointments and reappoints, but I did ask some
>> I did we did and I see some folks in the audience tonight. So, we'll talk to some of it. So, we did finally were able to extract mostly right the >> yes >> people that went on the portal and I appreciate the folks that have gone on the portal and I need to summarize we
need to summarize that uh the inputs from the portal and then We need to reach out to those that are that have term. We have a list also of expiring terms, right? That's not here,
right? >> No. >> Okay. >> I have this list, but it's really I have a list also just writing all the people that didn't put their names in the portal that are up for >> that's the ones. So, I had made a list
of that. Yeah. So we can get that done and then we can >> and also I think there might be some that have applied that aren't on there but would be taking somebody who is up for reappointment if that was the case. >> Right. But to be clear there is no
presumption of reappointment. Right. That's just >> there is a courtesy to it but there is no presumption of reappointment. That is a that's within the purview of this board. But I do want to um you know obviously we generally do
um but I want to make sure that we've got and and on any agenda when we're going to do those appointments obviously we have to carry everyone's names that's up for that we're going to move to appoint or interview and or appoint um if we
deem it necessary to conduct an interview. thoughts and comments. We also have a new vacancy which is your planning board associate >> because we just made that one tonight. Okay.
>> Does anyone want to I know some of you are here for that. Does anyone want to speak to it or offer up any commentary? If you're going to reschedu it and do them, that's fine. >> Okay. >> With me. [laughter]
>> I don't mind at all. >> Okay. But we did publish it and I'm glad it was on the on the agenda tonight just because so folks can have a look at, you know, the number of people that have already put in to apply to be on some of
these boards and commissions and the number of terms that are expiring. I did see somewhere, you know, it is kind of normal. We have a significant chunk of people's terms that expire. These aren't all vacancies that were just suddenly created by people dramatically leaving town. Most folks bree up and and
continue on in their role. Um, this is not an abnormal year for that at all. Um, any other old business for this evening? Miss Parker, >> no. Thank you.
>> Mr. Anderson, >> no. >> Mr. Dee, >> no. >> No, >> Fred. >> I'm good. >> Okay. >> Second. >> Okay. But we will before we go through that, we should we can make the
appointments first and move our staff. Correct. >> Yeah. The police, fire, said um >> tree warden. And then there are field driver. No, we left that one vacant. >> Um,
there are a couple of contracts that were renewed that you know the fire treatment accountant that probably should have a reappoint if their contracts were up. >> Yep. >> So, they're on there. >> Okay. Let's do
Why don't we go into the police department first? So this is the annual reappoint of the staff and staff officers, reserve officers and uh civilian employees of the police
department. Uh do you want to read? Do we want to read each one? >> Can we just do as a bus >> or an omnibus motion for those as presented on the agenda because the whole agenda was stamped. So
that includes the chief, lieutenant, sergeants, detective sergeant, officers, school resource officers, reserve officers, chief's assistant, records and firearms, which is the same person, and
animal control. Entertain a motion. >> So move second. >> Doug Mglin, yes. Russ Anderson, yes. >> Joseph Dy, yes. And on to the fire department, including the
lieutenant, deputy, chief, fire and firefighter, EMTs, firefighter medics, and the administrative assistant. >> So move. >> Second. >> Doug Mglin, yes. >> Russ Anderson, yes.
>> Joseph DD, yes. And for the call force would include the captains, lieutenants, firefighter EMTs, firefighters and firefighter PDM paramedics and PDM EMTs, the chaplain and the radio service guy.
>> So move. >> Second. >> Doug Mglin, yes. >> Russ Anderson, yes. >> Joseph DD, yes. And for tree warden, Mr. Bozac. So move. >> Second. Touglin, yes.
>> Russell Anderson, yes. >> Joseph DD, yes. >> And the uh Have you reviewed the contracts with the fire chief and the town accountant and the health director >> or should we carry those?
>> We've we've reviewed them. Um Naen completed them. >> The board of health board of health is done. >> Yeah. and um accounting and fire where the drafts are out still. >> Okay. >> Well, thank you.
>> So, why don't we carry those to our next meeting and I have time for everybody to review them and we can discuss them at our next meeting. >> Any miscellaneous correspondents? We're still behind on the minutes a little bit, right? >> Yeah. I'm not do I haven't done any minutes.
Uh, warrants. We have a few. We need to acknowledge payroll warrants 2628 dated 64 in the amount of $39,439.7. Warrant 2629 dated 618 in the amount of $383,128.71. And warrant 2701
dated 63026 in the amount of $324,386.80. 80 and payables warrants 2628B dated 68 in the amount of 328,1 $18.95
2629B dated 622 in the amount of $514,89.17 and warrant 2630B dated 629 in the amount of $291,838.36 and warrant 2701 1B dated 71 in the amount of 2,472,96327.
Any other business before the board tonight before we move into executive session? Can I ask a question basically from the back of you with the health director if it's been completed what are next steps
for for us or what should what should we expect from the selector board? >> We will bring it'll be on the agenda for the next meeting and that one is as we discussed kind of special. So for those playing along at home, that one the
health director is actually an is hired by the board of health. However, the select board is the the personnel board and also for the money side of it. So that contract will come through here for signature, but it I don't think it's
changed since we had met, but the board I need to make sure that they have had had a chance to review it. >> Thank you. It's not first renewal. >> No, that's all right. It's it's it is it is a weird one and we don't have it it doesn't change all that often with the health director. Thank goodness. So, we
all have to kind of every time that happens, we all have to refresh ourselves with that whole process because it is a unique employee within the town that the the board of health actually is the hiring authority for that position. Anyone else? Buddy, you good?
>> Yep. >> Okay. Making sure. Okay. We are going to go into executive session pursuant to Mass General law chapter 38 section 21 for number two conduct strategy sessions in preparation for negotiation with non-union personnel or to conduct collective bargaining sessions or
contract negotiations with non-union personnel. Number four discuss deployment of security personnel or devices or strategies with respect there too. And number six, to consider the purchase, exchange lease or value of real property if the chair declares that an open meeting may have a detrimental
effect on the negotiating negotiating position of the public body. And that's a roll call vote. And we will not be reconvening in open session. Doug Mglin, yes. >> Russ Anderson, yes. Joseph, yes. >> Can you sign these? >> Yes. And you sign the white ones and
everybody signs the ones.