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Hardwick Select Board Meeting: Minutes, Contracts, and Administrative Updates

Original title: 06/22/2026 Hardwick, MA. Select Board Meeting

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 22, 2026

Duration

1h 21m

Decisions

4 recorded

Action Items

3 assigned

Summary

The Hardwick Select Board met to discuss various administrative matters, including the approval of meeting minutes, the appointment of a new recycling center employee, and the review of fiscal year-end transfers. The board also addressed the status of the Whistle Stop restaurant, reviewed lease agreements for the elementary school, and tabled a decision on a new IT services contract pending further negotiation and clarification of terms.

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Discussion Highlights

Dylan Sherwood announced the purchase of the Whistle Stop restaurant and expressed interest in transferring the existing liquor license.
01:35 02:18 02:48
The board discussed the status of meals tax collection and the potential for the Board of Health to assist in verifying business registrations.
03:38 05:42 07:52
Significant debate occurred regarding the accuracy of past meeting minutes, leading to the tabling of minutes for November 10th and April 27th.
11:53 15:40 32:52
The board reviewed fiscal year-end transfers, noting that the town accountant and finance committee are coordinating the final approval process.
34:16 34:46 39:26
Concerns were raised regarding the proposed IT services contract, specifically regarding price escalations, termination penalties, and data security liabilities.
58:34 1:03:13 1:04:12

Transcript (14,204 words)

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

00:00:03
Vis comments. Yes, Jeff. Uh, Mr. Chair, in the last meeting we discussed the USDA results. Have you received anything back? Cuz I haven't.
00:00:14
>> Um, so before I left for Oh, sorry, Mr.
00:00:16
Chair. So, before I left for vacation, I reached out to Eric Fleming cuz he had pulled a public records request from, I don't know, several years ago with that information. I haven't touched base with him since I got back. Um, but I meet with a call with USDA and Mr.
00:00:34
Tinker pretty regularly. So, if I don't hear back from Mr. Fleming, I'll follow up with them on my call.
00:00:39
>> Okay. So, we don't have anything as of yet.
00:00:44
>> Mr. Fleming's involved. I don't understand.
00:00:47
I thought this was information that town. She said it was no big deal. She had it when we talked in the last meeting. You said you could send it right to us in the last meeting.
00:00:56
>> I did say that. In fact, I only knew about it because of a public records request that you had filed when I went through 2,000 emails. So, technically, you have the information, but I will be happy to go through them and send it to you if it's a lot quicker for you. Sir, >> I don't understand. What do you mean I
00:01:10
Already have it? The email correspondence from two town administrators ago about the about the procurement is information that you already have from a public records request that you filed two almost two years ago, but I will be happy to go through it and get it to you if that's quicker and more

[00:00:03] vis comments. Yes, Jeff. Uh, Mr. Chair, [00:00:07] in the last meeting we discussed the [00:00:09] USDA results. Have you received anything [00:00:12] back? Cuz I haven't. [00:00:14] >> Um, so before I left for Oh, sorry, Mr. [00:00:16] Chair. So, before I left for vacation, [00:00:19] um, I reached out to Eric Fleming cuz he [00:00:22] had pulled a public records request [00:00:24] from, I don't know, several years ago [00:00:26] with that information. I haven't touched [00:00:27] base with him since I got back. Um, [00:00:30] but I meet with a call with USDA and Mr. [00:00:34] Tinker pretty regularly. So, if I don't [00:00:36] hear back from Mr. Fleming, I'll follow [00:00:38] up with them on my call. [00:00:39] >> Okay. So, we don't have anything as of [00:00:41] yet. [00:00:44] >> Mr. Fleming's involved. I don't [00:00:46] understand. [00:00:47] I thought this was information that [00:00:49] town. She said it was no big deal. She [00:00:51] had it when we talked in the last [00:00:52] meeting. You said you could send it [00:00:53] right to us in the last meeting. [00:00:56] >> I did say that. In fact, I only knew [00:00:58] about it because of a public records [00:00:59] request that you had filed when I went [00:01:01] through 2,000 emails. So, technically, [00:01:02] you have the information, but I will be [00:01:04] happy to go through them and send it to [00:01:06] you if it's a lot quicker for you. Sir, [00:01:08] >> I don't understand. What do you mean I [00:01:10] already have it? The email [00:01:11] correspondence from two town [00:01:13] administrators ago about the about the [00:01:14] procurement is information that you [00:01:16] already have [00:01:19] from a public records request that you [00:01:22] filed two almost two years ago, but I [00:01:25] will be happy to go through it and get [00:01:26] it to you if that's quicker and more [00:01:28] helpful for you. [00:01:29] >> Sure. [00:01:29] >> Okay. [00:01:31] >> Okay. Thanks. [00:01:33] Uh I just want to say something. Uh my [00:01:35] name is Dylan uh Sherwood. [00:01:38] I just want to come here. I'm currently [00:01:42] uh we got purchased the whistle stop. [00:01:46] >> Okay. [00:01:47] >> So, I just want to come here and say hi [00:01:48] to you guys. [00:01:50] >> Um [00:01:51] >> we're going to sign the PNS this week. [00:01:54] >> Hopefully, it'll be open in a month. [00:01:57] >> Fantastic. [00:01:57] >> I used to work there. [00:01:59] >> Yeah, I recognize [clears throat] I work [00:02:01] at the Red tomato right now. I've been [00:02:02] there for a long time. So, I saved up [00:02:05] enough money. I'm going to buy it. Uh, I [00:02:10] really liked Cat and John and Cat really [00:02:14] is happy that I'm buying it. Uh, I do [00:02:18] plan on getting a liquor license just to [00:02:20] have it. Uh, I know they had the liquor [00:02:24] license there. So, if you guys can guide [00:02:27] me in that direction, that'd be great. [00:02:30] >> Do you mind if I go grab my business [00:02:31] card and give it to him? [00:02:33] >> Okay. Yes. [00:02:35] So yeah, I just wanted to come here and [00:02:36] say hi to you guys and let you guys know [00:02:38] that I'm going to be opening the whistle [00:02:40] stop. [00:02:41] >> We'll support. [00:02:42] >> Yeah. Nothing's really going to change [00:02:44] there. I'm going to keep the name. [00:02:45] >> Okay. [00:02:45] >> Keep it. That's what I was going to ask. [00:02:47] >> So you can reach out to me on the [00:02:48] deliver license. You can get it [00:02:49] transferred over to you. [00:02:51] >> Okay. Thank you very much. [00:02:54] >> So that's all I wanted to say. Um I [00:02:57] really look forward to being here. [00:02:59] >> Is it still going to be just the the [00:03:01] lunch and breakfast type of [00:03:03] >> Yeah. Yeah, I think that's the best way [00:03:05] to go. [00:03:05] >> Okay, [00:03:07] >> maybe dinner's down the road. We'll see. [00:03:09] We'll see what happens. [00:03:10] >> Very good. [00:03:12] >> Fantastic. [00:03:13] >> Thank you guys. [00:03:15] >> I look forward to working with [00:03:16] everybody. [00:03:17] >> Thank you. [00:03:17] >> We wish you the best of luck. [00:03:19] >> Thank you. [00:03:21] >> All right. Anything else? [00:03:25] >> Um yes, thanks. And that that reminds me [00:03:28] that um some time ago [00:03:31] um one of the board members asked what [00:03:33] the town would lose out on from the [00:03:36] closure of that restaurant. [00:03:38] >> Yeah. Meals, [00:03:40] >> right? Um clearly this this means that [00:03:44] there shouldn't be any loss and without [00:03:47] being 100% sure of the facts I will [00:03:49] share that [clears throat] [00:03:51] state do local services [00:03:55] uh do not have the whistle stop on its [00:04:01] list of registered tax collecting [00:04:06] uh entities. Oh, certainly. [00:04:08] >> I don't know what that means. Whether it [00:04:10] was somehow misrecorded or whether we [00:04:13] weren't collecting anything and the [00:04:16] state wasn't collecting anything. I [00:04:17] don't know. But [00:04:18] >> under the radar. [00:04:19] >> Yeah. I think the answer is to that [00:04:22] question is that anything we collect [00:04:25] would be as much or more as was being [00:04:27] collected in the past. [00:04:29] >> Interesting. [00:04:30] >> Yeah. [00:04:32] That's the state. [00:04:36] >> Well, so yeah. So you know you remember [00:04:38] that the funds have the taxes are [00:04:40] collected sent on to the state along [00:04:44] with the local taxes collected at the [00:04:46] point of sale also and then the state [00:04:48] sends it back but the state isn't they [00:04:51] don't have if somebody doesn't have an [00:04:52] account with the state they don't the [00:04:56] state doesn't collect anything or [00:04:57] forward anything and they don't provide [00:05:00] detail about how much money any [00:05:03] particular establishment sends in. It's [00:05:06] confidential, but they will tell you, [00:05:08] and this is what they answered my [00:05:10] question with, they will tell you who is [00:05:12] registered with them now. And the other [00:05:15] ones, as you'd expect, are that one [00:05:18] wasn't on the list, [00:05:20] >> but it will be, I think, should be. Mr. [00:05:23] Sherwood opens it. That's good. [00:05:24] >> Who, Mr. Chair? [00:05:26] >> Yes. [00:05:26] >> Who from the town is responsible to [00:05:28] verify these lists? [00:05:32] >> Which list? uh the the um meal stats [00:05:35] list. Bill was just telling us [00:05:38] >> state. [00:05:40] >> Wouldn't that be could we get that [00:05:42] information through like the board of [00:05:43] health cuz they do the inspections? [00:05:46] >> I mean so we have an idea. [00:05:48] >> Yeah, I know what you're saying. I don't [00:05:50] >> Yeah, [00:05:50] >> I mean that [00:05:52] just so we just make sure, hey, they're [00:05:55] getting permits and lining up. That's [00:05:57] >> that would probably be the best per uh [00:05:58] best group would probably be the board [00:06:00] of health. [00:06:00] >> Okay. I can I can suggest a provider in [00:06:04] fact with a list like that that the [00:06:07] state will tell us who's registered and [00:06:10] the same [00:06:12] information could can be obtained for [00:06:15] the occupancy tax. In other words, we [00:06:19] can see which entities in town are [00:06:21] registered with the state for for [00:06:23] short-term rentals and B&Bs and so [00:06:25] forth. Um, and from that point in either [00:06:29] in respect to either registry, you could [00:06:32] choose to look at the list and inform [00:06:35] everybody that's on it. For example, [00:06:37] that now we have the occupancy tax, [00:06:40] which you just voted in, [00:06:42] >> and remind them possibly that there's a [00:06:46] meals tax that they should also be uh on [00:06:49] board with. Um and I think they and they [00:06:53] should be and as far as I know they are [00:06:55] adding that if they're registered with [00:06:57] the state they are also adding the towns [00:06:59] piece but there'll be some point I think [00:07:01] at which this board would want to [00:07:03] >> tell those various vendors what the [00:07:05] rules are and expect them to follow it. [00:07:07] >> Mr. Chair, can I ask? [00:07:08] >> Yes. [00:07:10] >> Well, we the town Do you know if the [00:07:12] town can actually enforce? We can't [00:07:14] enforce that. So, [00:07:16] >> no, we we can't. Um, all that would [00:07:19] happen there is that [00:07:23] that you could ask, is this particular [00:07:27] vendor that we know is doing business in [00:07:29] town, are they registered with you? Um, [00:07:32] and they might say, "Oh, they actually [00:07:34] were wrongly put on the zip code of the [00:07:36] owner's address in, you know, some some [00:07:39] other town or something like that or [00:07:41] where it's where the corporate [00:07:42] registration is." So it could be sorted [00:07:44] out. It might might be no evasion going [00:07:47] on there, [00:07:48] >> but um no, the enforcement has to come [00:07:52] from the state who routinely eventually [00:07:55] catches up to places. And I think that's [00:07:56] the reason you see a lot of restaurants [00:07:59] close. [00:08:00] >> Yeah. [00:08:00] >> Because, you know, the tax folks get to [00:08:02] them and by that point they owe, you [00:08:05] know, hundreds of thousands of dollars [00:08:07] in taxes and never. [00:08:08] >> Yeah. [00:08:11] >> Thank you. Senator, [00:08:14] same question. [00:08:17] All right. [00:08:19] Any other visitor comments? If not, [00:08:23] let's move on. [00:08:25] Approval of meeting minutes, [00:08:28] October 14th, 2025. I reviewed and [00:08:32] watched all of these, by the way, my [00:08:34] YouTube content. Okay. [00:08:40] So, October 14th, [00:08:42] >> October 14th, [00:08:45] I have amendments here for October 14th, [00:08:47] 2025. [00:08:49] Um, some of the things that were omitted [00:08:53] was the agenda regarding historical [00:08:56] commission. Uh the discussion of um [00:09:00] vacancies and the status of members like [00:09:03] Penny Hannon came up, Liz Siren, uh John [00:09:06] Patagula. Uh there was a formal motion [00:09:09] and vote [00:09:10] zero [clears throat] to reappoint Liz [00:09:12] Siren, reappoint Ryan Whitook and [00:09:15] reappoint John Pataglia. [00:09:19] Um [00:09:22] then item two that I have um was the [00:09:26] open meeting law complaint that was [00:09:29] brought by Jeffrey Smith. A uh complete [00:09:33] record should include the discussion [00:09:34] where the town administrator stated to [00:09:36] the prior select board chair and vice [00:09:38] chair. William Tinker had an authorized [00:09:41] had authorized the contract in question [00:09:44] in executive session. Um there was no [00:09:46] motion and vote to approve and send the [00:09:50] town's formal response to the state. [00:09:53] Um and then there's just a few more [00:09:56] things. I put it all in here. [00:09:59] Fig I'd give it to you and have the [00:10:02] amendments made. [00:10:10] Nice. October. Yeah. October 14th. [00:10:17] And also, last time I checked, [00:10:19] September, I don't know the exact date. [00:10:22] Last meeting, we talked about the [00:10:23] September 29th or 27th. [00:10:26] >> That's still not on the website. [00:10:30] We we voted and passed that and [00:10:33] discussed that at three different [00:10:34] meetings and it's still not up there. [00:10:37] >> All right. [00:10:44] So, do do we have a motion to amend the [00:10:51] meeting minutes for October 14th with [00:10:53] these? [00:10:55] >> Yeah, I'll make I'll make changes [00:10:57] >> with these changes. [00:10:58] >> Yeah, I'll second that. [00:11:01] >> Okay. Any further discussion? [00:11:04] >> I'd like to see them. [00:11:05] >> Yeah. Here. [00:11:08] >> Thank you. [00:11:09] >> And Mr. Chair, are we going to just [00:11:11] approve the meeting and just have the [00:11:13] amendments made or are they going to [00:11:15] come back in front of the board to make [00:11:16] sure the amendments? [00:11:17] >> Your motion is to approve as amended. [00:11:20] Correct. [00:11:21] >> Yeah. [00:11:21] >> Okay. Those are the amendments. [00:11:26] >> I'm just clarifying, Mr. Chair. Yes. [00:11:41] >> Approve as amended. [00:11:42] >> As amended. [00:11:43] >> Okay. [00:11:45] >> Any further discussion? All those in [00:11:47] favor? [00:11:48] >> I [00:11:50] >> Okay. [00:11:53] >> November 10th, 2025 meeting minutes. I [00:11:57] have um amendments needed for this as [00:12:00] well. [00:12:01] >> Okay. [00:12:02] >> Um [00:12:04] the first one, the draft minutes contain [00:12:06] a confusing record of vote to approve [00:12:08] the June 9th, 2025 meeting minutes, [00:12:10] while page 10, the notes there's a 20 [00:12:14] vote with select inaber no. Page 11 [00:12:17] suggests the matter was tabled. The [00:12:20] transcript clarifies that the vote was [00:12:23] final, but the chair only tabled the [00:12:26] ensuring heated rebuttal between Bill [00:12:28] Cole and Selectman Tinker regarding the [00:12:30] accuracy of those minutes. [00:12:33] Um, the other one was uh Judy Corsick's [00:12:37] report. It it omits um a couple critical [00:12:41] findings [00:12:43] explain why the town is at a [00:12:45] disadvantage, the lack of notification. [00:12:47] Cororsic reported that the attorney [00:12:49] general signed off on Bay State's plan [00:12:52] three separate times without ever [00:12:53] notifying the town of hard vendor [00:12:56] quality. The record should reflect [00:12:59] Korsik's testimony by Bay State Health [00:13:01] as a one-star CMS rating, the lowest [00:13:05] possible rating, which he argued [00:13:07] devalues the convenient care proposal [00:13:09] for the community. Um negotiation [00:13:12] alternatives. The minutes should list [00:13:15] the specific services Korsk suggested [00:13:18] and the town negotiated in lie of the [00:13:21] trust funds including telemy and remote [00:13:25] patient monitoring for seniors. [00:13:27] Item three is several specific requests [00:13:30] from the public and board were made for [00:13:33] the record but are missing. Historical [00:13:36] commission seed money. Elizabeth Siren [00:13:38] requested that $600 currently held in [00:13:40] the historical society be returned to [00:13:43] the town and placed into a new fund [00:13:45] specifically to serve as seed money for [00:13:47] the historical commission which lacked [00:13:50] funding. [00:13:52] um [00:13:54] and [00:13:57] the personnel handbook. William Tanker [00:14:00] requested a copy of the 2022 version of [00:14:02] the personal handbook to compare with [00:14:04] the proposal for new ver uh version [00:14:07] specifically asking for red lines or [00:14:09] explanation of what was removed or [00:14:11] edited. [00:14:13] Um [00:14:15] and then the minutes uh item four, the [00:14:17] minutes should capture the resolution of [00:14:19] significant procedural disagreements on [00:14:21] the Barry ambulance meeting. The record [00:14:23] should reflect the dispute over an [00:14:25] upcoming meeting with Barry officials. [00:14:28] William Tinker requested the meeting be [00:14:30] formally posted to allow all board [00:14:32] members to attend. The transcript shows [00:14:34] the board eventually agreed to move the [00:14:36] meeting to 5:00 p.m. and posted publicly [00:14:38] to ensure transparency. Uh agenda [00:14:41] emissions. The min the minutes should [00:14:43] explain why Zikos auction group which [00:14:45] was listed on the formal agenda for the [00:14:48] executive session was not discussed as [00:14:50] the town administrator noted on the [00:14:52] record. We're not going to do Zikos [00:14:56] and the adjournment the adjournment time [00:15:00] should be changed from 7:23 p.m. to [00:15:02] 7:52. [00:15:04] Okay, those are the for that. [00:15:07] >> Mr. Chair, I would have to go back and [00:15:08] reook at this. It was so I mean November [00:15:10] was kind of a long time ago, but I some [00:15:13] of these I'm not entirely comfortable [00:15:15] with. So I would like to actually go [00:15:16] back and take a look at that. [00:15:18] >> And this this is you're talking about [00:15:20] the November 10th. [00:15:21] >> Yep. [00:15:26] No short. [00:15:28] [laughter] [00:15:29] >> Hang on. Would you like to read? [00:15:31] >> No. Then this is your [00:15:35] >> so uh we'll table uh November 10th. [00:15:40] >> Okay. What? Pending amendments. [00:15:42] >> Pending amendments. [00:15:43] >> Okay. [00:15:44] >> Cuz I also want to remind I mean some [00:15:46] maybe some of the [00:15:47] >> Do I hear a a motion? [00:15:49] >> I'll make a motion to table the November [00:15:51] 10th, [clears throat] 2025 meeting [00:15:53] minutes uh pending the amendments [00:15:56] submitted. [00:15:57] >> Second. [00:15:58] >> Okay. Any further discussion? All those [00:16:00] in favor? Uh, [00:16:01] >> Mr. Chair, can I have one thing? [00:16:03] >> Yes. [00:16:04] >> Um, I'll take a I'm going to take a look [00:16:06] at this meeting, but I just want to [00:16:07] remind the board that stuff word for [00:16:09] word is these are not they don't [00:16:12] >> I'm not asking for transcripts. I'm [00:16:14] asking for actions that were completed, [00:16:15] Mr. Chair, [00:16:16] >> through the board. [00:16:17] >> So, I'll take a look at it. [00:16:19] >> Yeah. [00:16:20] >> All right. April 13, 2026. [00:16:26] >> I have uh [00:16:28] >> another list. I get another. [00:16:31] >> Go ahead. [00:16:33] >> Absolutely. [00:16:34] >> Okay. [00:16:35] >> You're entitled. [00:16:36] >> All right. Explicit audit findings. Uh [00:16:39] the current draft minutes for the town [00:16:41] administrator's report offer only a [00:16:43] one-s sentence summary of the fiscal [00:16:45] year 2025 audit findings. For a good [00:16:48] record, the following specific financial [00:16:51] and legal deficiencies identified in [00:16:53] that audit must be added. Illegal [00:16:56] financial practices. The town was found [00:16:58] to be handwriting checks ahead of a [00:17:00] warrant. A practice the town [00:17:01] administrator explicitly characterized [00:17:04] as illegal. Major cash variance. In [00:17:07] fiscal year 2024, the town was unable to [00:17:09] reconcile cash resulting in 90,000 [00:17:12] variants. [00:17:14] Administrative errors. [00:17:16] The town was still paying insurance [00:17:18] premiums for a deceased individual and [00:17:21] had paid a financial penalty to the [00:17:23] pension system because assessments were [00:17:25] not paid on time. [00:17:27] stale checks. A ledger of over 30,000 in [00:17:30] stale checks was discovered that [00:17:32] required a tailings article for the town [00:17:34] meeting to be resolved. [00:17:38] >> Uh item two, monitoring plans for [00:17:41] surplus the surplus gravel we spoke [00:17:43] about. [00:17:44] >> Mhm. [00:17:45] >> Um revenue estimates for the sale of the [00:17:48] 60% surplus gap gravel is estimated to [00:17:51] bring in anywhere from 200,000 to [00:17:53] 300,000 in revenue for the town. [00:17:55] Monitoring via drones to ensure the town [00:17:59] has paid for every yard removed. There [00:18:01] are specific discussions about using [00:18:03] drones for scanning and measuring the [00:18:05] volume of gravel taken. Processing [00:18:08] costs. The town plans to hire a company [00:18:10] to process its 40% share of the gravel [00:18:13] for an estimated 20,000 to 30,000 which [00:18:16] could be funded directly by the revenue [00:18:18] of the 60% sold. [00:18:23] um risk for item three, elementary [00:18:26] school fuel tank. The minutes for the [00:18:29] special town meeting petition captured [00:18:31] the 120,000 earmark for new boilers but [00:18:35] missed a critical risk ever discussed [00:18:38] aging infrastructure. [00:18:40] The fuel tank storage is 37 years old, [00:18:43] single wall made of fiberglass. capital [00:18:46] planning and the board noted that [00:18:48] putting the two boilers on such an old [00:18:50] tank is a major risk and it's expert [00:18:53] inspection is needed before annual town [00:18:56] meeting to determine if it must be [00:18:57] replaced. [00:19:00] Um and then it gets into the specifics [00:19:02] of the zoning bylaw proposal brought by [00:19:05] the planning board bill poll. Um, it [00:19:08] should just list associate planning [00:19:10] board member, [00:19:12] the accessory dwelling units, the ADUs, [00:19:14] updating local laws, the earth removal [00:19:17] and importation, [00:19:20] gender neutrality, [00:19:23] and then farm animals. Those are the [00:19:25] bylaws [00:19:26] and selectable ground table details. [00:19:30] uh the Hardwick Mill greenery. The [00:19:32] record should reflect that this [00:19:34] marijuana project is growing only, [00:19:38] meaning no odor issues and the selectman [00:19:41] shaft expressed skepticism of the owner [00:19:44] overly optimistic 4month timeline for [00:19:46] starting operations. [00:19:49] Um and then [00:19:52] council on aging funding. The record [00:19:54] should clarify that the town of Barry is [00:19:56] asking hardwood to level fund the [00:19:57] regional budget to approximately 25,000. [00:20:01] That's the amendments for April 13, [00:20:04] 2026. [00:20:05] >> Mr. Chair, [00:20:06] >> yes. [00:20:07] >> The stuff about the findings that was [00:20:09] mentioned during my town administrator [00:20:10] report, it's noted that I I had already [00:20:13] discussed them in prior meetings. That's [00:20:14] why I didn't feel the need to list them [00:20:16] out again because they've been in prior [00:20:17] meeting minutes cuz it's not the first [00:20:19] time I've brought them up and it's not [00:20:20] the first time that we've talked about [00:20:22] that the town has corrected them. So [00:20:24] that's why [00:20:25] >> in my mind this these items were not [00:20:28] brought up in that meeting. So therefore [00:20:31] it should not be part of this meeting [00:20:32] minutes. [00:20:33] >> But they were sir in the transcript. [00:20:35] >> They're they're on YouTube. They were [00:20:38] brought up [00:20:39] >> each of these items. [00:20:42] It was talked about the fiscal year 2020 [00:20:46] 25 audit findings, [00:20:48] >> right? And that's all that it was [00:20:50] mentioned as. It didn't itemize any [00:20:52] findings. [00:20:53] >> That's those are the findings. [00:20:55] >> Yeah, but we don't need to itemize [00:20:56] something that was not brought up. [00:20:59] >> Well, it was [00:21:02] I mean [00:21:04] I mean you want to include stuff when [00:21:06] people make a statement about me. You [00:21:08] want to include every single word, Mr. [00:21:10] chair and because it's not a public [00:21:12] meeting [00:21:13] >> but we bring up audits and audit [00:21:15] findings but we don't want to [00:21:16] >> but you're bringing in materials that [00:21:18] we're not even [00:21:19] >> Why do you bring it up? [00:21:20] >> It just was said the audit findings. You [00:21:23] don't have to [00:21:25] >> you don't need to be listing each and [00:21:28] every finding that was in the audit [00:21:31] because it it'll know about it for help. [00:21:34] Hold [laughter] it. Hold it. They won't [00:21:36] know about it. Please, please. This is a [00:21:40] discussion between the plan the [00:21:42] >> I can see it's going well, Mr. Chair. [00:21:44] >> Oh, [00:21:47] Zach, do you have an opinion on this? [00:21:49] >> I think that the we need to do a better [00:21:52] job of posting like this stuff needs to [00:21:56] be front and center on our website and [00:21:58] our website right now sucks. I'm sorry. [00:22:00] It sucks. Uh we need the audit findings. [00:22:05] I if they weren't talked about in the [00:22:07] meeting specifically and I can't [00:22:10] remember I don't remember these being [00:22:12] specifically brought up. I know that it [00:22:15] was it was talked about in the town [00:22:16] administrator's report just about some [00:22:19] of the the summary findings, but the [00:22:21] audit as a whole needs to be readily [00:22:25] available for people to look at [00:22:27] in in transparency [00:22:29] >> and this board should be reviewing that [00:22:31] audit finding in transparency in a board [00:22:33] meeting. [00:22:34] >> So why don't we put that on a future [00:22:36] agenda item, Mr. Chair? [00:22:39] >> Very good. next year's audit. [00:22:41] >> No, last year it's FY25, right? [00:22:44] >> They've had it for 3 months. So, I can [00:22:45] put it on if you'd like to. [00:22:47] >> That would be great. Take another look [00:22:48] at it. [00:22:49] >> But, uh, as far as the meeting minutes [00:22:52] is, which is what this discussion is [00:22:54] about. [00:22:55] >> Yeah. [00:22:56] >> If these if these items were not [00:22:59] discussed during the meeting were not [00:23:02] itemized during the meeting, they don't [00:23:04] belong in the meeting. [00:23:06] >> You can strike them from the meeting [00:23:07] amendments, Mr. chair if you feel so [00:23:09] inclined. [00:23:14] >> Don't look at me. I like them the way [00:23:15] they are. [00:23:17] >> I'm I'm [00:23:20] seeing if Zach has anything more to add. [00:23:22] >> Yeah, I I I'm [00:23:25] see of your points. I see why Bill put [00:23:27] these in here and I do, [00:23:29] >> but I if it's if it was if these [00:23:31] specifically were not talked about in [00:23:33] detail as this is listed out, I think [00:23:35] they have to be struck from the [00:23:36] amendment. Um and I think the bigger [00:23:39] issue is like the vice chair pointed out [00:23:43] is we need to discuss at length those [00:23:46] findings and they need to be readily [00:23:48] available for the vote. That's [00:23:50] >> absolutely but this topic of discussion [00:23:53] is meeting minutes at this point. [00:23:55] >> So so if these were not talked about at [00:23:57] this meeting these need to be struck [00:23:58] from the amendments. Right. So if you [00:24:00] pass that back to me there you go. [00:24:05] So [00:24:08] okay. So you don't which what exactly do [00:24:12] you want struck? [00:24:14] >> I think that the [00:24:15] >> major cash variance of fiscal year 2024 [00:24:19] unable to reconi reconcile cash [00:24:23] resulting in the 90,000 variance. Do we [00:24:25] want to strike that? [00:24:27] >> Wait, none of those items were brought [00:24:30] up in the meeting. [00:24:32] >> Okay. It's a meaning minutes bill and I [00:24:35] understand again I understand your point [00:24:39] but it's a meeting minutes and if they [00:24:41] weren't brought up during the meeting [00:24:43] they shouldn't be in the meeting [00:24:44] minutes. [00:24:47] >> So you don't think this item right here [00:24:49] stale checks a ledger over 30,000 in [00:24:52] stale checks were discovered that [00:24:54] required a tailing an article at town [00:24:56] meeting resolved. We didn't discuss [00:24:58] that. That didn't come in an article. [00:24:59] No, [00:25:00] >> it wasn't in the meeting. [00:25:01] >> Okay. [00:25:02] I know what you're trying to make the [00:25:04] point again, Bill, but [00:25:07] >> all of this. So, we'll ex we'll strike [00:25:10] item one. All of item one. Okay. [00:25:15] >> Everything's just perfectly great. What [00:25:18] about uh item number two, [00:25:21] the surplus gravel? Did we not talk [00:25:24] about having drones and scanning and [00:25:26] money? [00:25:26] >> We talked about the drones. [00:25:29] >> We talked about the revenue estimates. [00:25:31] [clears throat] We talked about [00:25:33] >> the processing cost. [00:25:34] >> Processing cost, [00:25:35] >> you know, things like that. [00:25:36] >> Y [00:25:38] problem with that. [00:25:41] >> What about the fuel tank at school? [00:25:43] That's 37 years old. That was discussed. [00:25:46] >> It was talked about it. [00:25:47] >> That was talked about. [00:25:49] >> So, it should be in the meeting. [00:25:50] >> Yeah. Okay. [00:25:52] >> Uh the five zoning bylaws proposal by [00:25:56] the planning board chair. [00:26:00] that [00:26:00] >> it's just the five. [00:26:02] >> Yeah. And that's that was discussed at [00:26:04] the meeting that was brought up [00:26:07] item number one item number one. [00:26:09] Correct. [00:26:11] >> Do you want to hear a motion to [00:26:13] >> motion to approve as amended for April [00:26:16] or April 13th? [00:26:19] >> Yeah. [00:26:19] >> 2026 as amended with the exception of [00:26:23] item number one struck. [00:26:26] Second. [00:26:28] >> Okay. Any further discussion? All those [00:26:30] in favor? [00:26:31] >> I. [00:26:33] >> Okay. April 22nd. This one's easy, Mr. [00:26:37] Chair. This is easy. All right. [00:26:39] >> It is. [00:26:40] >> It is. It is cuz we already voted and [00:26:42] approved this and it's on the website. [00:26:45] We voted May 26th. [00:26:48] >> Okay. [00:26:50] >> Very easy. [00:26:51] >> Easy. [00:26:53] All right. [00:26:57] We've already done it. [00:26:59] Do you want your uh I don't need this. [00:27:01] >> Well, don't you want to have the date so [00:27:03] you have the reference [00:27:05] May 26? [00:27:07] >> I don't need it. It's It's already been [00:27:09] voted on and it's already done [00:27:10] >> and it's on the website. [00:27:11] >> Yeah, [00:27:12] >> the official website. So, [00:27:14] >> yeah, a really great website. [00:27:19] >> Hey, August. [00:27:20] >> August. [00:27:21] >> Great. [00:27:22] >> Terrible. [00:27:23] >> All right. So, final one, April 27th. [00:27:26] >> Yes. [00:27:27] um undisclosed personnel complaints. [00:27:32] The absent they're absent entirely from [00:27:34] the draft minutes. I asked the [00:27:39] if there were personnel issues or [00:27:42] complaints from town hall staff that had [00:27:44] not been addressed by the board. The [00:27:46] chair, EV Eric Volheim, admitted that [00:27:49] several complaints had been sent to him [00:27:51] over the past year, but were kept in a [00:27:54] folder and were never taken up or [00:27:55] addressed by the full select board. For [00:27:57] a complete record, this admission of the [00:27:59] unressed staff complaints must be [00:28:02] included. [00:28:03] >> That's not what he said either. [00:28:05] >> Well, you can check it out on YouTube. [00:28:06] And [00:28:07] >> I do I do recall him. It It might be [00:28:10] paraphrasing. I do recall him. So would [00:28:14] you like to table this and so we get [00:28:16] exact wording or [00:28:18] what would you like to do Mr. chat cuz [00:28:21] it's on YouTube. You visit, you can [00:28:23] visit it. It's been a while. [00:28:25] >> Why don't we go on with the other? [00:28:27] >> All right. Um, so item two, 179 Main [00:28:31] Street. The draft minute summarized uh [00:28:34] 179 Main Street request for proposals. [00:28:38] And so there was a lack of appraisal. [00:28:41] The RFP included no property appraisal [00:28:43] or minimum acceptment price. Unreal [00:28:46] unrealistic timelines. The draft [00:28:48] required biders to secure financing [00:28:49] within only 14 days. Uh which I argued [00:28:53] that would limit participation. [00:28:55] Restrictive deposits. [clears throat] A [00:28:56] 10% upfront deposit required was it [00:28:58] flagged as a potential barrier to [00:29:00] biders. And then the scoring flaw had no [00:29:03] weight on scoring failing to specify how [00:29:06] the board would value price versus [00:29:08] community benefit. [00:29:10] That's it for [clears throat] item two. [00:29:12] >> Okay. uh detail fire truck f uh [00:29:15] financing [00:29:17] total interest cost. It was explicitly [00:29:19] stated for the record that a 15-year [00:29:20] loan would incur 355,278 [00:29:23] in total interest [00:29:26] legal authority. The record should [00:29:28] reflect master law chapter 44 section [00:29:31] 16. The town is authorized to pay [00:29:33] interest only for first two years to [00:29:35] five years for cash flow management. [00:29:40] Now, that was something that was brought [00:29:42] up in our [00:29:43] >> discussion. Yeah. Okay. In the meeting, [00:29:44] the fire truck about the financing. [00:29:46] >> That's all. Uh [00:29:48] >> and then Peter Durant spoke that night. [00:29:50] >> Yeah. [00:29:51] >> And he talked about the like the pilot a [00:29:53] pilot placeholder, you know, 15,000 per [00:29:56] town. [00:29:57] >> So, that should be in there. what he [00:29:59] basically said, you know. [00:30:00] >> Yeah. [00:30:01] >> And then um detail warrant article [00:30:05] uh the PEG access fund the town [00:30:08] administrator confirmed there's [00:30:09] approximately 150,000 in the PEG account [00:30:11] which can only be used for technology [00:30:13] that supports broadcasting. [00:30:16] Um, [00:30:20] oh, and then our procedural objection to [00:30:22] the chair that we didn't know, like I [00:30:24] argued that we didn't cuz we were trying [00:30:27] to open those articles that night and [00:30:29] close them that night. [00:30:30] >> So, we talked about that and we had the [00:30:33] two days and we had a meeting. [00:30:35] >> So, that's that's that. And then sewer [00:30:39] budget, no business, uh sewer vacancy. [00:30:42] We have three out of four funded [00:30:43] positions. Training incentives. The town [00:30:46] has a policy to cover training costs for [00:30:48] hydraulic licenses as long as applicants [00:30:51] sign a one or two-year agreement to [00:30:53] remain employed with the town. [00:31:06] Um [00:31:07] We can just scratch the last one. Okay, [00:31:10] >> Mr. Chair, I had said during this [00:31:12] meeting that the dates were arbitrary [00:31:14] and they were not they were just in [00:31:16] there for placeholders for the board to [00:31:18] review. So the comment about the dates [00:31:20] that was not those were not sentenced on [00:31:21] and I made that clear during the [00:31:23] meeting. [00:31:30] I'm sure you recall me saying that [00:31:32] several times. [00:31:34] >> Now the date is [00:31:37] This is April 27th meeting [00:31:39] >> 2026. [00:31:45] >> The dates for the RFP. [00:31:48] >> I just put them in as placeholders for [00:31:50] the board to review and get back to me [00:31:52] with comments [00:31:54] cuz obviously they all had to be [00:31:56] changed. [00:31:56] >> Okay. [00:32:00] All right. So [00:32:02] what you're saying is that we should add [00:32:04] into his unrealistic timelines which is [00:32:09] the discussion. [00:32:10] >> Well, no one called them unrealistic [00:32:11] timeline. That's an opinion that didn't [00:32:12] happen at the meeting. [00:32:13] >> That did not happen. [00:32:19] >> Was that [00:32:21] was the unrealistic timelines comment [00:32:24] actually made at the meeting? [00:32:26] >> Yeah, I made that comment at the [00:32:27] meeting. I made a few comments about [00:32:30] this proposal at the meeting [00:32:33] >> because I do remember there being a [00:32:36] discussion about the unrealistic [00:32:38] timelines but then also you had [00:32:40] mentioned [00:32:41] >> I mean Mr. Chair, I'll table this and [00:32:43] I'll review it again if there's any [00:32:46] concerns or [00:32:47] >> if you want to do it all over again. [00:32:48] >> Well, it's only one meeting. [00:32:50] >> One meeting. All right. Table. [00:32:52] >> Made a motion to table the April 27th [00:32:55] April 27, 2026 meeting. [00:32:58] >> Second. [00:32:59] >> Okay. All those in favor? [00:33:01] >> I. All those opposed. All right. [00:33:05] Very good. [00:33:07] New business. [00:33:09] Appointment for recycling center labor, [00:33:13] John Han. [00:33:14] >> So, this was the recommendation of the [00:33:16] recycling commission. Um, as you know, [00:33:18] we've had one vacancy at the recycling [00:33:20] center. Mr. Han did um pass his [00:33:23] background check. [00:33:31] Okay. I don't see any other information [00:33:33] about him here. He was a very reason. [00:33:39] >> No, it just I just included his offer [00:33:42] letter. [00:33:42] >> Yeah, he is a local resident. Um but I [00:33:44] did take his address off the offer [00:33:46] letter. Um again, this came from the [00:33:48] recycling commission. [00:33:49] >> That's why I can't find it. [00:33:50] >> Yep. [00:33:53] >> Okay. [00:33:55] Make a motion to approve Mr. John Han to [00:33:58] the recycling center. [00:34:00] >> Second. Okay. All those in favor? I I [00:34:08] can find it. [00:34:12] >> The c the discussion and vote on fiscal [00:34:16] year 2026 year end transfers. [00:34:19] >> Mr. Chair, the accountant is here to go [00:34:21] over any questions. Um the one in your [00:34:24] packet, there was a couple changes. So [00:34:25] that's why you have received an [00:34:27] additional document today with changes [00:34:29] made in blue, but I know the town [00:34:30] accountant can go into more detail. [00:34:33] >> Okay, you like [00:34:40] >> the accountant normally comes as you you [00:34:42] know you've seen in the past um to this [00:34:44] meeting. [00:34:46] I did speak with the finance committee [00:34:48] vice chair today and they are scheduling [00:34:50] a meeting for their portion because they [00:34:51] have the finance committee also has to [00:34:53] approve it. Um, and they're going to set [00:34:55] up meeting within the next week or two [00:34:57] because it has to be done by uh July [00:34:58] 15th. [00:35:09] >> Um, are we going off of this or off [00:35:12] this? [00:35:12] >> I I think we're going off of this one [00:35:14] that we just received. Correct. [00:35:16] >> The new one. [00:35:16] >> The new one we just received tonight. [00:35:19] >> Yeah. Includes transfer for the Memorial [00:35:21] Day expense. [00:35:23] That's Yeah. Memorial Day. [00:35:27] [clears throat] [00:35:27] >> Memorial Day expense. That's a [00:35:29] difference. [00:35:29] >> Is that the one with the blue on it? [00:35:30] >> Yes. [00:35:31] >> Okay. [00:35:37] >> Yeah. [00:35:45] >> I can loan you mine. [00:35:47] >> I'm sure it's fine. [00:35:51] You have an extra copy. [00:35:53] >> Well, mine was really over your [00:35:54] shoulder, so that's fine. [00:35:56] >> I have an extra. [00:35:57] >> All right. Thank you. [00:35:58] >> You're welcome. [00:36:57] May I ask a question, Mr. Chair? [00:36:59] >> Yes, you may. Um, line item municipal IT [00:37:03] services reallocated 38,000 says balance [00:37:07] of as of 61326 [00:37:10] is $34,535 [00:37:14] and we're transferring. [00:37:18] Oh, [00:37:20] we're negative 34,000. [00:37:22] >> Mhm. [00:37:23] >> $535. [00:37:27] >> Where is that? [00:37:28] >> This is on the first page. 3/4 of the [00:37:30] way down. [00:37:31] >> Okay. [00:37:32] >> And this applied to you right here. [00:37:33] >> Right here. I found it. [00:37:35] >> Okay. [00:37:35] >> I was looking in the wrong page. [00:37:36] >> I read that wrong. [00:37:38] >> So, what's the question, Bill? [00:37:40] >> The question was I I thought we were [00:37:42] like [00:37:42] >> at 39,000 and we actually had money left [00:37:45] over. That was going to be my question [00:37:47] of the $4,400 [00:37:49] $65. [00:37:50] >> Wishful thinking. [00:37:53] >> Okay. [00:37:55] two. All right. [00:38:03] >> Anything else? [00:38:09] >> Yeah. Where are you? So, all the all the [00:38:12] money is coming from the surplus [00:38:14] accounts that have a savings kind of [00:38:16] thing. [00:38:18] You round all those up and you're going [00:38:20] to pay off the [00:38:21] >> Yes. whatever's expected to have a [00:38:23] remaining amount [00:38:27] that I did try to keep them [00:38:29] departmentally. So like the the highway [00:38:33] is covering their own expenses. Um [00:38:36] police is mostly covering their own [00:38:38] expenses. [00:38:39] Um [00:38:41] >> that was a question if if I may Holly [00:38:43] since you brought up the police. um the [00:38:45] 25,000 in training. He has an [00:38:48] appropriation of line item 25,000, but [00:38:50] for whatever reason the previous [00:38:52] accountants separated or whatever, but [00:38:54] that's an in-house transfer. That's not [00:38:56] going to be any additional cost. It's [00:38:58] just a transfer. [00:38:58] >> Correct. Yeah. [00:38:59] >> Okay. [00:39:00] >> I just cuz I saw that earlier when they [00:39:03] actually reached out to the two, [00:39:07] >> right? Okay. [00:39:13] Jack, you're [00:39:14] >> I'm okay. [00:39:15] >> You're okay. Are Are you okay now, Bill? [00:39:18] >> Yeah, I've asked my questions. Um All [00:39:20] right. [00:39:22] Do we have to take a vote on this? [00:39:24] >> Yes, please. [00:39:26] >> Make a motion to approve the transfers [00:39:29] as listed in this Excel spreadsheet [00:39:32] document [00:39:34] uh for the end of the year transfers for [00:39:36] the town of Hardwood. [00:39:37] >> Second. [00:39:38] >> Okay. Any further discussion? [00:39:42] Um, one little there is money left in [00:39:44] like till June 30th. So like it that [00:39:46] 4,400 won't be a savings [00:39:49] >> hopefully. Yeah, [laughter] [00:39:51] that was my goal. But yeah, [00:39:54] >> but no, I would still expect there to be [00:39:56] extra left over cuz I mean we did have [00:39:58] the $25,000 that was um from free cash [00:40:01] going to snow and ice. So we have to [00:40:03] cover all of that with with this but so [00:40:05] I would still expect a surplus. [00:40:08] >> Mr. Chair, may I add one thing? [00:40:09] >> Yes. Um, we can expect some winter [00:40:12] recovery money from the state. I'm just [00:40:14] not sure how we're going to be able to [00:40:17] use them. I'm still waiting for a [00:40:18] directive from the state on where what [00:40:20] we can actually do with those funds. Um, [00:40:22] but we are going to be receiving someone [00:40:23] to recover money. Yeah. [00:40:25] >> Okay. All right. I had a motion. I hear [00:40:28] I heard a second. All those in favor? I. [00:40:32] And [00:40:32] >> those opposed. Okay. [00:40:34] >> May I please just have you guys sign the [00:40:35] my cop just so I have your signature? [00:40:40] Thank you. [00:40:41] >> Thank you. Thank you. [00:40:43] >> Have a nice evening. [00:40:45] >> You too. [00:40:59] All right. Next on the agenda is [00:41:03] discussion and vote on the Artwick [00:41:05] Elementary School lease agreements. [00:41:09] Mr. Chair, um so [00:41:13] I did ask Mr. Spencer to join me on a [00:41:15] call uh with council because I wanted [00:41:18] council to review it before the board [00:41:20] would sign it. Uh we also pulled what [00:41:23] New Branchree and Barry had signed and [00:41:25] the language is very it's like [00:41:27] identical. So it's pretty much the same [00:41:28] lease just reflective of Hardwick [00:41:30] instead of the other communities. I [00:41:32] don't know if anyone else on the board [00:41:34] has any other concerns or questions. Um, [00:41:38] something that I had brought up was [00:41:43] hypothetically down the road if if [00:41:44] because this is it's a 20-year lease, if [00:41:47] we have an issue with enrollment and we [00:41:49] decide to join with another elementary [00:41:52] school elsewhere, you know, what [00:41:53] provisions are [clears throat] are here [00:41:54] to protect us from dissolving the [00:41:56] agreement? Um, but [00:42:00] they're kind of again, they're very [00:42:01] boilerplate. It's pretty much again the [00:42:03] same agreement in every I don't know. [00:42:05] Yeah, it's it's pretty much verbatim to [00:42:07] what the other the other towns are [00:42:10] doing. [00:42:10] >> Uh when I read them, honestly, it's like [00:42:12] they just inserted hardwick into places [00:42:14] on [00:42:15] >> Right. [00:42:17] >> Did um Mr. Chair? [00:42:18] >> Yes. [00:42:19] >> Um did the town administrator actually [00:42:20] ask that question to legal counsel and [00:42:22] what did they say? [00:42:23] >> I did ask the question to legal counsel. [00:42:26] Do you want to do do you have a better [00:42:27] understanding of what Katie Fleet said? [00:42:32] Not really cuz I didn't her answer was [00:42:37] >> it's very lawyerish if that makes sense [00:42:39] and it just was uh [00:42:43] >> yeah so um it didn't really answer the [00:42:47] question without directly answering the [00:42:49] question basically. So I [00:42:52] >> but she did I'm sorry. [00:42:53] >> No, go ahead. It's okay. [00:42:54] >> She did include um cuz you'll see the [00:42:56] red line from council. She did in [00:42:58] include the language or in the event the [00:43:00] premises is no longer used for the [00:43:02] education of Harvard peoples in grades [00:43:03] preK through 5 inclusive. Um, [00:43:07] okay. [00:43:16] I'm going through here and seeing the [00:43:17] comments here should be submitted to [00:43:20] towns insurance for review. [00:43:23] Is that coming from town council? [00:43:25] >> That's Yeah, all those comments are town [00:43:27] council. [00:43:35] Because there was are some questions. Is [00:43:38] this permissible? Does pal not [00:43:40] restriction like this? [00:43:43] >> Maybe that one. I'm not sure. [00:43:49] >> Page six. Page six. Yes. [00:44:58] So, uh, [00:45:00] you know, [00:45:02] has [00:45:04] the insurance section been submitted to [00:45:07] our insurer? [00:45:08] >> Um, I have not sent it to our insurance [00:45:11] company. I know they have in the past, [00:45:12] but I did not this go around. [00:45:15] And I can if you'd like me to. [00:45:17] >> Yes. [00:45:18] >> Yes. Before we vote on it, [00:45:22] >> I'd like that. Um, and again, I'm not I [00:45:26] I don't understand the comment. Where [00:45:29] was it? [00:45:30] >> Page six. [00:45:31] >> On page six. [00:45:33] >> Is this permissible? Does the town [00:45:35] Aren't they supposed to be telling this [00:45:38] whether it's permissible or not? Does [00:45:41] that make sense? [00:45:42] >> I'm trying to figure out what comment [00:45:43] they're talking. [00:45:43] >> Yes, it it's uh talking about the such [00:45:46] funds will be included in a fund to be [00:45:48] used by the Harvard Center School. [00:45:50] Talking about the [00:45:53] compensation being remitted from OBC [00:45:55] central budget. All fees paid directly [00:45:57] to the treasurer of the lesser. [00:46:06] I don't understand. Yeah, I don't I [00:46:10] >> they they made that comment for a [00:46:12] reason. [00:46:14] Um, you know, I cannot I can understand [00:46:17] the comment. What about uh school choice [00:46:20] students? Uh, [00:46:22] are they included [00:46:28] in this? [00:46:30] Can't see where [00:46:31] >> programs is the regional programs [00:46:37] >> should be desired for regional programs [00:46:39] right [00:46:40] >> what did you want me to have [00:46:42] >> in it says in the event that use of the [00:46:46] premises should be desired for regional [00:46:48] programs which should include a student [00:46:50] participation level that exceeds 10 [00:46:53] students the lei shall compensate the [00:46:56] less or of for the use of the fiscal [00:46:59] plant with the premises for and for [00:47:03] additional [00:47:05] demands such as such a program may place [00:47:08] upon supportive personnel. Now that I [00:47:12] can kind of if it the question that [00:47:16] our attorney has asked is [00:47:20] what about school choice students are [00:47:23] they included in that? [00:47:27] I I it doesn't say [00:47:33] and then [00:47:35] the this restriction tells you the truth [00:47:40] I don't really understand this [00:47:42] restriction [00:47:43] >> and I don't understand what we would [00:47:45] have to compensate them for. [00:47:47] >> Yes. [00:47:48] >> Yeah. I don't [00:47:48] >> I I don't understand that. out. [00:47:52] Maybe that's the way our town council [00:47:57] has asked the same question. [00:48:00] >> Like I'm thinking I'm not even about [00:48:01] students. I'm thinking about like does [00:48:02] this mean like town meeting that we like [00:48:04] I'm not even [00:48:04] >> I'm not I'm not sure at all. It it's [00:48:07] again it's legal ease. [00:48:11] >> Yeah. It's oil and plate crap. But [00:48:15] >> so we could table it and just ask [00:48:17] >> I was going to ask if we wanted to table [00:48:20] it and ask our uh town council for [00:48:23] clarification of what they mean. [00:48:25] >> Yeah. [00:48:25] >> Do you guys have any other questions [00:48:27] while we're on the subject? This is more [00:48:29] stuff in blue. I just want to make sure [00:48:31] I can ask one instead of you know [00:48:33] >> and then there's another comment here. [00:48:36] Is this the regional school agreement? [00:48:39] They could clarify that. Yeah, we could [00:48:41] ask town council to clarify their [00:48:42] comments. [00:48:44] >> They are talking about the regional [00:48:46] agreement. [00:48:46] >> Yeah, I I'm sure they are, but it just [00:48:49] says the agreement. It's not really [00:48:52] >> there's not many comments [00:48:53] >> defined anywhere here [00:48:56] and there aren't that many comments. [00:48:58] You're right there. It's it's clearly [00:49:02] >> So few comments are there. Did you find [00:49:04] one? I'll make a motion, Mr. Chair. [00:49:06] >> Yes. Make a motion to table the regional [00:49:09] school district lease agreement until we [00:49:12] get clarification from town council. [00:49:14] >> Second. [00:49:15] >> Okay. Any further discussion? All those [00:49:17] in favor? [00:49:18] >> I [00:49:29] may believe Mr. P. [00:49:32] >> Oh yes, Bill. [00:49:33] >> Thank you. On the last subject, I was I [00:49:35] was wanting to ask this um the [00:49:40] agreements for the property that the [00:49:42] only the elementary school that that [00:49:44] this town owns the other two you [00:49:46] mentioned the other two agreements were [00:49:47] they similarly for u other towns like [00:49:51] Barry that own a particular facility. So [00:49:54] in that sense it's the same. There's [00:49:55] also no money going coming from the [00:49:59] school district for the leasing of the [00:50:02] facility where they operate the school. [00:50:04] Is that right? [00:50:05] >> Right. [00:50:05] >> Okay. Um [00:50:07] >> my understanding at least. [00:50:08] >> Right. They they um the question of [00:50:13] maintenance and all that came up. This [00:50:14] is one of our major assets and as you [00:50:17] know we had to put whether it was [00:50:19] granted to us or the raised we had to [00:50:21] put a lot of money into upkeeping the [00:50:24] facility so that we could use it so that [00:50:26] they can use it for the school. Um is [00:50:29] that um is that satis that arrangement [00:50:33] satisfactory? Is that typical of the [00:50:34] others where we take care of all of [00:50:37] that? Um- [00:50:40] which you know is ex extensive and we're [00:50:43] talking tonight about other uh other [00:50:45] expenses that may come up. I just want [00:50:47] to make sure that are keeping that [00:50:50] facility in in good condition in order [00:50:54] to [00:50:55] give it bas lease it basically for [00:50:57] nothing to the school to operate the [00:50:59] elementary school and whether that's the [00:51:02] typical arrangement the only arrangement [00:51:04] whether term of it is right um [00:51:08] I guess it's the way it's been done it's [00:51:09] the way it's being done other times [00:51:11] right but are those considerations [00:51:13] >> Mr. The chair, do you want me to answer [00:51:14] that? [00:51:15] >> Yes. [00:51:16] >> Um, so we did bring that up on the call [00:51:17] with town council and town council was [00:51:19] pretty adamant that changing the [00:51:21] language to cuz right now I think it's [00:51:24] $10,000. Anything over $10,000 the [00:51:26] town's responsible for. And she was [00:51:28] pretty adamant that that would not fly [00:51:30] and we just they get the we get the [00:51:31] agreement back and they wouldn't go for [00:51:33] it. [00:51:34] But was discussed. [00:51:39] >> Does that answer your question, Bill? [00:51:41] >> I guess except perhaps the last part. So [00:51:43] the 20 years is what they've proposed [00:51:45] and what maybe we've done before maybe [00:51:47] what the other towns have done [00:51:49] >> correct [00:51:49] >> your your question about this school [00:51:52] about ele being in the quadin system for [00:51:55] all that period of time and what's the [00:51:56] out if it isn't [00:51:58] >> I think that might be legitimate but not [00:52:00] that there's any other plan of foot but [00:52:02] we've seen other towns make changes I [00:52:05] don't know there was talk here about [00:52:07] consolidation of that school [00:52:10] 20 years is a long time [00:52:11] >> yeah while ago [00:52:12] >> so Does this lease get in the way of [00:52:14] those possible options? I don't know, [00:52:18] >> Mr. Chair. [00:52:19] >> Yes. [00:52:19] >> Um, I to answer part of your question, [00:52:22] Bill, but if the regional school [00:52:26] district decides to do a regional [00:52:27] elementary school, you know, down the [00:52:30] road at some time. I'm sure they're [00:52:32] going to opt us out of this lease, but [00:52:34] we should ask that for clarification. [00:52:36] >> Yeah. [00:52:37] >> You know, [00:52:37] >> which is why we add I'm sorry. Why we [00:52:39] added [00:52:40] add [clears throat] that language if you [00:52:42] >> Yeah. if they decide to [00:52:44] >> determination language. [00:52:45] >> So that is in there. [00:52:46] >> Okay. [00:52:47] >> Yep. No, that was discussed and it and [00:52:49] again it's not really on the table now, [00:52:50] but 20 years is a long time and I don't [00:52:52] think any of us are going to be sitting [00:52:53] here. So um just to protect the town in [00:52:56] the future, [00:52:57] >> right? Speak for yourself. I'll be 87. [00:53:00] I'll still be here. [00:53:02] >> God [laughter] bless you. [00:53:04] >> Also answer. [00:53:05] >> Yes, sir. [00:53:06] >> Uh to further answer your question, it [00:53:07] it it is kind of confusing because [00:53:09] there's two parts to this contract. [00:53:12] There's uh section six which is capital [00:53:16] costs which says that um [00:53:21] in excess of 5,000 but less than 10,000 [00:53:23] shall be approved by the select board [00:53:25] prior to the purchase or commencement of [00:53:26] work in the premises and then if cost [00:53:29] equal or exceed $10,000 [00:53:32] uh they are approved at majority vote by [00:53:34] town meeting. And then in repair and [00:53:37] maintenance in section 8, it says that [00:53:39] the lease shall be responsible at its [00:53:42] sole expense for all capital repairs and [00:53:44] replacements including but not limited [00:53:45] to the building exterior, the roof, [00:53:48] framing, flooring, slabs, exterior [00:53:50] walls, foundation, mechanical systems, [00:53:52] electrical fixtures. So it says that [00:53:54] they are responsible for that. However, [00:53:57] if it's over $10,000, it we're we're on [00:54:00] the hook for it. [00:54:03] >> Mhm. [00:54:04] >> That's what it is. Now I mean and yeah [00:54:06] like we did talk about it just [00:54:10] >> and so [00:54:11] >> and the way I can understand why this [00:54:14] language why it's done that way is [00:54:16] they're responsible for so-called [00:54:19] maintenance items and repairs minor [00:54:22] repairs right [00:54:22] >> and they want the town to be responsible [00:54:25] for these major [00:54:26] >> capital [00:54:29] is a good example [00:54:30] >> yeah anything that's going to be over [00:54:32] $10,000 [00:54:34] exceeds that [00:54:37] >> a one time shot. [00:54:38] >> Yeah. [00:54:38] >> Y [00:54:38] >> I I can understand that. [00:54:42] >> But that is to answer your question [00:54:44] reviewing both Barry your brain tree and [00:54:47] I got a hold of oaks as well. They're [00:54:49] all they're all the same. [00:54:51] >> Last question. [00:54:53] So when we as a town do something like [00:54:58] an election or a big hearing or such at [00:55:00] the school, the school is our asset, but [00:55:03] they control the lease. We arrange with [00:55:06] them to make sure that's an available [00:55:08] time, etc. [00:55:09] >> Mhm. [00:55:10] >> But does money transfer to to rent our [00:55:13] own facility back for occasion like [00:55:15] that? [00:55:16] >> We don't pay to rent it. [00:55:21] >> Yeah. I I know back when I during the [00:55:24] Cassella hearings I made those [00:55:27] arrangements and there was no mention of [00:55:30] transferring funds or anything. It was [00:55:33] >> it was our space to use as long as we [00:55:36] had it scheduled within a certain [00:55:40] >> Thank you. [00:55:41] >> Okay, [00:55:43] that it. Yeah, just on that it just says [00:55:46] the expenses incurred as a result of [00:55:49] non-federal purposes are paid by the [00:55:52] individuals or the association. So if we [00:55:55] had if we had expenditures that we had [00:55:58] to pay for, they're not responsible. [00:56:00] That's all. But we don't have to pay [00:56:01] them to use the school. [00:56:05] [clears throat] [00:56:06] All right. [00:56:07] Next [00:56:09] discussion and vote on the special town [00:56:12] meeting date. [00:56:15] Um, [00:56:18] from my talk with Justine just before [00:56:21] this meeting, uh, we have not heard back [00:56:24] from town council on [00:56:27] >> Okay. [00:56:28] >> on the, uh, on on the, uh, what is it? [00:56:32] The [00:56:33] >> planning board's changes to the uh, [00:56:37] bylaws. [00:56:38] >> Okay. [00:56:38] >> So therefore, I would suggest that we [00:56:42] uh, table it until our next meeting. [00:56:44] Okay, I'll make a motion to table the [00:56:47] special town meeting date. [00:56:49] >> Second. [00:56:50] >> Okay. [00:56:51] >> Thank you. [00:56:51] >> All those in favor? I [00:56:53] >> I [00:56:55] >> and discussion and vote on the [00:56:57] information technology services [00:57:00] contract. [00:57:03] Okay. [00:57:03] >> Um so you'll notice that there's one in [00:57:06] your packet and then there's one that is [00:57:08] next to your packet. On the one that's [00:57:10] next to your packet, uh we had just a [00:57:12] couple things we wanted to change. [00:57:14] Like one of them is really simple like [00:57:16] they talk about taxes in the contract [00:57:17] but obviously we're tax exempt so that's [00:57:19] taken out. We also um had a conversation [00:57:23] about doing a one year instead of a [00:57:24] three. That way we can you know a trial [00:57:27] period to make sure that we're happy [00:57:28] with them. However, you will notice in [00:57:31] the statement of work, it still talks [00:57:33] about the three years because we will [00:57:34] have an option to renew for the second [00:57:37] and third year the contract up into up [00:57:40] to the maximum that they had put in in [00:57:43] the RFP. And this this would eliminate [00:57:47] us to have to go out to bid a second [00:57:49] time if we're happy with their [00:57:51] performance. [00:57:55] Is there anything else that we struggle? [00:57:57] Uh it also sounds like they are [00:58:00] in the process of going to bravery [00:58:05] >> as we speak here in New Brery. Um [00:58:09] looks like new bra might be picking them [00:58:11] up as well [00:58:12] >> which is relevant because of the police. [00:58:23] soon. [00:58:25] I got a few issues or [00:58:27] >> Okay. [00:58:31] Um, with that contract [00:58:34] one, the excessive price escalation. [00:58:37] Year one, it's $3,83.35 [00:58:40] a month. It jumps to year 2 to $3,900 [00:58:44] and $17. Year three, $4,750. [00:58:50] Those [00:58:51] increases total to a 50% 54% over the [00:58:56] three-year term increase. [00:58:58] >> Mr. Chair, [00:58:59] >> and the way our budget [00:59:02] >> the way our budget is and how we've been [00:59:05] having issues and struggling and that's [00:59:08] very excessive. So that's just one item. [00:59:13] >> Okay. Would you like to address that? [00:59:16] >> Yes, I would. If you had read the [00:59:17] contract, it does state that we have we [00:59:19] can negotiate year two and three. Um, [00:59:23] and what I said before was that is the [00:59:25] absolute max that they can. It doesn't [00:59:27] mean that's what we're going to go with, [00:59:29] but we can negotiate years two and three [00:59:32] >> and it's in the contract [00:59:35] >> through the chair. [00:59:36] >> Yes. CMGeeks has been the town's IT [00:59:39] provider for I don't know 8 years, 10 [00:59:41] years. I don't know the exact how long. [00:59:44] >> Probably. [00:59:45] >> Take a guess. [00:59:46] close to eight roughly eight eight years [00:59:49] and submitted the lowest responsible [00:59:51] bid. What is driving the push to replace [00:59:54] them before the IT audit has even begun [00:59:57] and before the board has had a chance to [00:59:59] review the results of that audit? Has [01:00:01] CMGs been been given the opportunity to [01:00:05] address any past grievances or concerns [01:00:08] and present their proposal and contract [01:00:10] to this board? [01:00:12] >> Um I'll answer the second part and Mr. [01:00:16] um [01:00:17] >> asking you this question. [01:00:18] >> Yeah. Well, I don't know. I'm trying to [01:00:20] get an answer from our town [01:00:22] administrator. Why don't know? [01:00:25] >> So, I have met with our current provider [01:00:28] twice and I've I've requested meetings [01:00:30] with them every year um at the usually [01:00:33] at the start of the fiscal year with [01:00:34] myself and the chief because he has his [01:00:36] own set of needs being with what they [01:00:38] need at the PD. Um every year the [01:00:41] concerns have not been brought up. [01:00:42] There's been increased frustration [01:00:45] amongst the employees. There's been [01:00:46] increased frustration among um other [01:00:48] different board members. Um sorry, I [01:00:51] don't know if you want to address the [01:00:53] the whole subboard part. [01:00:54] >> I mean, he they know it took it took [01:00:58] almost 3 days to get an email address [01:01:00] set up. Um which in my opinion is [01:01:04] unacceptable. Uh and then when they did [01:01:06] set it up, they set it up wrong, [01:01:08] completely wrong. Um, [01:01:11] so that was and then the way that I had [01:01:15] to explain [clears throat] to them what [01:01:18] was wrong with it and I am not an IT [01:01:21] professional by any stretch of the [01:01:22] imagination. Uh, I was talked to like I [01:01:26] was the dumbest human alive. Um, when [01:01:28] they had set my email up as board of [01:01:30] selectman at harmona.gov [01:01:33] which [01:01:35] very wrong. that's our main account and [01:01:37] that's how my my personal email was set [01:01:40] up. So it and it took 3 days to correct [01:01:42] that. Um so and then trying to move [01:01:44] forward with them and deal with some [01:01:46] other issues just it it's been kind of [01:01:48] like pulling teeth with a screwdriver. [01:01:50] Honestly, it's [01:01:53] >> So I Mr. Chair, can I add one other [01:01:55] thing? [01:01:56] >> Yes. [01:01:56] >> Um we've requested them to come out here [01:01:58] for various issues. It's it's just it's [01:02:01] been really hard to get them. Their [01:02:03] staff is great. I don't want to say [01:02:05] anything bad about the their staff [01:02:06] because they're lovely. Um, but it's [01:02:08] been a struggle to even get them here to [01:02:10] address certain needs and complaints. [01:02:12] Um, [01:02:14] what is going to be helpful is so when I [01:02:16] was drafting this RFP and I had to put [01:02:19] in what we have for equipment, how many [01:02:22] you know desktops we I don't know. So I [01:02:25] had to literally count them because we [01:02:26] don't have um any sort of inventory. And [01:02:30] that is something that I've been asking [01:02:31] for for 2 years from our current [01:02:32] provider is an inventory of what we [01:02:34] have. Let's say XYZ employee leaves. I [01:02:36] don't know like do they have a laptop? [01:02:38] Do they have and this will be and that [01:02:41] when we had interviewed this company [01:02:44] that's like on their first priority list [01:02:46] is down their servers. It's what we have [01:02:49] for inventory. It's making sure we have [01:02:51] a comprehensive list of everything that [01:02:53] we're responsible for because I don't I [01:02:54] can't tell you what we are. [01:02:56] >> Okay. [01:02:58] You have any other concerns that? [01:03:00] >> Yeah, I do. I I keep going. [01:03:02] >> I can see you got a big list there. [01:03:05] >> Um, well, I started off with the price. [01:03:08] The price is the biggest driver. Okay. [01:03:11] The second one is the hostage transition [01:03:13] claim that's in this contract. Upon [01:03:16] termination of the contract, the [01:03:18] consultant, [01:03:19] not sure how you properly pronounce [01:03:21] their name, Avery or [01:03:23] >> Iny and [01:03:25] >> Envy. [01:03:26] >> And every [01:03:28] >> and every Okay. has no obligation to [01:03:32] cooperate with a transition to a new [01:03:35] provider, including the delivery of [01:03:37] essential user IDs and passwords until [01:03:40] the town has paid all outstanding fees [01:03:43] and early termination penalties in full. [01:03:46] This gives the vendor significant [01:03:48] leverage to withhold access to the [01:03:50] town's own digital infrastructure during [01:03:53] the school. And that one [01:03:55] >> just so this board knows there's a early [01:03:58] termination clause of $15,000 [01:04:01] in that for a fee. [01:04:03] >> So they would be looking for all that [01:04:05] before they gave you this information. [01:04:08] >> Okay. [01:04:09] >> This is another point that should be [01:04:10] negotiated. [01:04:12] >> Mr. Chair, [01:04:12] >> what would you like to [01:04:13] >> We have in the copy that's in front of [01:04:15] you that was not in your packet but the [01:04:17] one next to it. That language was taken [01:04:19] out. [01:04:21] Well, the language I got in my packet [01:04:24] was in there. [01:04:26] So, I don't know why I'm not getting [01:04:28] this information, Mr. Chair. [01:04:30] >> Okay. Well, apparently it came in at the [01:04:33] last minute and you didn't get it. I [01:04:35] didn't get it. [01:04:36] >> Okay. So, want me to continue? [01:04:39] >> Go ahead. [01:04:40] >> All right. Item number three, draconian [01:04:42] payment and restitution penalties. If [01:04:44] the town is only 30 days late on a [01:04:47] payment, the consultant can suspend all [01:04:49] services without notice. To get the [01:04:51] service turned back on, the town must [01:04:53] pay a reactive fee of 50% of the monthly [01:04:56] service fee. In addition to all past due [01:04:58] amounts and interest, this is a very [01:05:01] high penalty for a municipality that [01:05:04] face occasional administrative delays in [01:05:07] the warrant and payment process. [01:05:09] So, if we're late [01:05:11] on a payment, [01:05:13] >> right, they can the way the language is, [01:05:15] they can really put the screws to us, [01:05:17] Mr. Chair. [01:05:18] So, I can tell you that I think it was [01:05:20] the town of West Brookfield um or [01:05:22] Brookfield, one of the Brookfields, and [01:05:24] I don't want to call them out, uh ran [01:05:25] out of money during one of their fiscal [01:05:27] years and didn't pay this company for 3 [01:05:28] months and they continue their service. [01:05:30] We did do reference checks. [01:05:32] >> Okay, that's great. Well, we should [01:05:34] remove it from the contract. [01:05:40] And also, Mr. Chair, has town council [01:05:42] had a chance to review this contract? [01:05:45] Um given the fact that it's the year and [01:05:48] no it was just reviewed by a select [01:05:49] board member and myself. [01:05:51] >> Okay. [01:05:52] >> Should are you suggesting that we should [01:05:54] have uh town council review the [01:05:56] contract? [01:05:57] >> I I would be I would recommend it or or [01:06:00] you go over these recommendations right [01:06:03] here and have them remove or re [01:06:05] renegotiate the contract [01:06:08] because there's more items. [01:06:11] >> Continue. [01:06:13] >> Okay. contract contains a cap on damages [01:06:16] that is exceptionally low for IT [01:06:18] services. [01:06:19] And I's total liability for a claim is [01:06:22] limited to the amount of fees paid by [01:06:24] the town during the one month [01:06:26] immediately preceding the event. If a [01:06:28] major data breach or system failure [01:06:30] occurs, this cap would likely fail to [01:06:33] cover the town's actual recovery costs [01:06:35] or legal liabilities. [01:06:37] >> Would you like to just go through your [01:06:39] all the rest? [01:06:40] >> Okay. Yeah. Yeah. This is a good one. [01:06:42] All right. This is the next one. All [01:06:43] right. [01:06:45] Permanent right to town space. Section [01:06:48] six of the s. So, which is the [01:06:52] >> statement of work. [01:06:52] >> Statement of work. [01:06:54] >> This is for everybody. [01:06:56] Grants the consultant a non-revocable, [01:06:59] non-cancellable [01:07:01] right to use the space and town [01:07:03] facilities for their equipment. [01:07:05] Remarkably, this right remains in effect [01:07:07] for the entire 3-year duration, even if [01:07:10] the contract is terminated or cancelled [01:07:13] early earlier. The town would [01:07:16] essentially lose control over part of [01:07:18] its own server room or storage space for [01:07:20] 3 years regardless of the vendor [01:07:23] relationship. [01:07:25] >> Mr. Chair, [01:07:26] >> yes. Yes, sir. [01:07:27] >> Um, the owner of the company is actually [01:07:29] available by phone. You said we could [01:07:31] call him at any time if you have if the [01:07:32] board have any questions and I would be [01:07:34] happy. We're not we're done discussing [01:07:36] those amongst the board, are we? [01:07:40] >> Keep going. [01:07:41] >> Okay. [01:07:43] Um deemed acceptable window. The town is [01:07:47] only given five business days to accept [01:07:51] or to reject any service performed by [01:07:54] the consultant for nonconformance. [01:07:56] If the town does not provide a detailed [01:07:58] written rejection within this very short [01:08:01] window, the work is automatically deemed [01:08:04] accepted [01:08:06] potentially waving the town's right to [01:08:08] fix errors later. [01:08:10] >> You would suggest that that would [01:08:12] >> it should be [01:08:14] >> a little bit more than [01:08:15] >> Yeah. than five business days. [01:08:19] [clears throat] [01:08:22] Um, item seven, power over town [01:08:26] purchasing. The S. So, so statement of [01:08:29] work [01:08:31] gives the consultant the right to set [01:08:33] technical and security specifications [01:08:36] for any IT product the town wants to [01:08:38] buy. The town must allow the consultant [01:08:40] to review any proposed acquisitions [01:08:43] before installation to ensure they [01:08:45] conform with conform to the vendor's [01:08:49] specifications which could limit the [01:08:51] town's ability to use more coste [01:08:53] effective hardware or software from [01:08:56] other sources. [01:08:57] >> Mr. Chair, we have to do that now. [01:09:00] That's not changed anything that we we [01:09:01] don't currently have to do. [01:09:06] So, these are all things [01:09:09] and that that's not even getting into [01:09:12] the items that I sent you in an email [01:09:15] and I didn't get an answer for other [01:09:17] than you told me it's all in this, Mr. [01:09:19] Chair. Um, you talked about services [01:09:24] like um public records, stuff like that, [01:09:27] Zach, remember that. But all that is [01:09:29] additional cost [01:09:31] >> and it's stated in the uh proposal. It's [01:09:34] additional cost. It's not free with [01:09:37] service. [01:09:40] >> That's [01:09:40] >> and so I asked for these questions and [01:09:43] stuff and and I didn't get these [01:09:45] answers, Mr. Chair. So [01:09:49] I recommend we don't sign this contract [01:09:51] tonight. It's not in the town's best [01:09:53] interest. [01:09:56] >> Mr. Chair, it I just want to reiterate [01:09:58] that is part of this agreement. Um, and [01:10:00] I did in that email which all of you [01:10:02] were CCed on, I did invite Mr. Tinker in [01:10:04] to take a look at all the bids, all the [01:10:06] proposals, everything ahead of this [01:10:08] meeting. [01:10:08] >> Mr. Chair, [01:10:10] >> yes. [01:10:11] >> You know why I'm not meeting with the [01:10:12] town administrator in a private meeting? [01:10:16] >> Okay. Yes, I do know. [01:10:18] >> Okay. So, please don't ask me. [01:10:23] Anyway, [01:10:25] >> my only concern is to because we did [01:10:27] interview them. We did background. We [01:10:29] did reference check with with this [01:10:30] company. They're ready to hit the ground [01:10:32] running ASAP as we are running up [01:10:34] against the end of the fiscal year and [01:10:35] beginning a new fiscal year. And I would [01:10:37] like to give Sandy the courtesy of a of [01:10:41] some notice especially during the [01:10:43] transition. Um I recommend that we do go [01:10:46] with this company. Again, it is for a [01:10:48] year. It is not. We have the ability to [01:10:51] um extend it for a second and third year [01:10:53] as part of this contract which is in [01:10:55] here which is says if renewed. Um but we [01:10:58] don't have to if if it's not working [01:10:59] out. Um I don't know M Zach if you have [01:11:02] anything else you want to add. [01:11:05] >> No that's that's how I feel as well. But [01:11:08] I mean Billy you made some good points. [01:11:13] >> I mean we're in no rush. you can make a [01:11:16] a properly planned decision or properly [01:11:18] plan this out. We're talking it. We're [01:11:20] talking the backbone of the [01:11:21] infrastructure of this town. And this is [01:11:23] something that shouldn't just be like, [01:11:26] "Hey, we're switching." Bang. There [01:11:28] should be planning going involved in [01:11:30] this. [01:11:35] >> I mean, the I mean, this was for FY27 [01:11:37] and the RFP that went out was for FY27. [01:11:41] Um, this was not something that was done [01:11:42] halfass. Like again, interviews were [01:11:44] conducted. Uh, background check or [01:11:47] reference checks were done. Um, they're [01:11:51] very open to to amending anything if the [01:11:53] board has any issues with anything. Um, [01:11:55] so if you have any the board has any [01:11:57] issues, I'd love to bring it back to [01:11:58] them. Mr. Chair, I I sent an email [01:12:00] because I was told at the last meeting I [01:12:02] would get answers to any questions, send [01:12:04] them along, but I didn't. [01:12:08] And there's stuff in there like the [01:12:11] VMware. All right. Because I've talked [01:12:13] to IT professionals. There's one sitting [01:12:15] in the front row. Okay. But I've talked [01:12:18] to others besides him that do exactly [01:12:22] this kind of thing and and they've [01:12:24] mentioned they reviewed the proposals [01:12:26] and they said, "Hey, these are the areas [01:12:28] that can potentially cost you money." [01:12:30] >> Yeah. [01:12:31] >> In this agreement and VMware is really [01:12:34] expensive. [01:12:36] >> Okay. [01:12:36] >> Okay. and they but there's another way [01:12:38] of doing that buying a license through [01:12:40] Microsoft and you can have as many [01:12:42] services as you want but there's a set [01:12:43] fee to that [01:12:44] >> license [01:12:46] I it's not in this okay and then I asked [01:12:50] out of the 38,000 how many how many [01:12:53] hours is that and what is the hourly [01:12:56] rate and it there should be a tier [01:12:58] breakdown like tier one it's a help desk [01:13:01] what is that how much you know what I [01:13:02] mean like a simple hey you need this I [01:13:04] can do this and it's all remote. The [01:13:07] number two is an assistant admin and [01:13:10] then a a number one is a higher level [01:13:12] specialist where we actually need a guy [01:13:14] to come out here and do things. Okay. [01:13:18] So, and there's no I don't know if [01:13:20] anybody uses Apple in this building, but [01:13:23] there's no plan of patching [01:13:24] [clears throat] iOS Apple devices or any [01:13:27] Mac computers in this proposal. It's all [01:13:31] Yeah, it's all [01:13:33] >> So, like I said, we shouldn't be rushing [01:13:34] it. Maybe they're a great company. Maybe [01:13:36] they'll come to reasonable terms with [01:13:39] us. But also at the same time, we should [01:13:42] be talking to CM Geeks, too. Why are we [01:13:44] just kicking them out? [01:13:47] >> Because the town already has because I [01:13:49] have. [01:13:50] >> Who decided that? [01:13:52] >> This board didn't. [01:13:53] >> You don't have to. [01:13:54] >> Oh, we don't have to. You my job as a [01:13:56] day. Yes. [01:13:58] >> So, over Hold on. Why don't you just [01:14:01] sign the contract and move on? Time out. [01:14:06] All right, [01:14:08] you've got your list. Would you mind uh [01:14:11] passing that on? [01:14:12] >> Yeah, I can email it to everybody. [01:14:14] >> Okay. [01:14:16] And uh [01:14:19] who do you think's that? You're the one [01:14:21] that's [01:14:22] >> I think we should go through his list, [01:14:24] get answers from the company, and make [01:14:26] the correct changes that we need to [01:14:29] make. [01:14:30] I think the one year is good, but I also [01:14:32] agree that we need to renegotiate the [01:14:36] second and third year. It's [01:14:40] and I brought that up right in the [01:14:41] meeting that we had with them because [01:14:43] it's it's too high in my [01:14:45] >> it's way too high. It's [01:14:46] >> way too high. [01:14:46] >> Okay. [01:14:48] >> So, [01:14:48] >> and he was to be fair, he was he was [01:14:51] very open to renegotiating. [01:14:52] >> Okay. [01:14:53] >> So, [01:14:54] >> it's not a knock to the company. I'm [01:14:55] just wondering why, you know, CMD Geeks, [01:14:58] we've had a a decent relationship with [01:15:01] them for 8 years. [01:15:02] >> Well, they've also refused to put [01:15:03] anything in writing for 8 years. We [01:15:05] don't we don't we do not have a written [01:15:07] contract with CMDs. [01:15:08] >> Well, you know, [01:15:10] it might be better than this contract [01:15:13] that holds a gun to your head and holds [01:15:14] you hostage. [01:15:17] >> Would you be uh if those changes are [01:15:21] made in addition to [01:15:23] the fees? Why are you lowering the fees? [01:15:26] And there's and there's questions that [01:15:28] need answers [01:15:29] >> right [01:15:29] >> beforehand like not just these. This is [01:15:32] just the contract stuff. [01:15:34] >> There's other questions on like the [01:15:35] VMware and stuff like that, the [01:15:37] equipment and everything [01:15:38] >> cuz once we just sign this and start [01:15:40] moving [01:15:43] >> we are stuck and you're giving what [01:15:45] you're saying. [01:15:46] >> I I just don't want it to run away and [01:15:47] all of a sudden well we needed this, we [01:15:49] needed that, we needed this and we spent [01:15:51] 25,000 in equipment cuz we need it. Mhm. [01:15:57] >> Yeah. [01:15:58] >> I I I think we're uh we're not going to [01:16:01] sign this tonight. [01:16:03] >> Okay. I think that's a smart move. [01:16:05] >> And uh I'd like to see your questions [01:16:09] addressed by [01:16:11] >> and Ann [01:16:14] and [01:16:16] >> I put you in there, too. So, [01:16:19] and uh [01:16:21] we'll go from there. Well, I can have [01:16:23] the questions, but I just I don't know [01:16:24] the validity of the RFP. The RFP was for [01:16:28] July 1st, so I will get these to him [01:16:31] ASAP and then how the board wants to [01:16:34] handle it. Again, I would like to give [01:16:37] CNS the proper [01:16:40] >> notice and I would like to I I don't [01:16:42] know if if I have to check the like a [01:16:44] procurement log to make sure that we can [01:16:47] because this is for July 1st. That was [01:16:49] part of the RFP. [01:16:52] Well, [01:16:54] >> we go past July 1st. [01:16:56] >> We go past July 1st. CMGeeks is a pay by [01:16:59] monthly kind of thing. We can adjust the [01:17:01] contract when we actually if we agree to [01:17:03] this vendor. So, [01:17:06] >> no, I think we can contractually. You're [01:17:07] right. I just don't know if procurement [01:17:09] wise I I have to I have to check the [01:17:12] Mass General law. Um, again, he's also [01:17:14] available. He told me to let you know [01:17:16] and he told exactly the same thing. He's [01:17:17] available by by phone to answer any [01:17:19] questions right now. So, [01:17:21] right now. [01:17:22] >> Right now, [01:17:25] [clears throat] [01:17:25] >> I don't have all my questions. [01:17:27] >> You don't have your all questions? [01:17:28] >> No, I brought just the contract. [01:17:30] >> Okay. Well, [01:17:32] >> sorry. [01:17:34] >> So, [01:17:34] >> I did send those emails over a week and [01:17:36] a half ago. So, [01:17:39] just so you know. [01:17:43] >> So, we're tableabling this. Yeah, it's [01:17:45] I'll make a motion to table the townwide [01:17:48] management of IT services. [01:17:50] >> I'll second it. [01:17:52] >> Okay. All those in favor? [01:17:53] >> I [01:18:00] select four round tables. [01:18:07] Do you have anything, Bill? You had a [01:18:09] smile on your face. [01:18:12] >> Do I, sir? I really I don't know just [01:18:16] agendas sir you know how how can we work [01:18:19] that out so you know when we do a [01:18:20] request you know like two weeks ago of [01:18:23] agenda items that it actually gets on [01:18:24] the agenda how can we work that out [01:18:26] >> I was leaving for vacation [01:18:28] >> and like I said I am partly to blame for [01:18:31] that absolutely because I did not follow [01:18:34] up [01:18:36] okay I I got busy at work and all of a [01:18:39] sudden it was [01:18:43] Thursday and I I didn't get things in in [01:18:47] time. As far as agenda items, I only ask [01:18:51] that [01:18:53] and I know you followed up sometimes [01:18:55] like on Thursday. [01:18:57] >> Mhm. [01:18:58] >> But I only ask that [01:19:01] you do it Monday or Tuesday. [01:19:04] Anything beyond that, it's it's hard. [01:19:06] And and again, it was hard enough cuz I [01:19:10] got, like I said, I got busy. I couldn't [01:19:12] I couldn't [01:19:14] >> I couldn't even address [01:19:15] >> but you didn't even return your emails. [01:19:17] >> No, that's why but this was something [01:19:19] that was agreed in our last select board [01:19:20] meeting [01:19:21] >> that it was going to be on the agenda. [01:19:24] >> Okay. [01:19:25] >> For discussion and possible vote of a [01:19:27] warrant policy [01:19:28] >> and and it didn't make it [01:19:30] >> even though I did follow the policy the [01:19:33] draft to use you both. [01:19:36] >> Okay. So, I I would just like this [01:19:39] problem resolved going forward, [01:19:41] >> like make sure that it gets on our next [01:19:43] meeting agenda. [01:19:44] >> Yeah. And I did see it come in on [01:19:46] Thursday. The town hall was closed that [01:19:47] day and I was out of the state. So, it [01:19:50] was like [01:19:51] >> Yeah. She couldn't do anything about it. [01:19:53] >> Well, we weren't asking her to do [01:19:54] something because she has an assistant. [01:19:56] >> She There's other people in this town. [01:19:58] >> And again, I didn't follow up on it. [01:20:00] It's my fault. [01:20:02] >> That's all. [01:20:02] >> I'll take a blame for it. [01:20:03] >> I'm not trying to blame anybody. I we [01:20:05] have a legit thing and and I want it on [01:20:08] the meeting. We agreed in a meeting to [01:20:10] have it on the agenda. Why isn't it on [01:20:12] the agenda? That's all. And I want going [01:20:14] forward that this board agreed to [01:20:16] something that it gets done. [01:20:17] >> I'm just letting you know that it wasn't [01:20:19] that somebody purposely left it off the [01:20:23] agenda. I just didn't I should I noticed [01:20:25] it [01:20:27] two days later because I didn't have a [01:20:29] chance to look at it. [01:20:31] >> Right. That's all. That's all my only [01:20:33] thing for the select on table tonight. [01:20:35] >> Anything, Zach? [01:20:37] >> No, that was I was also going to bring [01:20:38] that up because we did talk about that [01:20:41] last meeting. [01:20:42] >> Yes. [01:20:44] Okay, that's it. [01:20:47] Anything more, Justine? [01:20:49] >> Um, I don't have a report today cuz it's [01:20:51] my first day back after a week of being [01:20:53] out. Um, much needed week off, but I can [01:20:55] tell you that, um, we did the [01:20:57] walkthrough for the 179 Main Street [01:20:59] today. Um, that went great. I have some [01:21:03] questions I have to answer. Um, and I'm [01:21:08] very thankful to my executive assistant [01:21:10] for I did talk to her every day that I [01:21:12] was out, but um, I could actually, um, [01:21:16] unplug for a little bit and feeling I'd [01:21:18] be okay for a few days. So, um, I want [01:21:20] to thank her for that. And, um, that's [01:21:23] all I have today. But there'll be a much [01:21:24] longer time administrator report uh, [01:21:26] next time. Don't you worry. [01:21:28] >> Okay. Anything more? [01:21:31] >> Make a motion to adjurnn, Mr. Chair. [01:21:33] >> Second. [01:21:34] >> Okay. All those in favor? I [01:21:37] >> oppose.