Thumbnail for Hardwick, MA Board of Selectmen Meeting 6/27/22

Key Approvals, Staffing, and Operational Updates for Hardwick

Original title: Hardwick, MA Board of Selectmen Meeting 6/27/22

These meeting notes are AI-generated and unofficial. They are provided for convenience and are not official Town records or approved municipal minutes. Verify all details using the source video and official Town documents.

Meeting details

Date

June 28, 2022

Duration

44m

Decisions

9 recorded

Action Items

18 assigned

Summary

The Hardwick Board of Selectmen addressed several critical municipal matters, including the approval of the Melanson Accounting Services contract and ambulance agreements with Barre and West Brookfield. The board also authorized the purchase of new vote tabulators to replace outdated equipment and discussed significant staffing changes, including the hiring of an Assistant to the Collector/Treasurer and an Assistant to the Town Administrator. Furthermore, the board decided to discontinue Zoom meetings starting July 1st, while ensuring live streaming and recording would continue. Discussions also covered ARPA funding, office reorganization, and ongoing USDA mediation.

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Discussion Highlights

New YouTube live stream software is active, and meetings are now live-streamed with the room miked.
The Melanson Accounting Services contract for Fiscal Year 2023 was reviewed, noting it is largely consistent with previous years, with a re-evaluation scheduled for the end of July.
Ambulance agreements with West Brookfield and Barre have been reviewed and agreed upon by legal counsel, with a service plan currently under development.
The West Brookfield Rescue & Hardwick Memorandum of Agreement (MOA) required clarification on its specific financial terms due to a document discrepancy.
Current vote tabulators are 25 years old and outdated; sufficient funds have been accumulated for their replacement.
New vote tabulators offer improved functionality, including better error detection and enhanced voter privacy, and are standalone for security.
Special petitions for the Sewer Commission (Article 17) and Treasurer Collector (Article 18) are being processed by the attorney.
Discussion on ARPA funding was tabled until the next July meeting due to an executive session.
Confidential USDA mediation is ongoing, with more information expected soon.
The collector's VDAR software went live last week, and preliminary real estate billing is being processed.
The annual audit is almost complete, with a final review and management letter expected by the next meeting.
Two candidates, Marta Moran Bishop for Clerk and Carol Riches for Town Administrator, were presented as the best applicants.
Discussion regarding Carol Riches' experience and potential short-term vs. long-term commitment, noting her significant value even for a limited period.
The need for training for a new employee (Jessica) in a Treasurer/Collector role and a new Clerk was discussed, with Sarah's firm and Mass Municipal Finance considered for training programs.
ARPA funds were suggested as a potential source to fund necessary training to establish the town's foundational procedures.
Proposed office reorganization includes moving Planning and Mark to the Assessors' office and potentially the Building Inspector to the Clerk's area, with an emphasis on main floor accessibility.
Discussion on the continuation of Zoom meetings highlighted challenges for in-person attendees and increased staff workload.
The importance of transparency was highlighted in relation to agenda items.
While Zoom meetings will be discontinued, live streaming and recording of meetings will continue, allowing public access to watch later.

Transcript (6,806 words)

Lightly cleaned for readability. Each timestamp opens the video at that point.

00:00:02
Stand for the religious pleasures to the flag of the united states of america to the republic which is which stands one nation under god indivisible with liberty liberty and justice see i
00:00:25
And you have anything you want to say before i get going now okay thanks for joining us oh we have to say that the room is mike oh um so our new um software for youtube is up and running and we are live on youtube for our meetings now so
00:00:43
The room is miked so everything will be um you know it'll be a live meeting on youtube that people can watch just so that everyone's aware of that do i have to say that everything i don't think so okay all right so the first thing in front of
00:01:01
Us is um we need to sign the milanson agreement for the upcoming account fiscal year accounting services
00:01:23
This is actually i think exactly the same it is it's just a different amount yeah yeah well according to this contract we are but we are re-evaluating at the end of july
00:01:42
We'll have we will be having those for another meeting with them hi julie how are you okay how are you guys doing good we're just going through the lansing contract if you have any questions it just needs to be signed for the upcoming fiscal year for accounting services now
00:02:01
That the town meeting has happened did we resolve that um other amount yes that was we transferred free cash for that in article two i believe saturday so yep that's all set great
00:02:23

[00:00:01] um [00:00:02] stand for the religious [00:00:04] pleasures to the flag of the united [00:00:06] states of america to the republic which [00:00:08] is which stands one nation under god [00:00:11] indivisible with liberty liberty and [00:00:13] justice see i [00:00:23] um [00:00:25] and you have anything you want to say [00:00:26] before i get going [00:00:28] now [00:00:29] okay thanks for joining us [00:00:32] oh we have to say that the room is mike [00:00:34] oh um so our new um software for [00:00:38] youtube is up and running and we are [00:00:40] live on youtube for our meetings now so [00:00:43] the room is miked [00:00:45] um so everything will be um you know [00:00:48] it'll be a live meeting on youtube that [00:00:49] people can watch just so that everyone's [00:00:51] aware of that [00:00:53] do i have to say that everything i don't [00:00:55] think so okay [00:00:59] all right so the first thing in front of [00:01:01] us is um we need to sign the milanson [00:01:03] agreement [00:01:05] for the upcoming [00:01:07] account fiscal year accounting services [00:01:23] this is actually [00:01:24] i think exactly the same [00:01:26] it is it's just [00:01:27] a different amount [00:01:34] yeah yeah well according to this [00:01:36] contract we are but we are [00:01:38] re-evaluating at the end of july [00:01:42] we'll have we will be having those for [00:01:44] another meeting with them [00:01:47] hi julie [00:01:50] how are you [00:01:51] okay how are you guys doing good we're [00:01:54] just going through the lansing contract [00:01:55] if you have any questions it just needs [00:01:57] to be signed for the upcoming [00:01:59] fiscal year for accounting services now [00:02:01] that the town meeting has [00:02:03] happened [00:02:05] did we resolve that um other amount [00:02:09] yes that was [00:02:11] we transferred free cash for that in [00:02:12] article two i believe [00:02:14] saturday so [00:02:16] yep that's all set [00:02:17] great [00:02:23] does anybody have any questions about [00:02:27] it's the same agreement we've been we've [00:02:29] had for the last few years with them [00:02:31] just a different amount [00:02:47] are they using up this place here [00:02:49] once a month when they come in [00:02:56] [Music] [00:02:58] we have to give them 90 days of notice [00:03:00] if we're going to terminate it's a [00:03:02] 30-day notice of you [00:03:05] under uh article 15 it's 90 days [00:03:10] okay so hold on [00:03:12] for that repeat [00:03:14] that one [00:03:16] it's on page eight thank you [00:03:29] okay yeah it for changes it's 30 i guess [00:03:33] correct [00:03:34] look at the debris agreement it's 45 [00:03:37] days correct [00:03:38] okay yeah [00:03:44] i was reading something uh i was reading [00:03:48] now i can't even find it [00:03:52] oh changes yeah change has been [00:03:54] just 30 days [00:03:57] in the scope [00:04:12] accounting services contract for fiscal [00:04:15] year 2023 [00:04:17] in the amount of 80 000. [00:04:20] all that all those in papers [00:04:25] i think we have to call the rule because [00:04:26] i'm on [00:04:40] next is the ambulance agreements [00:04:46] that have both been reused by [00:04:49] town council and [00:04:50] the other [00:04:52] party's council [00:04:53] and agreed upon [00:04:58] and we've already we've already accepted [00:05:01] you know to accept [00:05:02] what's fulfilled and [00:05:04] buried it's not just signing the [00:05:06] contract [00:05:08] but when you've already signed berries [00:05:10] is this that was just that was just for [00:05:12] a year [00:05:14] okay so we have to cite it every year [00:05:16] okay yeah [00:05:22] right this is [00:05:25] the last part [00:05:26] correct [00:05:29] and um [00:05:33] dan is working on our service plan [00:05:37] okay so dan is working on our service [00:05:38] plan as well and kevin is um taking care [00:05:42] of 9-1-1 in the state police [00:05:47] do we know where [00:05:48] how he's [00:05:50] where he's at [00:06:05] service zone playing with our way around [00:06:06] nicole [00:06:08] yeah all right he said he could do it [00:06:10] because [00:06:12] i don't know [00:06:14] yeah no that's awesome [00:06:19] i would take a motion to sign i guess [00:06:21] well i'll take a motion just to accept [00:06:23] the contracts and sign them [00:06:26] i would say if you would um i was on the [00:06:28] phone with the attorneys today we're [00:06:30] still trying to work out the insurance [00:06:32] binder so if you just say pending and [00:06:34] pending [00:06:36] moral work with the town administrator [00:06:38] and town council okay [00:06:41] for both or just just just as westward [00:06:43] built okay [00:06:57] david i believe they redid it for a year [00:07:15] i'll second the motion [00:07:18] all those in favor oh yes [00:07:20] kelly yesterday [00:07:30] you heard me say yes right yes [00:07:33] okay all right [00:07:36] and now we need a motion for um the [00:07:39] memorandum of agreement between [00:07:41] westbrook field rescue and hardwood all [00:07:43] right [00:07:44] they'll make a motion that we [00:07:46] authorize the chair to [00:07:48] execute the memorandum of agreement [00:07:50] between [00:07:52] west riverfield west west brookfield [00:07:54] rescue squad inc in the town of parker [00:07:56] massachusetts [00:07:58] um [00:08:00] i have to look for the amount [00:08:04] um [00:08:05] where is i can't remember what the [00:08:07] amount is [00:08:08] 25 feet [00:08:23] i believe it was 25 tonight but i don't [00:08:26] know why i'm not [00:08:28] i don't even have to sit in the [00:08:30] agreement [00:08:35] it was in the initial one [00:08:38] um [00:08:41] it wasn't the initial [00:08:43] and then top and then lawyers [00:08:57] that's not [00:08:58] they didn't keep the mountain here [00:09:05] that's kind of similar [00:09:07] i mean as long as we state it in our [00:09:09] emotions [00:09:11] and we certainly carried it [00:09:13] in our budget [00:09:15] but yeah that just seems a little [00:09:22] i i i will say i think that they just [00:09:25] i'm not sure that they used the original [00:09:28] as a even a template [00:09:30] i think [00:09:31] it didn't really reflect [00:09:34] you know like i was the fairy or ours of [00:09:36] where in the past i think they tried to [00:09:38] keep it more in line with existing ones [00:09:42] so [00:09:43] it may have just gone [00:09:44] so it looks like maybe there's another [00:09:46] contract because if you look on page two [00:09:49] number four [00:09:50] the parties agree that wbrs will collect [00:09:53] all receipts from the billing mall [00:09:54] transports originating from the town and [00:09:56] further [00:09:57] the squad shall collect an annual fee [00:09:59] for all swimsuits from the town as for [00:10:01] the terms and conditions of the contract [00:10:04] so there's probably another contract [00:10:08] this is probably just the memorandum of [00:10:10] understanding or agreement [00:10:16] well this is all i've seen [00:10:23] and this is the one that they haven't [00:10:24] finished [00:10:26] because they're working on your shirts [00:10:48] there's three [00:11:06] this is all i have the attorneys were [00:11:08] going back and forth [00:11:10] um the our attorney had to rewrite the [00:11:11] entire contract so he must have left out [00:11:13] the amount [00:11:14] um but we have the original one that [00:11:17] that dan sent us [00:11:26] yeah and uh [00:11:29] rob you he asked if you could speak [00:11:31] louder because he can't hear [00:11:45] okay so it is [00:11:52] 24 4 [00:11:53] was the annual faith [00:11:56] okay [00:12:00] and that so the proposal [00:12:02] and there's no other contract though [00:12:03] this was just the proposal that he sent [00:12:05] us back in april [00:12:07] for 24 [00:12:09] um that will you know that's the annual [00:12:11] fee [00:12:12] they'll do all the billing [00:12:14] and they'll also send out a subscription [00:12:16] service to the town [00:12:21] so [00:12:37] agreement [00:12:38] um between [00:12:40] uh [00:12:41] west pultfield rescue squad inc and the [00:12:43] town of harvard massachusetts for fiscal [00:12:46] year 2023 [00:12:48] what was the amount again 24 four [00:12:52] working twenty four thousand four [00:12:53] hundred dollars [00:12:57] pending [00:13:00] town [00:13:00] town council and the town administrator [00:13:03] ironing out the insurance requirements [00:13:06] okay [00:13:08] one second [00:13:10] all those in the paper [00:13:12] julie yes [00:13:14] kelly yes [00:13:26] we just need them to sign and then just [00:13:28] get copies for our files [00:13:56] old business [00:13:58] other open schools uh [00:14:01] contracts do we have contracts to sign [00:14:04] up [00:14:06] i would include everything yeah and [00:14:08] they've tried to use this upset [00:14:09] physically which didn't change the page [00:14:12] okay sure okay [00:14:14] that just that one okay [00:14:17] it's in here somewhere [00:14:18] it's in under hours of work [00:14:22] yeah i see it [00:14:23] okay [00:14:34] i don't i don't have those updated [00:14:36] contracts correct [00:14:39] no no [00:14:42] yeah so it was added to hours of work [00:14:45] um work week section six work week the [00:14:48] last second the superintendent shall [00:14:50] notify the administrator [00:14:51] 48 hours in advance if he knows he shall [00:14:53] be absent from duty or lee or on leave [00:14:56] and specify who will be in command [00:14:57] during such absence or leave [00:15:04] that was the only thing that we were [00:15:06] trying to make uniform across across the [00:15:09] board [00:15:10] because that's [00:15:24] vote tabulators [00:15:27] is that you ryan that's me [00:15:29] so um [00:15:31] paula had been putting money aside for [00:15:33] quite a few years [00:15:35] um from state mandates in regards to [00:15:38] the me [00:15:40] um can everybody here [00:15:44] all right [00:15:46] so [00:15:48] our [00:15:49] tabulators are 25 years old and they're [00:15:51] basically dinosaurs and while they're [00:15:53] working okay there are improvements out [00:15:56] there so [00:15:57] paula had been putting money aside for a [00:15:59] number of years that we had gotten [00:16:01] reimbursed from the state is kind of [00:16:02] like a kitty so there's just over 5000 [00:16:05] in there [00:16:06] these two machines after the credits [00:16:08] back are 9 500 [00:16:10] um i don't have to pay a maintenance [00:16:12] agreement for two years on both of them [00:16:14] which is going to save us a grand right [00:16:16] there can i just question is that where [00:16:18] we put our like the balance yes it's the [00:16:20] machine [00:16:24] so we presently have an accu-vote system [00:16:26] which will do all of italian and it's [00:16:28] supposed to separate write-ins and make [00:16:31] everything easier [00:16:32] massachusetts law requires us to [00:16:35] physically view every ballot anyway so [00:16:37] even if it is separated we still have to [00:16:39] go through and look at it [00:16:40] these updated machines will pick up [00:16:42] anything and it will kick it off to the [00:16:44] side it's it's it's just more advanced i [00:16:47] mean you're still counting [00:16:49] but the idea is that these machines the [00:16:52] memory cards they're like this big if [00:16:55] you can remember floppy disks [00:16:57] you know it's almost along those lines [00:16:59] so [00:17:00] it's 25 years old it it's it's on its [00:17:03] way out [00:17:04] so paula thinks she had more than five [00:17:06] grand in there but with all the stuff [00:17:08] that happened [00:17:10] over time there's really no way to to [00:17:11] determine whether or not so [00:17:14] i've got so there's five thousand [00:17:16] there's about two 000 from my election [00:17:18] and registration expense for this fiscal [00:17:20] year and then it was just approved again [00:17:21] for the balance so [00:17:23] it's all paid for i have enough money [00:17:25] for it okay um i just need you know the [00:17:28] language that's there i think it's 54 [00:17:30] 34. [00:17:32] so [00:17:33] i would have implemented this in time [00:17:34] for the primary election in september [00:17:36] but we have to notify the state within a [00:17:38] certain number of days but i am planning [00:17:41] on using it for the state election [00:17:43] and what this uh [00:17:45] tabulator will also do is if somebody [00:17:47] inserts a ballot and they over voted or [00:17:49] if they forgot a race it will it holds [00:17:52] on to the ballot but a [00:17:54] notice will appear and you can only see [00:17:56] it when you're looking at it so someone [00:17:58] from the side has the privacy screen it [00:18:01] will tell you you over voted in the [00:18:04] following race do you wish you didn't [00:18:05] vote [00:18:07] correct so what happens then is like [00:18:09] they can either press a button that says [00:18:11] cast and it's let go or return it comes [00:18:14] back to them and they can request a [00:18:15] spoiled ballot if they over voted for [00:18:17] somebody or if they wanted to [00:18:19] intentionally cast a blank ballot they [00:18:22] can do so and it will go through and [00:18:24] what it does is it just offers the [00:18:25] voters an extra level of you know [00:18:28] privacy so to speak i mean we always [00:18:29] tell them to put it front down but [00:18:30] sometimes if there's two-sided you know [00:18:33] the idea is that [00:18:34] they can put it in and [00:18:36] they can see if there's an issue or [00:18:38] whether or not it's cast [00:18:40] so like i said it's been 25 years and [00:18:42] it's just time to like bring things [00:18:44] forward we do have the money for it [00:18:46] um and these should you know last a very [00:18:48] long time it's it's one big [00:18:50] it's a bigger box it's more secure you [00:18:53] know everybody's worried about [00:18:55] voting and all these you know it's not [00:18:57] tied to any network [00:18:59] um it literally stands on its own and [00:19:02] when i enter you know i put the security [00:19:04] key and close the polls and you know it [00:19:07] starts tabulating immediately so [00:19:10] i'm [00:19:11] recommending [00:19:13] and requesting [00:19:14] that you authorize the purchase of these [00:19:16] and that further that you discontinue [00:19:19] the use of the accu vote that we have [00:19:21] the language that i have in front of you [00:19:23] will have to go to the secretary of [00:19:25] state's office that will let them know [00:19:26] that we're discontinuing that one we're [00:19:28] buying these and we will be using it [00:19:31] after the state primary okay [00:19:33] so if we just make this motion tonight [00:19:36] then you can get the ball rolling with [00:19:37] how you need to correct [00:19:39] in time for the november election [00:19:42] i don't have a problem with this [00:19:43] especially if it's our if it's the funds [00:19:45] are there [00:20:03] discontinued use of the acura vote [00:20:07] optical scan exaggerator and further to [00:20:10] approve the purchase of two image cast [00:20:13] precinct two tabulators and their [00:20:16] necessary equipment for use in the [00:20:17] election pursuing it to [00:20:20] mass general law chapter 54 [00:20:24] section 34 [00:20:27] and further who persuade to master law [00:20:30] chapter 54 section 34 that the town of [00:20:34] harvard discontinued the use of the accu [00:20:37] vote optics scheme of tabulators [00:20:40] effective september 7th 2022 in all [00:20:43] elections held in the town [00:20:59] thank you very [00:21:01] do you need us to much anything no i [00:21:03] just all i do when i send the letter to [00:21:05] the secretary of state is i certified [00:21:06] that it's really good that you did this [00:21:08] and i'm here right now so i can i can [00:21:10] certify that uh if i can have 30 seconds [00:21:14] um these this i put on the board of [00:21:16] health these are the certified copies of [00:21:18] the special petitions article 17 and 18 [00:21:20] the sewer commission yeah the treasurer [00:21:22] collector yep i reached out to donny [00:21:23] open by on wednesday and pick them up [00:21:25] and start the ball rolling okay uh [00:21:27] because the legislative session ends [00:21:29] july 31 [00:21:30] but informal continues and he said it [00:21:32] could very easily be done in informal so [00:21:34] i was just curious to find out about it [00:21:36] so yeah i had asked the attorney but he [00:21:38] had convicted me so [00:21:40] he'll be by on wednesday to start great [00:21:41] okay all right excellent thank you and [00:21:44] no thank you and i emailed uh minutes [00:21:47] final minutes to everybody that needs [00:21:49] them so we're [00:21:50] from saturday from saturday great so you [00:21:52] should be good to go if there's any [00:21:54] questions okay let me know excellent [00:21:56] thank you thank you thank you thank you [00:21:58] thanks ryan thanks julie [00:22:01] i'll put this in boxing [00:22:03] this is the original yeah these are the [00:22:04] originals that he's picking up okay [00:22:12] sure you want to throw them right there [00:22:13] you want to put them somewhere [00:22:15] right here it's good [00:22:17] okay um [00:22:19] so [00:22:20] the next thing um was that we had talked [00:22:24] about [00:22:24] you know kind of a working arpa fund [00:22:28] discussion [00:22:29] in tonight's meeting [00:22:31] so [00:22:33] my only concern with jumping to that is [00:22:35] that [00:22:36] we are going to go into executive [00:22:38] session um with one with an attorney [00:22:42] regarding the usda [00:22:45] funding situation [00:22:47] so i'm wondering if you could do that [00:22:50] and then [00:22:52] come back into an open meeting [00:22:54] um [00:22:55] so that we don't because he's got an [00:22:57] appointment at seven [00:22:59] so that we can meet with the attorney [00:23:01] quickly [00:23:02] do you think this is oh do you want to [00:23:04] come back out of executives what would [00:23:06] we have to do to [00:23:10] i just i don't want to miss the [00:23:12] opportunity to be able to have you know [00:23:14] a brief conversation with him [00:23:16] is everybody okay with that [00:23:19] julie [00:23:21] yeah i'm okay okay [00:23:24] i just if we're gonna have a discussion [00:23:26] with us we're just not sure how long [00:23:28] that's gonna come we can also do that at [00:23:30] the next meeting [00:23:32] the only thing i'm worried about now is [00:23:33] that we're having it recorded and now [00:23:35] he's got to go because he can't be in [00:23:36] the executive session but then we're [00:23:38] going to open back up again and he is [00:23:40] going to start recording again [00:23:43] well then maybe we just all we got is [00:23:45] administrator report canvas [00:23:47] right [00:23:48] just and and the arpa but we you know i [00:23:50] i have certainly confused that i don't [00:23:52] have that [00:23:53] yeah i mean [00:23:54] i'm fine with that [00:23:56] that's fine that's why i'm asking i'm [00:23:57] finally getting out of here [00:24:00] i'm figuring i'm hoping [00:24:02] greg has to be done by seven right okay [00:24:05] okay so all right then let's move [00:24:07] quickly here we'll we will um we'll [00:24:10] table the opera funding discussion until [00:24:12] our july our next july meeting [00:24:15] um so [00:24:16] time administrator report [00:24:19] um [00:24:20] yes it's not that big i [00:24:25] was pretty consumed with town meeting [00:24:27] over the past couple of weeks um [00:24:44] thank you okay confidential mediation [00:24:47] with um usda is ongoing [00:24:50] hope to have more information soon [00:24:51] historical commission sign off is [00:24:53] required for a publication location and [00:24:55] their meeting is wednesday so hopefully [00:24:57] to have a resolution by then [00:25:00] um [00:25:01] vadar is live for the collectors um [00:25:05] just now just last week went live for [00:25:08] the collector's software they're [00:25:09] printing bills right now from vadar for [00:25:12] preliminary billing for real estate it's [00:25:15] there literally all day they were doing [00:25:17] it so i didn't get to use it [00:25:20] the audit is almost complete [00:25:22] i did receive notice today from the [00:25:24] auditors [00:25:25] but we don't have the final review with [00:25:27] the management letter so that should be [00:25:29] here we provide the next meeting [00:25:31] and again like you said the youtube [00:25:34] this is coming up [00:25:36] my report now but youtube is uh is now [00:25:39] live so you can turn on youtube and [00:25:41] we're live meeting [00:25:43] um [00:25:45] and the website has the url [00:25:48] and in [00:25:49] in your packet [00:25:51] separately because it's confidential [00:25:53] still it's you know they're private i [00:25:55] think there might be some private [00:25:56] information on them [00:25:58] is the two um [00:26:01] m2 uh applicants that jessica and i have [00:26:05] done [00:26:05] um one for her for her clerk her name is [00:26:08] marta maria bishop and my mine is carol [00:26:12] riches and those [00:26:13] resumes you have [00:26:15] those are the two that we thought would [00:26:17] be the best candidates for us [00:26:20] if you have any questions about that [00:26:23] and that's really all i had with the [00:26:24] indian town meeting saturday [00:26:26] everything went well all the articles [00:26:28] passed [00:26:29] um [00:26:30] it was about two and a half hours long [00:26:32] or so i think maybe two to a half food [00:26:35] and um and so now we're working on end [00:26:37] of the year [00:26:38] and getting the new fiscal year getting [00:26:40] ready for the fiscal year [00:26:41] that's all i got [00:26:44] um so my question on on these [00:26:46] the two applicants the resumes that we [00:26:48] have in front of us [00:26:49] how would the board like to handle [00:26:52] um do we want to take recommendations or [00:26:55] would we like to have [00:26:57] you know a final interview [00:26:59] with these candidates [00:27:04] we've done both in the past so that's [00:27:06] why i'm bringing it up for for [00:27:08] discussion [00:27:11] um i mean it wouldn't hurt [00:27:13] i don't know i mean [00:27:15] um [00:27:17] i'd like to meet them before we formally [00:27:20] but we also with other departments we [00:27:22] think the department heads [00:27:23] recommendations so right [00:27:26] right that's fine that's why i'm putting [00:27:28] it out there [00:27:30] and how many applicants [00:27:32] she has three [00:27:34] and i have three [00:27:43] [Applause] [00:27:55] sorry and there's a lot of feedback [00:27:56] coming from you um coming from your [00:27:58] connection [00:28:00] um [00:28:01] i don't know i'm either way [00:28:03] wrong do you have [00:28:06] any input [00:28:14] um question for you nicole on carol is [00:28:18] the competition she'd be accepting is [00:28:20] less than what she currently has [00:28:22] no she's retired she's retired so she's [00:28:24] she's just looking for um a part-time [00:28:27] or you know yep [00:28:29] all right yeah [00:28:31] i guess she can't get enough of town [00:28:35] i don't know politics [00:28:38] my only question there though is how [00:28:39] many years is she [00:28:40] looking because sometimes people do this [00:28:42] retiring they only want to do a year or [00:28:45] two [00:28:46] yeah she doesn't i don't think she plans [00:28:48] on i mean she is retired so i don't know [00:28:50] this necessarily that she plans on [00:28:52] staying long-term um i have a plan for [00:28:55] that too right now she is a town [00:28:57] administrator so she knows mass general [00:29:00] she's been doing it for 12 years so even [00:29:02] if it was six to eight months where she [00:29:04] just came in and brought me up to where [00:29:06] i need to be and current and you know [00:29:08] all the minutes are done and we're [00:29:10] organized and all of our files are [00:29:11] organized [00:29:13] that she [00:29:14] maybe would you know wanted to say more [00:29:16] though probably yeah but you know um [00:29:19] maybe in the future if it becomes [00:29:21] full-time [00:29:22] she wouldn't want that okay that's but i [00:29:25] think like right now for the applicants [00:29:27] that i got she has [00:29:28] she's the only one with municipal [00:29:30] experience if that is then that would be [00:29:32] very helpful huge everybody i mean just [00:29:35] when i interviewed her when i [00:29:36] interviewed her it was more of a [00:29:38] discussion on our procedures and [00:29:40] policies [00:29:41] and she could bring a lot you know she [00:29:43] could bring a lot to you too and yep so [00:29:45] it really would be [00:29:47] a blessing i think to and i wouldn't [00:29:49] have to train her and that's the biggest [00:29:50] thing is training on you know [00:29:53] how municipalities run and match general [00:29:55] etcetera [00:29:57] so that's my other cons that's my [00:29:59] concern with the applicant for jessica [00:30:02] yeah no experience [00:30:04] full experience so [00:30:06] she was the best candidate and she [00:30:09] really liked her really um [00:30:12] felt she'd be a good fit [00:30:14] and [00:30:14] obviously would be trained [00:30:16] and [00:30:17] not we're not no one within the building [00:30:20] is going to train this person [00:30:22] we've had the discussion that sarah's [00:30:24] firm [00:30:25] would train this person [00:30:28] uh even the accounting [00:30:30] in the lansing [00:30:31] recommends that you know jessica has [00:30:34] enough on her plate she cannot train a [00:30:36] new employee [00:30:37] right so that's where i had um [00:30:41] reached out to you all and just kind of [00:30:44] you know to [00:30:45] get thinking about it um using mass [00:30:47] munifin as a facilitator to create this [00:30:51] new department [00:30:53] so [00:30:53] you know really kind of get the [00:30:55] procedures in place what the treasure [00:30:56] collector should be doing what the clerk [00:30:58] should be doing uh what they should be [00:30:59] doing on a day-to-day basis what they [00:31:01] should be doing on weekly monthly [00:31:03] and i would like to think that a clerk's [00:31:05] position within that department [00:31:07] is very trainable [00:31:09] depending on the duties that are given [00:31:11] to that person [00:31:12] yeah units you know most definitely i [00:31:14] mean and that's what's the thing is that [00:31:15] not handling perhaps the um [00:31:19] i don't want to say that one is not [00:31:21] important than the other but maybe not [00:31:23] no the treasure collector would be [00:31:25] selling the higher level [00:31:27] things and then the clerk will be you [00:31:29] know answering phones taking in payments [00:31:31] talking to the public and you know [00:31:33] letting jessica do more uh in-depth [00:31:36] things like investing or you know [00:31:38] whatever whatever whatever the job is at [00:31:40] the time but yeah so um so that you know [00:31:43] jessica's never been a supervisor and [00:31:46] she's in a one-person department and i [00:31:47] just think that she needs training too i [00:31:49] think she needs training right so i [00:31:51] think [00:31:52] you know and that's what and i sent uh [00:31:54] the email from sarah saying you know [00:31:56] kind of outlining what type of training [00:31:59] that she intends to do with it i think i [00:32:02] know we said we wouldn't talk about arpa [00:32:05] but i think this might be another really [00:32:07] good [00:32:09] use of some of those funds to help build [00:32:11] the foundation of the town um so i think [00:32:14] that we definitely need to think about [00:32:16] that [00:32:17] um to get the right training in here [00:32:19] from the right people [00:32:22] for just two [00:32:23] absolutely you know so next meeting i [00:32:25] can come back with a better figure that [00:32:27] i think sarah would be able to forecast [00:32:30] what [00:32:31] type of work and how long she'll need [00:32:33] yeah um with that i you know like i said [00:32:35] i have the i have the water department [00:32:37] expense and things for our fun and those [00:32:39] good things around yeah [00:32:45] because we don't [00:32:46] i certainly don't expect anyone in this [00:32:48] building to do that [00:32:49] um i wouldn't i wouldn't want to get [00:32:51] anyone hurt exactly you know even marty [00:32:54] and his guys it's just and they don't [00:32:56] they don't have they don't have time so [00:32:57] to expect that you know they're going to [00:32:59] drop something it's really not going to [00:33:01] cost though [00:33:02] right yeah i'm sure we really want you [00:33:04] know just to kind of get the office to [00:33:06] flow [00:33:07] um you know we'll just move planning and [00:33:10] mark over to assessors there's plenty of [00:33:12] room there's only one person i know i've [00:33:14] talked about the building inspector i [00:33:16] mean honestly for a couple hours he [00:33:18] could have a desk set up in the corner [00:33:19] here [00:33:21] we'll make it work yeah so i wanted to [00:33:23] talk to him tomorrow and see exactly how [00:33:24] much space he thinks he needs and maybe [00:33:27] he could keep a corner in there if he's [00:33:30] if he'll only you know he'll have to [00:33:31] come in during collector hours because [00:33:33] but that really has to be files could [00:33:35] all go up all files can just go upstairs [00:33:37] and jessica only really needs to bring [00:33:39] down [00:33:40] her working area every day so the files [00:33:43] that are up there now everything can [00:33:44] stay up there i think it's really [00:33:45] important that we all stay on the main [00:33:47] floor too because we don't have access [00:33:49] ada access on there [00:33:51] so um we really have you know thinking [00:33:54] about the [00:33:55] ada requirements we really should all be [00:33:57] on the same floor [00:33:59] um and i think i think that helps [00:34:02] flow and i think that helps with any [00:34:03] distractions that can [00:34:05] that can um you know just [00:34:07] come about in anyone's birthday [00:34:10] so i'm i'm okay with her you know [00:34:12] getting some quotes and figuring out [00:34:15] what that's going to be and then we can [00:34:16] discuss that next time [00:34:18] yeah come back with some good numbers [00:34:20] and and get that ball rolling [00:34:22] um that i'm okay with [00:34:26] you know um [00:34:29] with accepting the recommendations [00:34:32] if you guys are [00:34:34] i am so we need to know um [00:34:37] so though [00:34:38] um the vote will be pending um the [00:34:41] appropriate employment we also need to [00:34:43] know complication [00:34:46] say the what's also need to know what [00:34:47] julie you cut out a little bit [00:34:49] compensation yep so that was [00:34:55] hold please [00:34:57] it was on the budget worksheet [00:35:15] okay so [00:35:17] the executive assistant is [00:35:20] 2019 an hour [00:35:23] and the treasurer collector clerk or [00:35:26] administrative assistant to the [00:35:27] treasurer collector [00:35:29] is 1830 in iowa [00:35:33] okay so um i didn't write them down and [00:35:36] i will not [00:35:37] i won't remember them i assure you so um [00:35:40] i will make a motion that we take the [00:35:42] recommendation of [00:35:46] recommendations for the assistant to the [00:35:49] collector [00:35:51] slash treasurer and [00:35:53] the assistant to the town administrator [00:35:57] marta moran [00:35:59] bishop [00:36:00] and [00:36:02] carol riches [00:36:03] um pending all employment checks [00:36:06] for the rates that were mentioned by [00:36:09] kelly [00:36:17] kelly yes [00:36:20] there we go [00:36:22] um i just have a couple of things [00:36:24] because we talked about [00:36:28] zoom and [00:36:30] access for meetings [00:36:32] back i don't know [00:36:33] february march [00:36:35] and [00:36:36] i didn't know where we stood on being [00:36:40] able to still have them i know we wanted [00:36:42] to talk prior to june 1. [00:36:44] and just having them in general i know [00:36:48] it does make it easy sometimes [00:36:51] for you know folks but i think now that [00:36:54] we're live on youtube [00:36:56] and it is hard sometimes for you guys to [00:36:58] hear [00:36:59] um [00:37:00] obviously you know [00:37:02] some of us are still wearing our masks [00:37:04] and that does make it difficult but [00:37:06] i just don't know if we should have a [00:37:07] discussion about [00:37:09] eliminating zoom at this point if um i [00:37:12] mean people are gonna still get sick we [00:37:14] get sick with other things too [00:37:16] you know if one of us is sick we don't [00:37:19] you know we don't come to a meeting and [00:37:20] if [00:37:21] two of us are sick [00:37:22] well maybe we have to reschedule a [00:37:24] meeting [00:37:25] but um i don't know it's just my [00:37:26] thoughts [00:37:28] no i [00:37:28] kind of agree because it's [00:37:31] often i think people like we couldn't [00:37:33] hear you [00:37:34] and then someone's trying to run up here [00:37:35] and repeat themselves it's [00:37:38] you know i [00:37:39] in this youtube thing [00:37:42] is [00:37:42] just a reason it's not designed to have [00:37:45] a [00:37:47] discussion right no right and at least [00:37:49] you can always text and call me if they [00:37:51] you know i am always looking at there is [00:37:53] a question yeah right so [00:37:57] i think we kind of probably need to move [00:37:59] away from that [00:38:02] i'm not sure that the governor extended [00:38:04] it beyond july 15. [00:38:07] i didn't look into it really but i think [00:38:09] i would have known if he did but we [00:38:11] don't have to do it we don't have to [00:38:13] just it was that we could continue to as [00:38:15] long as we were but we were we had to be [00:38:17] in person [00:38:19] that's my understanding of the original [00:38:21] amendment to it [00:38:24] um [00:38:25] so just you know i just i i just wanted [00:38:27] to bring it up because it's you know [00:38:28] july and [00:38:30] friday i'm not sure how that's happened [00:38:32] so i don't know [00:38:34] um julie do you want to [00:38:36] input on it [00:38:38] i'm assuming [00:38:39] that's going i'm well it's not [00:38:42] i'm not going to be in person but i'm [00:38:44] clear i'm still not well so um [00:38:48] i mean i'll do whatever the group wants [00:38:51] to do i i understand and being on zoom [00:38:54] it's difficult to hear [00:38:55] um [00:38:57] it's just it's [00:38:58] i [00:39:00] i know that we have some folks and i [00:39:02] don't mean to just call ann out but i'll [00:39:04] call anna anne is on zoom with us [00:39:07] pretty much every week sometimes he's in [00:39:09] person so yeah [00:39:11] you know [00:39:13] it provides convenience for some people [00:39:16] um but i would say that if we did keep [00:39:19] the zoom component in that [00:39:22] the board should try to be there in [00:39:23] person and obviously you know [00:39:26] um [00:39:27] if i weren't still sick i would be there [00:39:29] tonight but um and that's a you know [00:39:31] again that's understandable we're you [00:39:33] know we're we're all gonna get sick from [00:39:35] time to time you can't you can't control [00:39:37] that i just think [00:39:38] you know it's a lot to navigate to you [00:39:41] know nicole is trying to [00:39:44] take minutes or take notes or do stuff [00:39:46] over here and she's keeping an eye on [00:39:47] that and you julie you've offered to do [00:39:50] it too and it's still it's just i think [00:39:52] it's just a lot to maybe [00:39:54] um to continue to [00:39:56] um [00:39:57] you know juggle so that was that was my [00:40:00] one you know my point on it oh it's it's [00:40:03] adding one more [00:40:05] kind of thing that you have to be [00:40:07] conscious of do you wanna join a try do [00:40:09] you wanna say starting in july we'll we [00:40:12] will eliminate zoom and if we get kicked [00:40:14] back or [00:40:15] people you know we can always more [00:40:17] negative feedback we can always yeah [00:40:20] right yeah we can we're on today yeah [00:40:23] right thank you for coming in thank you [00:40:25] you're always here well we have one [00:40:27] person yeah basically [00:40:30] and i do feel like that's been more so [00:40:32] than not right so two or three people [00:40:34] usually [00:40:35] i i would suggest eliminating it and see [00:40:38] what happens [00:40:41] i'm willing to [00:40:43] um i guess i have any emotion too [00:40:46] i i would i think just [00:40:48] i think we've done it all along right [00:40:51] so would be after this movie [00:40:54] right starting july 1 i would just say [00:40:56] starting july 1 i think our first [00:40:57] meeting was 11 like the 11th or [00:40:59] something [00:41:00] i moved [00:41:01] on july 1st 2020 to the [00:41:18] i don't know why i've got such a frog in [00:41:20] my group today [00:41:21] but with that being said they're still [00:41:24] gonna be [00:41:24] this will all this is never gonna change [00:41:27] right so we are they're live they're [00:41:29] streaming live and people can always [00:41:31] watch them again people can watch them [00:41:33] people say and if they have questions [00:41:35] they can you know give us a call so [00:41:38] yeah okay um [00:41:40] oh [00:41:41] your review yeah just set up your review [00:41:44] for [00:41:45] i know i'm away for a little bit and [00:41:46] rob's on vacation next week [00:41:48] so whether we end and maybe we end an [00:41:50] executive session on the 11th [00:41:53] for it does that work for everybody [00:41:58] julie [00:41:59] uh checking my schedule okay [00:42:01] yeah i think it does okay so why don't [00:42:03] we we'll add that to the end of that [00:42:05] meeting okay so that we can we'll meet [00:42:08] him because it is we want to try to do [00:42:10] this for everyone right yeah so okay so [00:42:15] that's that that's that and then um [00:42:18] the last thing on my my [00:42:20] checklist is reorganizing if anyone [00:42:22] wants to reorganize [00:42:27] and it's fine it's fine if nobody does [00:42:29] right now i thought it would have to be [00:42:30] in the internet we signed all the [00:42:31] contracts [00:42:33] you did they are all signed [00:42:36] did we vote on them did i miss that [00:42:39] contracts [00:42:40] yeah they were voted [00:42:43] did we on [00:42:44] on them last time pending the language [00:42:45] changes [00:42:46] yes [00:42:48] okay sorry i'm [00:42:52] starting memory wise so i think you [00:42:54] actually made the motion [00:43:00] do you think that has to be hold on i [00:43:02] think it might have to be an agenda or [00:43:04] it really should be an agenda item [00:43:06] so can you put it on for next year okay [00:43:09] that would be i just again the whole [00:43:11] transparency [00:43:12] that's fine and that's why [00:43:14] i just i brought it up under selectmen's [00:43:16] roundtable right so just to keep the [00:43:18] conversation i don't know i think not [00:43:19] even necessarily new business or open [00:43:21] business but all by itself it just needs [00:43:23] to be there okay [00:43:24] is everyone okay with that if we add it [00:43:26] to next meeting [00:43:28] we'll do that on july 11th yes [00:43:30] okay okay [00:43:32] all right i'm done i'll shut up now [00:43:36] um there's still chairs [00:43:40] all right so [00:43:42] then with that being said um [00:43:44] persuade to master law chapter 30 a [00:43:48] section 21ac [00:43:50] uh we will go into executive session to [00:43:53] discuss potential location concerning [00:43:55] adverse sewer system loan decision [00:43:57] issued by the united states department [00:43:59] of agriculture if discussing the matter [00:44:01] and open session will have a detrimental [00:44:02] effect on the town's litigating position [00:44:04] and the chair so it declares and we will [00:44:07] adjourn therefore [00:44:09] they're from [00:44:11] so [00:44:12] uh and we're going to have to ask you to [00:44:14] sign off please [00:44:17] i'm waiting for it to tell me that the [00:44:20] cameras are off oh okay thank you