Thank you. >> Good evening and welcome to the town of Southwick board town of Southwick board town of Southwick select board meeting for Monday, June 22nd, 2026. Time is 6:00 p.m. We're here in the land use hearing room at town hall at 454 College
Highway. Um this meeting is being held in hybrid fashion and is being recorded. If anyone else is recording the meeting, uh please let the clerk know. Um let's quick call to order. >> Nicole Parker
>> Doug Moglin >> Russ Anderson >> Joe Deedy >> Nadine Signori >> Russ >> And if we could all rise for the Pledge of Allegiance. Nadine, would you like to lead us in the pledge tonight? >> I pledge my allegiance to the flag >> of the United States of America
>> and to the Republic for which it stands, one nation under God, indivisible, with liberty [clears throat] and justice for all. >> Thank you. Okay, our first order of business is public comment. If anyone will start with the room tonight, if anyone in the
room has a comment they'd like to address to the select board, now's your opportunity. If you could raise your hand and we'll go around the room, not all at once. Seeing none. Anyone online? I see no hands online, either. Perfect.
We have an Eversource hearing. Is there anyone here from Eversource tonight? >> It's only 6:03. >> It's okay, it's close enough. >> All right. >> Ezra Walker >> You want to come up? We'll get you a chair. >> How's it going? >> Good, you?
>> Fantastic. And you are? >> Ezra Walker >> Nice to meet you. >> Nice to meet you as well. >> Okay, I got to read the hearing notice first. A public hearing will be held by the Southwick Select Board at Town Hall located at 454 College Highway, land use
hearing room, second floor on June 22nd, 2026 at 6:05 p.m. Eversource requests permission to install one 40-ft class one pole to be labeled as 62/83M like Mary on the following public way,
South Loomis Street. Uh the Eversource application is uh well, a little light. So, we looked it up, it's at in front of house 130 on South Loomis. That That's background. So, I'm done reading the public hearing notice. >> The floor is yours, sir. Um so, the
pole's basically just to lift communication wires up cuz they're pretty low, and I guess we have a resident there that does a lot of work um towards his backyard, and he moves machinery and equipment. So, we're just looking to have a pole to basically lift communication wires up and uh make it
more accessible for the resident. >> Okay. >> It'll also improve reliability around the area. Um I guess the wires were pretty low, so. >> Is there anyone in the audience or online that wants to speak in favor of
this petition? Sir? >> Very closely. I have a gate in front of his home and so. >> Can we get your name and address for the record? >> Yes, Michael Gerard, 134 South Loomis Street, Southwick. >> Okay. And you're generally in favor of
this project. >> Yes. >> Okay. Anyone else? Sir? >> I'm I'm his next door neighbor and uh I'm at 132 South Loomis, Richard Gerard and uh
you know, our line is low. Well, I'm in favor of it because it doesn't hurt or help me, but I'm in favor of it as well. >> Okay. Is there anyone either in person or online that wants to speak in opposition to this application?
Hearing and seeing none, uh I guess I'll take a motion to close the public hearing. >> So moved. >> Uh before I call for a vote, I have to uh I just want to add a little bit of public commentary of whatever source is doing to the town of Southwick in
regards to the public safety uh new antenna that we're trying to construct under a grant uh to replace the aged um analog system that we're trying to replace and um Eversource has caused the town of Southwick to incur great expense
and potentially risk uh public safety for our residents and first responders through their continued obstinance to a common sense solution to that problem. I know you're an innocent bystander here, but I wanted to get that on the record.
>> you I'm not a part of that job. >> Exactly. And uh I know uh I've spoken to both of our public safety chiefs and our radio consultant and uh again, it'll be a significant uh
unnecessary expense to the town of Southwick as part of a very important safety improvement project for our radio system that Eversource is causing the town to incur significant additional expense. So, um
now I'll call for a vote. Roll call vote, Doug Moglin, yes. >> Russ Anderson, yes. >> Joseph T. D., yes. >> Thank you. Appreciate it. >> I appreciate it. >> Take care. >> Have a good night. >> You too. Take care. >> I'll leave it in the chair. >> Yeah, you >> Yeah, you can leave it there. It's going
to be another victim or three. New business, A, visitation. Have a good evening, gentlemen. >> Yeah, you too. Thank you, guys. >> No problem. New business, A, visitation master plan implementation committee. Anyone? I know you.
>> Norm Shivers from the master plan implementation committee. Appreciate the opportunity to speak to you tonight. I've got another copy of the presentation cuz I added in a three slides. >> Uh-oh. >> I'm with good news.
>> Do you have the electronic version of same, or should I just share what I have? >> I do. >> Never take a USB from a stranger. That's security 101. >> No. >> Well, if you know him, he's not really a stranger. >> It's the one with today's date on it. Does it appear to be there?
>> It does. >> Okay. Okay. So, we've been in business for a year and a half and we've learned some lessons. We've got some subtle changes we'd like to make to the roles of different parties involved
in our project. And I'm here to hopefully get your blessings for those changes. The first one is for the lead role of the lead organizations. Okay. The fact, you know, the fact is we have
submitted slides to the organizations and visited them at their meetings to basically say we're looking for a fair and honest evaluation. And I think the interpretation's been coming back that they're expecting that we're expecting they're going to complete all the action items.
That is not our true request. Our true request is given a fair and honest evaluation. And a cancellation is totally acceptable. Okay? Evaluate the benefits and costs of implement to implement and determine if
the action items should be implemented, modified, or canceled. And if the decision is to cancel, follow the cancel procedure that we've established. Decision is to implement, should the action item be modified to enhance the
benefit? If so, complete the modification process. If decision is to complete the project with or without modification, estimate the timing of the year of completion, and make that commitment to IMPAC.
That's been an issue. We've had a few organizations that are a little slow giving us promised completions. If the action item is believed to belong to a different committee, start the transfer procedure. We've transferred several items so far.
Determine how the support groups support groups will be utilized. In some cases, the support groups have a lot of knowledge on the subject, you probably want them in developing the plan. In other cases, you are the authority and the knowledge is less, so you're not going to probably involve the support
groups until the very end of the process just to get the ratification. Allow extra time for support groups to respond. Support groups have been basically a little slow in responding if at all, okay? So, build that into your plan.
Give the support groups a deadline to to respond by and if they don't, then you're going to assume that they they accepted your decisions. >> And you're calling a support group who's responsible for the action item? Like a a department or No. >> The lead organization has responsibility
on of the completion or cancellation or modification of the action item. The support groups are other organizations that the master plan designated as responders to the lead organization to assist them to complete the project.
Okay. We suggest that you put a map the master plan topic a regular item on your agenda and ask for assistance from the liaison your liaison as required. Now, for the support groups,
okay? Your organization is not responsible to complete the action item. I think in some cases they felt that they were still responsible to complete the action item. They're not. It belongs to the lead organization. When the request when requested to
support a lead action organization after a recommendation, the chair of the support group does the following. Number one, put the item on your next agenda. Number two, prepare yourself to discuss the subject at the meeting. Number three, promote discussion on the
subject at the meeting. Number four, have your organization take a position on the action item. And number five, respond back to the lead organization with a decision from your committee in a timely manner. And as I mentioned earlier,
in some cases we're not getting any response from the support groups. It is possible that you and your organization may need to offer research to the lead party or meet with the lead party to assist in resolution of the action item.
And you also can take exception to the fact that your organization has been assigned to the support action by mistake. And we've had a couple cases of that. Okay. And now for the key role of the MP organization as itself.
Give guidance to your liaison lead organization. That was already on our original list, but I think there's some cases where we could have done better. Offer research to assistance if requested. Help with the writing of the addition action item
completion document. This has worked well. And it has put a few of the or lead organizations over the top. And so it's been useful, but we need to do more of it. Keep the lead organizations on track for completion dates. Assist in eliminating roadblocks for the
lead organizations. Aid with action item transfers, modifications, and cancellations. Attend liaison meetings. Facilitate the establishment and completion of yearly goals. And communicate progress with your monthly update reports.
And now for the new news for you, that you haven't seen a copy of this, but since I had your attention for the meeting, I thought I'd give you an update as we're coming to a close on our first year of measurement, which is the end of this month, of the 24 lead organizations, 20 lead
action items were signed up to be completed. As of today and going into our Wednesday meeting, 17 have been approved by MPIC. Two more are on the agenda to be completed. They have been submitted and they don't they look they look excellent.
And on page number nine on this page is the one that's still working. That's the allowed by the planning board to take credit for allowing permitting of alternative housing designs, tiny homes. I think we have a plan that we can work
on based upon our approved measurement package to we can put this over the top on Wednesday. Okay, so that's 10 of them and then the next page is the next 10. And I'm not going to go through the list individually. You can read that for your own.
But if we put that one item over the top on Wednesday, we will have closed on 14% of the 142 action items. And so far for next year, we have 18 signed up to be completed as well.
Year one installations, there were four. It's the last item on the list. And I don't want to alarm you on number one here. It's the multi public multi community aquifer committee. There was a duplicate in the master plan. This was a mistake and we just we
canceled it for consistency. The other one is active and the water commission is working that one as well. Hire town grant writer was canceled based upon the fact that we've done an excellent job with staff as it is today and there budgetary
concerns as well. Open space establish a climate change and resiliency committee. It was determined that the local emergency planning committee really provides this function as it exists today. And climate change, develop municipal
energy storage to enhance the town's benefits from local private and publicly owned solar arrays. We don't have any public solar arrays today. And is it really the business of of um the town to get involved in in private
private sales. So, these four combined with the 20 possible completions means we will have obtained 16% of action item closure of 142. And that's my report. If I can have your blessing on the slight change in roles
that I'd appreciate. Of course, I'll be glad to answer any questions. >> Discussion? What's the report card? What would you give this fourth fourth fourth year? A B, C, and a D? Well, what's your from
your expectations? >> Well, from the expectations, I'd say an A minus. I think there are a couple areas we could have done a little bit more to assist the lead organizations. And the lead organizations could have done a little bit better to assist in
getting completions done and getting promised completions in. >> I know it seems from what I've heard is people like, "Well, it's once the initial wave hit and everybody settled down a little bit, it was oh, well, I already do this.
There's a process to document it." >> Yeah. >> And it moved a lot quicker. >> Yeah. >> You know, it seemed good, so hats off to you for that. >> Thank you. Any other questions or thoughts? >> Mr. Dede?
So, what is a lead party? >> The lead party is an organization that's either a committee, a board, or a department head that's been assigned the task of bringing resolution to each of the 142
action items. There are 24 lead lead teams. >> 24 lead teams. >> Yeah. >> And how many assistant teams are there? >> I believe there was a total of 47, so the delta 47. So, I believe the delta between the two would be the support
groups. And there are cases where the lead group is also a support group on a specific action item. >> Right. That explains why you can't get anybody on any boards or commissions. I'm busy with you. >> Yeah.
>> I don't know what you mean. >> So, what's Can you summarize what's the change you're looking to make to the MPIC as far as >> Just some subtle changes to the to the roles of each of the parties involved. It's really all it is.
>> So, what is different from the status quo then? Is there a way to summarize that for us here in what you're saying? Changing master plan roles. So, what what are the key changes you're looking to have done versus how you operated in the last year? >> Okay.
Number one is on the on the role of the MPIC to be more assistant to the lead organizations in accomplishing their task. Take a a larger role than we did this year. That means all the liaisons need to a little bit more aggressive, including
myself, in assisting the lead organizations. Number two, the lead organize the support organizations need to take a more of an active role than they've taken in year one.
They've been almost non-responsive to the lead organizations, and they need to support it. The lead organizations, some of them have been excellent. They've taken the challenge, and they've they they've earned an A-plus.
Others could step up a little bit more. So, in a nutshell, that's it. Subtle changes. >> So, why haven't they been aggressive? Was it put on their lap kind of thing, and they just weren't ready for it? Well, some of them
>> Some of them >> It >> But, they're not the definition of what is the role of a team member of an organization in the town. Is it just to go to meetings and take action at the meetings, or is it to be more
supportive, be a working member, do research? And I overcoming that hurdle is is part of the problem. >> Yeah. >> Okay. >> Yeah. How did you find the reception of the MPIC to most of the boards and commissions,
the initial approach? >> It varied. Most of them were in tune with the process. They were excited about their challenges. They agreed that their challenges were important to their success.
But, there was still others that were needed a little little assistance in voting to um get on board. >> And again, it's a fine line, right? I I think I watched a lot of the the uh the videos and attended some of
the meetings in person where different boards took a different approach to having them pick come in to kind of present an elected or appointed board or commission these are your jobs or these are your tasks. >> Yeah. >> And I think that that I think
you guys blended that better later in the year when it it took a little decidedly different approach to that rather than um cuz those boards are elected or appointed to to do a role, especially the um I'd say especially elected, but
especially elected, right? They're they're elected with a charter and a bylaw and or or whatever and it's difficult for someone to come in and say, "You have to do this cuz this is what the master plan says you have to do." Um not an enviable role. Um
I don't you know, I think this board is going to have to do some discussions around some of this stuff, but I don't I don't see an issue with with um with what you're making us you know, the suggested changes you're making here. Um I you know, I think there is a there was
a a bit of a difference of opinion um on the board on this board as to you know, kind of where we're what we're driving at with the with the master plan and and implementing the master plan, whether it's
there's some balance in my opinion. This this is just my opinion. There's some balance between very targeted actions that very concrete things that would do this this this and this versus there are some overarching goals throughout the master plan that we're trying to get to. Um and I think
again it's a delicate delicate balancing act to try to you know, there's some of the things that were done that are were very I think are very good and very beneficial. And you see some of the actual the actual accomplishments or or completed action items in
in the day-to-day things. And there's some that, you know, still need to be completed. Um, and some I think are they're master plan goals created by the master plan advisory committee, which was largely
um, you know, with members of different elected boards and commissions, but um, not necessarily operating within the town meeting format or or um, and it's uh, Mass General Law. And you've got an elected board that has to
decide whether they want to do it. And the one and I'll see how it goes with, you know, the tiny homes one. I you know, I that's an elected planning board. They have to go with one of God, country, and town meeting to to get a zoning bylaw amendment passed at town meeting to allow that. And they have to
make the convincing case. So, um, whether to do it. And then there's, you know, they have a significant um, bylaw zoning bylaw revision that they want to undertake. That's not a small undertaking either.
Um, and the master plan does call for some general um, general revisions to the bylaw and also some I think potentially some pie in the sky type amendments to the zoning bylaw that may or may not be palatable to town meeting. So, even if the planning board decides
that they want to do it, town meeting's going to be ultimate arbiter of it's great of whether that's coming or going. >> [clears throat] >> And other things I think have been generally good. Um, and you know, some of them it it's not up to me, right? It's up to
town meeting if they're going to accept some of where it's a bylaw a new bylaw or an amendment to zoning or an amendment to some other bylaw in town or if it's the invitation of a policy or better communication, you know, the town newsletter is a good one. Um you know, we need to still continue to
increase the ways that we communicate with everybody in town, whether it's an emergent issue with our, you know, improving the code red thing that we have today or whatever it's called today. It's not called code red anymore. Um to the newsletter, to the website. We saw that we were well on our way to improving the website and that that's
live. So um I think we continue on with where we're going with the the the changes that you're proposing until you know, we you know, and the select board's going to take up shortly, probably during the summer near the end of summer, his goals and
objectives for this board. And I think, you know, one of the things that, you know, we had discussed last year was the master plan goals and objectives are not the complete goals and objectives of each elected board and commission. And sometimes that's hard to reconcile, right? We needed to do a better job on
we you know, this board had certain goals and objectives that weren't part of the master plan. And and they weren't against the master plan, they were just they're just not part of it. They're just things that we want to get done. Um so and we're so we're going to revisit that
too because I think there was a I think at a at a point we started to look at some of that through everything through the lens. Um which I think is generally good and I mentioned it last year when we were talking about this, you know, when even during the MPAC
there were things that we were thinking through the lens of what was coming out of the master plan advisory committee that would eventually make it into the master plan that we would like to have seen that we that we actually implemented and did ahead of even the master plan. So I think it was a good frame of thought. So
um we just need to continue on with what we're doing and then decide, you know, from the you know, from an MPIC perspective whether how we're going to manage those tasks and how we you know how we're going to get to 2040 and the the the overarching goals of 2040. Um
and continue down that path cuz they're you know the people spoke they voted to accept the master plan and um so we got to do. Nothing else. >> Joseph? >> Nothing else. >> Well, thank you very much. >> Thank you. Appreciate it.
>> Thank you. >> Can I have that paperwork? >> This one? >> Yeah. >> That was part of the folder that I >> Thank you. Let's see. I'd like to look at it. >> Okay, item B. Accept the grant in the amount of $1,103.22
from Shurtleff Children's Services to the Southwick Public Library. >> I have a motion to accept this grant. So moved. >> Second. >> All in uh sorry, roll call vote. Doug Moglin, yes. >> Russ Anderson, yes. >> Joseph Deedy, yes.
>> Thank you. Uh accept grant in the amount of $1,000 to the office of animal control. Uh they're requesting the Southwick Select Board vote to approve and accept total donations of $1,000
um and from M. Grosso of Southwick, Mass. in the amount of $1,000. >> So moved. >> Second. >> Doug Moglin, yes. >> Russ Anderson, yes. >> Joseph Deedy, yes. >> Okay, we have an invoice from
Pioneer Valley Plan- Planning Commission in the amount of Looks like 36 29 24 and this is for the federal fiscal year 2024. Community development block grant. Correct?
So I need a motion for that. >> This is to manage it. >> Yeah. >> And they have a list. >> We don't usually these are in the agenda but I don't know, you know, we haven't really established exactly so everything went on. These were just historically on the counters for the chairs chairs for
the chairs to sign when Pioneer Valley Planning Commission sends over an invoice. These are prior year. >> But they're up to date on all their filings and the other stuff with >> Mhm. >> As Doug would call yada yada.
I'll second or someone. >> [clears throat] >> I'll second it. >> Doug Moglin, yes. >> Russ Anderson, yes. >> Joseph Eady, yes. >> Okay. We have uh discussion and approval of end of year
transfers. And we have a list that was given to us ahead of the meeting tonight. From the town accountant, yes. So these are going to come in these are coming in front of this part of municipal modernization.
So these are adjustments to accounts to uh adjust for um surplus and deficits within our existing line items. So you see that they've taken from reserve for wage negotiation and
and put those in the various accounts that they need to cover um pay adjustments. There's an adjustment for legal advertisements, library maintenance and an increase in firefighter grant
fiscal year 20. Coming from other fire accounts. >> And you're re-you're repurposing a balance on the grant that you had. >> Yeah. But this is how you can do it without having to go back to town meeting. >> Right. No, I heard. >> These types of of uh things and it's
approved by usually approved by both both board the select board and the finance committee. Select board's meeting tomorrow. Our finance committee's meeting tomorrow. I got to get some rest. Finance committee meets tomorrow.
Okay. So, I need a motion for the chair to sign. >> I'm going to abstain from that. Um But hold on a second. So, I'll make the motion. >> And I'll second the motion.
Uh roll call vote. Doug Mogavero, yes. >> Abstain. Joseph TDS. >> Okay. >> And I make a motion for the addition >> Byron Holmes. >> Yeah. >> Byron Holmes, yes. >> Yeah. That came from sewage flow, right? >> Yes.
Put this someplace safe. >> You don't to get it now. >> Okay, the next item of on the agenda is item E F. This is um This was a three-year or multi-year contract, but we need to
vote on the third year. This is the um used to be Solitude, now it's called Stantec, I believe. >> Same company. >> Same company. And it's a professional services agreement for treatment at the lake and then they have to be available about on
demand um if we have a problem over there that they need to get to. >> This is to control the blooms and >> hydrilla >> and the hydrilla. Congamond Lake hydrilla eDNA surveys year three.
So, we have them on retainer for a couple different things, but this one's the hydrilla e-survey and this is year three of the contract. >> And we have the finances. >> To support it. >> On a motion to accept it. >> I'll second that. >> Doug Moglin, yes. >> Rose Anderson, yes.
>> Joseph Green, yes. >> Okay, the next one is uh announcement, appointment, reappointment notification. So, uh Christie was nice enough to give us an uh a almost actual size listing of all of the positions that are coming up
for uh appointment, reappointment and so on. Um it also lists off to the right, which I'll compare this to the chart that I had sent out to you guys a couple of weeks ago. Um
and we want the portal is now back up and and running and we want to encourage the the members that wish to reapply or to for uh be reappointed to their current position to go in the portal to indicate
that. We also have some letters of um from some members that say they they don't wish to be reappointed. So, this we can boil this list down to the a list of um folks can go on the portal and ask to be
reappointed or make an application to be appointed to a board or commission. Um so, and just by you know, there's Ag Commission, Board of Appeals >> [snorts] >> uh Commission, Conservation Commission
Council on Aging, Cultural Council EDC, sorry, Economic Development Commission, Historical Commission, Lake Management, Lake Management Canal Oh boy. Local that one's statutory, Master Plan Implementation, Open Space and
Recreation Plan SEMA races cert Um And there's a suggestion that we combine those all together cuz they are made up by the same people and serve a similar function. So that's something we should consider.
Um and then we also have appointments of other town employees that we have to do for July of each year as well. But um these are the volunteer ones that you know, people dedicate much appreciated time and effort to supporting the town and
helping with the various missions of these boards and commissions. So um we need to get that put to form and put to and have that have that portal up and running now that we can get out of it again, which is great. Um we'll be able to start
amassing what we have for people that are looking for reappointment and if anyone's interested that wants to apply to be on a board or commission that's the place to do it and it's right off the selectmen's page on the uh on the town website. >> Well, so there'll be an email going out to these people.
>> We're going to send an email to all of these people and then we're also as we have the have I don't know that we have I don't have everyone's email. If not, we'll send it to the chair to communicate to their board members. Say hey, this person's term is up. Do they wish to >> Can we put a
quick instructions on how to use the portal to short but I've heard that's could be challenging at times. Never done it, still don't know. >> Okay. Item H, execute tax increment financing agreement with Westfield sorry WGI.
They're just WGI. I know I still want to say their old name. Um Do we need to take a vote to execute that? >> Mhm. To let to allow you to execute it. Or Yeah, there's all three of your names on
there. >> So this was approved at town meeting um in May and it has in there what the This has all the details on the the relief sought. It also has the the other side of what the company has to do.
Um and it has been executed by Mr. Filios, the president of WGI. So when we have who's the This and it's all three on the >> It is. It is. >> Fantastic. So we just need a uh
motion to execute the TIF for WGI. >> Make a motion to execute the TIF for WGI. So this is exactly what the town meeting had it. >> Yes, the percentages are the same. We clarified in the actual agreement it has the number of employees that they
need to add um and it has the approval from um It has a document that on May 19th voted to approve this agreement. So it was the agreement that was voted on at town meeting. >> Second it. >> Roll call vote, Doug Moglin, yes.
>> Russ Anderson, yes. >> Walter Timmy, yes. >> Next item of business, purchase order discussion. Mr. D, do you want to give us some background on this one? >> Yeah, we used to take purchase orders all the time. We got away from it. Um I I think we need to bring them back,
especially if our money's going to be as tight as it looks. Um it just helps with the encumbering the money. It helps with the accountability. And it checks and balances. It's It's just Is it Was it perfect before? No. Could it use a few updates? Yes, no doubt about it.
But um I I think you need purchase orders. Here we are at the end of the year, and I'm sure they're still getting bills in. That's what I'm worried about, because this system now doesn't seem to account for anything until it's after the fact. >> What do you mean by after the fact?
>> Well, how does it work now without a purchase order? >> You go buy something, turn the bill in. >> Okay. >> But the department head's responsible for his budget or her budget. >> Yep. And if there's an issue, what happens? >> What What's the issue? >> Well, you can't return Turn the product,
right, that you bought. >> No, you you wouldn't with a PO either. >> True, but with a PO, you know exactly what you have for funds. And when I talked to most of the department heads, they're all They've been Some of them already still doing purchase orders. So, I think >> We do purchase orders orders over $3,000.
Under $3,000, there's no purchase order necessary. >> Well, and I think there needs to be. >> I disagree. >> Ken, so >> Ken? >> Mhm. >> Yeah. >> I mean, it slows down the system terribly. You're waiting for purchase orders.
You're trying to do something. The purchase orders get lost in the desk. They're Uh it's There's no added value to it. You have a warrant. You have your budget. You You use it. When the money's gone, the money's gone. >> You You need You need the accountability all the way across.
>> So, who's Who's not being accountable? >> You We The town's run on purchase orders, businesses run on purchase orders. >> I don't think towns run on purchase orders. >> They don't? None of them? >> A lot of them don't. No, not for unless it's a bigger item. >> We need purchase orders. >> Where am I going to get them?
>> Yeah, it is. There really is. >> So what When did When did we get away from it? >> Um Um probably more than a year ago. >> Just set the standard higher. >> Yeah, just to $3,000 and not for every single cent that's spent.
And the department heads have the responsibility of managing their own budgets, and that's what we've really emphasized is that it's very important that we give this responsibility to the department heads. And it does work better without it because it does not sit It makes things
much more efficient for the departments. >> How is it more efficient for the department? >> Because they can buy something and they can pay for it. They don't have to wait days or however long it takes for them to get the purchase order back for a $40 box of paper or something like that.
>> Where we are falling down is because of our technology is so bad that a department head can't look up and see what the balance of their account is. They have to wait a month to get a a read out of what their what their balance is. A lot of departments have live transitions so they can look up their account and see what's see what's
pending, see what they money they have. And it's, you know, it's all right there, but we don't do that. We have layers and walls and you know, we have you have the biggest staff of an accounting department than this half of the cities in the area. >> I doubt that. >> No, that's true. >> So how So how do you reconcile that? Cuz
I think that that >> lower to a $500 limit, and then anything over 500 you get a purchase order. So that takes away from the $40 box of pencils. >> I think $3,000 is a good amount. I think $10,000 is the best amount. But we were able to negotiate with I was
able to negotiate with the board and we got to three. >> I was kind of asking how would you >> So how do I interpret >> But but there's but there's like there's a good point in there too though. So is how do you break down the barrier so that
a department head knows what they have in order to spend them? Because that seems to me that's kind of important. >> It's always been a problem. >> Right. >> That almost seems like as much of an issue as the pulling of a purchase
order, right? So the department head held responsible for the spending and it's not really I almost look at it almost look at it like the role of the finance committee when an article comes in front of them
um for some things when you've got an elected board that's saying we're going to we want to do this and this. And um I use the community preservation as an example. We've had a we've had a lot of discussions about that over the years. When there's an article that comes up
for CPA and they say we want to spend X dollars to buy Y property the finance committee's role is really narrow and it says yeah, we have the money in that account. So therefore, okay. There's you have an elected {slash} appointed board that went
through the public hearing process, vetted all the project itself, had all the appraisals and everything else that they would need and then they go this is how we want to do it and it's an article at town meeting anyway that they have to approve too. Um so
I think that one of the things to look at here is also how do we make the data more available to the department head so that the department head could look up and says I you know, we need to get something.
Do I have the money and in the required line item that I want to buy it? And if they don't have it, I guess we're using the purchase order as kind of a gate to have it come into accounting to tell them they do or don't have the money. Um but that's also an important piece of
it. They should have access to that data so that they could see if they have the money in their budget to spend what they're looking to spend. >> Does everybody get a month the monthly reports that I get? Does everybody all the department have to get those? >> The grants and the revolving ones we do
at the end of the month, but the um department the general fund water and sewer, those go out um every 2 weeks after the accounts payable are run. >> To the all to the department. They get the yeah. So, they get they get a report
twice a month. Um and then, you know, they really should eat they should be keeping a spreadsheet or something with what they spent. Um but I think that um I don't know where my train of thought was going. Um so, they get that report,
but I'm also working on getting everybody access to Munis and not that they can manipulate Munis, but then they can just go in and inquiries and look at account numbers and things like that. That's more to me, but >> for their own department. >> Yeah, for just for their own department. They would only have permissions for their own department. >> Sure.
>> And I was trying to get the departments input their own bills and some have and then they just get approved by accounting instead of all of the paper. >> So, from and from a PO standpoint uh when you cuz I I think that
if you're going to say above uh above $3,000, so follow through the process above $3,000, who has to sign the PO? >> The department heads gives the PO to the accounting department. The accounting department tells me how much is in that account, and then I sign off on it.
>> Do you vet Do you vet the merits of said purchase order, or just that they have the money? >> Just that they have the money. That's on the department heads to get with their purchasing, and it's definitely not the accounting's responsibility, either. >> 100%.
>> And for the most part, you know, everything is the same, you know, we do the same We get sand, we get salt, we get whatever Whatever we order we It's not like there's all these new purchases all the time. You know, for the most part, we
buy the same things year over year, paper, etc. Um so, you know, they might get a purchase order of $20,000 for paper, or for office supplies, or something, and then just use that. And that's fine. It's just It's really
made the departments more efficient with having that, and I am not looking to get rid of it. >> Have we had any issues with accounts being not up not up to or overdrawn because of not having access to to it, or not
having the purchase order? >> No. >> Further? I think it should be at least lowered from 3,000 to a different number. If you're going to continue that version. >> What was it when we raised it? >> Zero. I don't >> Zero, right? Everything had a purchase
>> Every single thing >> Every single thing had >> assure you the department heads are happy that they don't have to do it. If we wanted to raise it to five or 10, that's even better, but I I don't suggest that we lower it. I just don't. For everyday work,
this is an administrative function of the day-to-day work. >> Okay. Can we come back to this on 7/6? I want to talk to some short other folks. Okay, discuss interim emergency management director.
Um I want to thank Ian for his gentleman work on the uh emergency management department and we're going to have a discussion on having an interim emergency management director. I see a guy in a white shirt and a badge. Do you have anything you want to add
here, sir? >> Oh, no. Uh only thing I was >> And your name, sir? >> Robert Starling. >> There we go. >> 151 Vining Hill, Southwick. Uh assistant uh director for emergency management. >> [clears throat]
>> Uh the only thing I was thinking of as far as uh as far as looking for somebody for a direct to be director. I would be like I'm going on 75, so I'm not going to
jump into the into a fire pot. Uh but >> [clears throat] >> um I would be looking to probably put something out looking for resumes from different individuals who might be
having a background in being an emergency management director of other locations and they moved into the town or somebody who has taken a um the college degree in that type of thing.
And you know, but when then also, who's going to pick up the slack right now until somebody has been chosen. is the only questions I have. >> Did you post yet for that or not?
Okay. >> [clears throat] >> Do you foresee any changes to the job description that we have now for that? From the last time? >> I don't think so. >> It was fairly recent. >> Yeah. >> [laughter] >> Yeah.
>> Like a yearish? >> Yeah. >> We probably posted a year. >> I I'd say just get it posted as soon as we can and see what's out there. >> Yeah. >> Okay. >> And in the meantime, who's going to
act as the interim director or you? >> Who's the >> want to pick one. >> Who's the uh What's your title today? >> Assistant. >> Mhm. >> Director. >> [laughter] >> I gave her an answer. >> I thought you just answered your own
question, didn't you? >> I probably >> But you have the full faith and support of the entire town in your mission. >> Yes. >> So Um I think as we talked a little bit, I think as it's fine getting the mail, checking the day-to-day, you know, in the event that
something happens. I think you know, you're going to you'd see the fire chief and the police chief stop by for the event. Let's hope we get somebody in there soon. Look, I think Does that make sense? >> Yes. >> It does.
>> Now, I just wanted, you know, get some clarification from you guys as to, you know, am I going to take over the helm temporarily until until somebody has been chosen and then that's the case, then I will do my job
to the best of my ability. You know, for the town. >> I know like he's out of town for a couple of weeks. Let's hope it's a couple weeks. >> Yeah. >> Yeah. >> Let's get this posted and then let's get uh Let's see what we can we can bring in and bring in front of this board and you
guys to >> We deal with them and >> Yeah. >> Yeah. >> All right. Very good. Thank you very much. >> All right. >> Thanks, Jim. >> Yep. So, do you need to make him react in one or not? >> You already have his assistant. >> Yeah. >> It kind of is. >> Yeah, right. Yeah.
Okay, any other new business that we want to bring to the agenda for our next meeting? >> I have executive session stuff that I'll email to >> Okay. Sir? Uh I just want to note and we'll carry
it on the agenda. We need to schedule a joint meeting with the planning board to fill a vacancy that has arisen due to a resignation of an elected member of the planning board. And the last time we
did uh you fill that seat till the next election, but it is a I believe it's a joint appointment of both boards. Yeah. So, I want to carry that on the agenda. >> [clears throat] >> Do you want me to just see when the planning board can meet?
>> I want to I want to post it so that we can get applicants and then get a meeting together with the planning board so that we can hopefully between uh the planning board and us, we'll hopefully be able to shake enough trees to get someone to come out and and take on that role.
>> Yep. >> And then um Anything else on here? Yeah, I just I want to mention a couple One, it does look like the Ironman event is looking at various options
for conducting that event for 2 years in a row now. Um they had to cancel the swim portion of the event because of the conditions in the Connecticut River. Um we did suggest to the the gentleman that
runs the thing to have a long look at Congamond to see if that's something that could potentially be entertained whether it's from Southwick or from Suffield. But um even if it's from Suffield, as soon as they put their toe in the water, back in Southwick. So
it would have it would be a you know and and it's a draw. >> The interstate swim. >> It would be an interstate swim and um you know, it's a draw too. I mean people come throughout the year. Um probably not so much in the winter months, but once that's warm enough to
swim to try this out the and in the weeks leading up to the event, um it will bring folks to town um to check out the venue. This is a you know, it's a global event. People come from all over the world to um participate. Um
so I think this might be a potentially an opportunity and you know, I'm I'm I want to get in front of um those folks and also EDC to try to to drive it keeping this event, you know, for all that it does for the area.
And I think that's it for other new business. Under old business Nadine, this is to discuss vote chapter 7 section 175 of the acts of 2025 deficit amortization.
What did we find out? >> The COVID kitchen >> So I didn't get a lot of answers from them. We don't have our deficit yet and we don't know if we ever will. But we do have to at least you have to approve this form that we got out of the
trust. So that is really just what you're doing. We may come back next year with an amortization schedule. Um in the event we do have any >> carry over >> Yeah, anything at all. We're not we just don't know. But this does have to be signed regardless because we got out of
the trust. >> But it was a question of picking the year in which you would >> So we're going to say no to this year and if we get it we can say yes next year. >> So do we need to take a vote tonight on the 2026 electing for fiscal year 2020
seven? >> It's Well the >> 26 money >> depends. You can amortize in 2026. Check yes or no. >> Right, so we'll say no. >> And then sign. >> It's this this form has to be has to go back to division of local services.
>> No later than June 30. So we either we elect to amortize the fiscal year 2026 deficit so we'll say no to that. >> Yes. >> We'll say no. >> And then we have the option to elect in 27. >> Yeah. >> Once we know our amounts.
>> Because that's what the LS said. They said we don't we you're going to have to get that information. We can't get that information. I'm like I can't get that information. So I we just can't get our our run off right now. So we'll just say no and if we get it we'll say yes next
year. Depending on how much it is even. I just don't know. >> Hm. Okay, motion to vote uh no on electing to amortize our HCGIT deficit in fiscal year 2026. >> Second.
>> Doug Moglin, yes. >> Rose [clears throat] Anderson, yes. >> Joseph TD, yes. >> Summer schedule. Uh we will our schedule as it is right now is we will meet July 6th, July 20th,
August 3rd, August 17th, and August 31st. We will not meet on late the week of Labor Day cuz I would be Labor Day and then we'll resume regular meetings in September the week after Labor Day. Well, I believe that works with just about
everybody's schedule. And did we have any update for this meeting on department head contracts and agreements? >> Not me. I don't know what we I don't know Oh, to see whether or not you guys want to pick up those letter of agreements again?
>> Correct. That was under We We agreed to bring it up and we're going to carry it carry it for discussion here or we can pick it up on July 6th. Um you know, we had kind of gotten away from having multi-year
I don't call them contracts LOAs with certain department heads. And then we had you know, I know we had one discussion where we thought it might be advantageous to do it. Um and whether that would be good for the employees and or the town
um to have those in place or not. Discussion tonight? >> Do the department heads get yearly reviews and goals and objectives anymore? >> They haven't. Not anymore, they never have. We're developing it now.
>> years ago. >> Not the new All the employees haven't. I've asked what's the procedure and they don't have it. We're developing it now uh for department heads and then their staff. They have to do their staff, so >> Did Kim Kim give any input on
one way or the other? Contracts versus letters of understanding. >> I didn't I don't think I reached out to her. I can for sure. >> I think you should if we're >> Yeah. >> Again, I said I see both sides of it. >> Yeah. I mean, I do I mean, there's
sometimes it gets a little messy when there's terms in it in an LOA that now you got to keep book of this for because this person gets something slightly different than what's in the in the handbook, but then I also see where you're offering an employee a 3-year or
you know, 2-year or 3-year LOA and it there's some there's some stability to that. Um and or you may have to do something in order to recruit an employee or or what have you and it's it's slightly different than what's in the handbook. Um
It doesn't mean you can't uh you know, the person if they get a you know, from a lousy review doesn't mean they have this ironclad deal that they can't you know, that the town's obligated to. It's just it's some assurance for the employee and and the town as you know, over the length of a I think the longest one we can enter into
is three, anyway, which is the uh term here. So, again, I see both sides of it and I think there's certain roles where it makes sense and there's some at law which we have to do and which we do do. Do do. So, want to we carry this through you, talk to Kim? >> Sure, sure, sure.
>> I didn't see any other miscellaneous correspondence here. >> The only um one I had sent from Greg from economic development about using the Cryer for um Battistoni's 50th. >> Yep. >> That
Do we have to vote on that or is it just something we can do? >> No, I I mean, I don't think so and um um I'm glad you brought that up. We I did ask to have um three certificates made um for or your signature. >> I hope that
>> How convenient. So, we're we're fortunate, right? We have two businesses celebrating their 50th year this year in um the the world-famous Murphy's Donuts and also Interstate Building Supply.
Their donuts are not nearly as good as Mrs. Murphy's, but they got better plumbing stuff. Um you know, it's a it's a remarkable achievement in this day and age for for a business to sustain itself and and and prosper over the course of 50 years. So,
um I asked the the CAO and and this, by the way, is is a our prerogative, is to craft a certificate that we can present to um to Mrs. Murphy's Donuts and Mr. Battistoni over at um at Interstate Building Supply on
occasion of their 50th. I know Interstate just had their 50th thing this past weekend. I don't know what Murphy's plans are, but I'm never to find out. >> Um should we have them come here to >> We absolutely could. Um a lot of times the select board a member
or members will attend some event that they may have, but it would certainly be appropriate to invite um Murphy's Donuts folks and uh Mr. Battistoni in front of the select board to present that. Um and I also like to call your attention that um Our Lady of the Lake is having their
75th anniversary celebration. I believe it's a week from yesterday. Um we were and there was an invitation in your in your box. Um and I had a certificate crafted for them as well for your signature tonight as well
um to be presented at that event. Yeah. Cuz that's also a remarkable achievement. You know, we've got some churches that are very very old and some that are relatively new, but 75 years is nothing to take a stick at. Um So, you know, and it's you know, it's supporting the local businesses that
have been in town for a long time and they're a staple of our community and um so, I've had the asked to have those created and thank you for doing that. I appreciate your both your help and I'll present them to uh they'll come around to you guys for signature. >> So, we we'll just send it forward to the
cryer to put up with some little >> Yeah, I mean there's there's a simple form online to do it and I have I absolutely have no objection to to congratulating both of those business or any business that has an you know, 25 45 year, 50 year
uh type of thing. That's what that sign is for. I mean, I wouldn't have the old 10% off of you know, this right this weekend only, but you know, what I mean? Yeah, yeah, exactly. But you know, what I mean? It's it's but you know, that's a uh a a good uh
a good use of the town cryer. And minutes we're going to carry to next meeting? >> Yeah. >> [laughter] >> I didn't see the warrants on there. I did sign a warrant last week. >> will not have it next week. >> talk to Laura tomorrow and see exactly how you know, they what warrant it is
and what the date is and we'll get all of them on there for next time. >> Usually it goes pay payroll payables. They should be a payables week. Last week was a payroll week, I believe. >> We'll get it on there. We'll get all of the ones that we didn't put on there on there.
>> Um before we adjourn, one other reminder that we'll meet again beforehand, but just getting notice out there, the Motocross Nationals are July 11th, plan accordingly. Saturday going to be a little bit busy in town early in the morning and middle to late
afternoon. Um I'm sure our public safety folks will have that all squared away like they always do every year. Um but fair warning. Um and I just want to wish everyone a safe and happy
4th. And before we adjourn, anything else old business? Did I not pull everyone for old business? My bad. Sorry, sir. >> So the camera system, are we going to have a policy written? >> It's going to be on 7/6. We have I My bad. I was supposed to put it on the
agenda for further discussion. We have a policy written for to come back to this board for discussion. >> Okay. >> I forgot to carry it on the agenda. It will I have it on my notes right here to put on the agenda for 7/6. >> The other thing for old business, which
I think it falls under the town meeting the 50,000 we took for PEG, what are we doing with that? >> That's in PEG? >> Yeah, we took it at town meeting. It was one of the line items to come out. >> Come out? Meaning >> Approval to >> Just approve the use, right? For the PEG
>> Yeah, I'm sorry. >> It'll be for the salary, it'll be for upgrades, it'll be for uh just what we use every year. We just added a little more in case we have to upgrade some um equipment or if we're going to move
the channel 15 here. I just It's a little buffer and then if it doesn't >> comes in front of somebody before that happens. If we decide to move them. >> Of course it'll come in front of you guys. >> Perfect. >> That's all I have. >> Sorry about that. I apologize. Any other
old business? Okay, motion to adjourn and have a safe and happy 4th. >> So moved. >> Second. >> Have a good night, folks.