Hardwick Select Board: Boiler Crisis, Grants, and RecordsJanuary 29, 2026 at 7:49 AMOlder meeting →
Hardwick Select Board: Key Projects, Conservation, and Public SafetyDecember 23, 2025 at 7:26 AM
PublishedOpen on YouTube
Hardwick Select Board Meeting: Governance, Transparency, and Administrative Procedures Review
Original title: 01/12/26- Hardwick, MA Select Board Meeting
Summary
The Hardwick Select Board addressed a range of municipal matters, including the approval of a pole installation on Barry Road and an addendum to the West Brookfield Ambulance contract. A significant portion of the meeting was dedicated to public concerns regarding Open Meeting Law compliance, the status of meeting minutes, and allegations concerning the Town Administrator's conduct. Discussions also covered the volume and cost of public records requests, the process for agenda item submissions, and the need for clarified roles and responsibilities within town administration. The board approved a schedule for handling open meeting minutes and committed to addressing outstanding issues.
Discussion Highlights
- A public hearing was held for a new pole installation on Barry Road at Pine Street, which received resident support despite initial concerns about its exact location.
- Concerns were raised by a resident regarding the lack of specific location details for public hearings in the publicly distributed agenda.
- A public inquiry was made about the progress of publishing a grant, which the Chair stated could not be added to the current agenda and would be addressed later.
- Allegations were made by a resident concerning Open Meeting Law violations, including missing and incomplete minutes for multiple regular and executive sessions, and the Town Administrator's conduct, such as alleged misuse of town resources and destruction of public records.
- A demand was made for a commitment to full Open Meeting Law compliance and the adoption of a policy for audio/video recording and YouTube posting of all public meetings for all town boards, committees, and commissions.
- Discussion occurred regarding the volume and financial impact of Public Records Requests and Open Meeting Law complaints, with specific figures cited for one individual's requests and associated legal costs.
- It was confirmed that legally, there is no threshold or limit to the number of complaints or requests an individual can file.
- Consideration was given to implementing Zoom/YouTube streaming for all town committees and boards to enhance public accessibility, with the Historical Commission already moving forward with this initiative.
- An update was provided on the utilization of Local Planning Assistance (LPA) hours, noting that some hours have been used for the Master Plan Steering Committee and drafting bylaws.
- An addendum to the West Brookfield Ambulance contract was reviewed, detailing new services such as AED machine servicing and CPR classes, and clarifying its funding source.
- The Town Administrator provided a report on ongoing projects including gravel removal, the sewer project, financial matters, various grant applications, and ongoing budget meetings with town departments.
- The Town Administrator recognized the Town Accountant for her invaluable knowledge and research skills in the town's financial management.
- Discussion took place regarding the administration of a 'room grant,' with a Selectman volunteering to oversee its completion and provide a presentation.
- Concerns were raised by a Select Board member and a citizen regarding the process for submitting and approving agenda items, citing repeated exclusions of requested items and the absence of a clear written policy.
- Extensive discussion occurred on the proper procedure for closing executive sessions and handling their confidential minutes, including adherence to the Open Meeting Law complaint response process.
- The Town Administrator clarified that her contract does not specifically assign executive session minute-taking, though she is willing to assist, leading to further discussion on her role in such sessions.
- Emphasis was placed on the need for clear, upfront definitions of roles and responsibilities for all staff and board members to ensure effective execution of duties.
- Appreciation was expressed for the mutual aid and cooperation from surrounding towns and the state level during a recent incident at Eagle Hill School.
Decisions
- The installation of a pole at Barry Road, 66 feet from Pine Street, at house number 1827, was approved.
- Linda Drake was appointed to the Recycling Center.
- The $1700 voluntary donation from the East Quabbin Land Trust was accepted.
- The addendum to the West Brookfield Ambulance contract was approved.
- A schedule for handling open meeting minutes was approved.
- The Historical Commission has decided to move forward with instituting meeting streaming.
Motions and Votes
- To approve the pole at Barry Road, 66 feet from Pine Street, at house number 1827.
- To close the public hearing.
- To approve the September 29, 2026 minutes.
- To appoint Linda Drake to the Recycling Center.
- To accept the $1700 donation from the East Quabbin Land Trust.
- To approve the West Brookfield Ambulance contract with the amendments.
- To approve a schedule for handling open meeting minutes.
- To adjourn the meeting.
Action Items
- ClerkReview the meeting recording to verify the omission of a comment regarding the Town Administrator sending an offer to the accountant, and add it to the next meeting's minutes if confirmed.
- UnassignedSend a thank-you letter to the East Quabbin Land Trust.
- BoardVote to sign the response to William Tinker's Open Meeting Law complaint.
- ChairConsult with lawyers regarding the public disclosure limits of the June 2nd executive session.
- ChairSchedule another executive session to address unresolved issues.
- ChairSpeak with Julie Marquette.
- Board Member (female)Check with the former Chair for minutes prior to 'Jeff's time'.
- Board Member (spreadsheet creator)Share the digital file of his spreadsheet with the board.
- Town Administration/StaffFix the 'technical glitch' for the three open meeting minutes (Jan 13, 2025; Jan 27, 2025; Feb 10, 2025) by uploading the correct PDF files.
- Town Administration/StaffGather, compile, and prepare other missing open meeting minutes for approval.
- Board (collectively)Approve the open meeting minutes at the next Select Board meeting.
- Board (collectively)Decide on executive session procedures going forward.
- Board (collectively)Clarify roles and responsibilities to prevent future issues.
- Board MemberBring a particular executive session item to a resolution.
- BoardDraft and send a letter to the complainant (Mr. Smith) acknowledging the issue, outlining their plan, and reconstructing relevant minutes.
- BoardWork internally to resolve the matter and approve the relevant minutes within the next one to two weeks.
- BoardDiligently follow the established Open Meeting Law procedures for handling complaints and executive session minutes.
- UnassignedProvide answers to specific questions raised during the West Brookfield Ambulance contract discussion.
- SelectmanOversee the completion of the 'room grant' administration and provide a presentation at the next meeting.
- AccountantProvide a report on actual vs. budgeted legal spending and remaining funds, to be presented at the next meeting.
Topic Timeline
- Pledge of Allegiance
- Public Hearing: Pole Installation (Barry Road & Pine Street)
- Motion to approve pole installation
- Motion to close public hearing
- Public Comment: Grant Publication Progress
- Public Comment: Governance, Transparency, and Town Administrator Conduct Allegations
- Discussion on Public Records Requests (PRRs) & Open Meeting Law (OML) Complaints
- Discussion on lack of threshold for complaints
- Specific complaint volume and cost details
- Discussion on Meeting Accessibility & Streaming
- Purpose of Public Records Requests (Mr. Smith's response)
- Question regarding Barry Ambulance Contract
- LPA (Local Planning Assistance) Hours Update
- Motion to approve September 29, 2026 Minutes (Tabled)
- Appointment of Linda Drake to Recycling Center
- East Quabbin Land Trust Donation Discussion
- William Tinker's Open Meeting Law Complaint Discussion
- Executive Session Status (June 2nd) and Open Meeting Law Violation Claim
- Jeffrey Smith's Open Meeting Law Complaint (Missing Minutes)
- Proposed Solution for Open Meeting Minutes (Spreadsheet)
- Citizen Frustration and Board Roles/Responsibilities
- Executive Session Minutes Process Discussion
- Town Administrator's Role in Minute-Taking Discussion
- Motion to Approve Schedule for Open Meeting Minutes
- West Brookfield Ambulance Contract Discussion
- Town Administrator Report
- Selectman Roundtable (Grant Administration)
- General Comments (Mutual Aid)
- Agenda Request Process Concerns
- Chair's Response on Agenda Policy
- Disputed Agenda Submission Timelines
- Citizen Input on Agenda Inclusion
- Motion to Adjourn
Uncertainties
- The current status of the grant publication inquired about by a resident.
- The current status and specific details surrounding the alleged Barry Ambulance contract cancellation.
- Whether the town will provide a comprehensive accounting of the costs associated with the volume of public records requests.
- How much of the June 2nd executive session can legally be discussed publicly.
- Whether the issue regarding the June 2nd executive session constitutes an Open Meeting Law violation.
- Who is formally responsible for taking and maintaining notes for executive sessions, particularly given past shifts in responsibility.
- The precise process for resolving the outstanding 20 executive sessions and their minutes.
- Who is making decisions about shifts in roles and responsibilities for administrative tasks within the town.
- The precise details of the 'schedule for handling open meeting minutes' that was approved by motion.
- The exact conditions for the Town Administrator's attendance at executive sessions and her specific minute-taking responsibilities in those sessions.
- The existence and documentation of a formal, written policy or criteria for approving/denying agenda requests from individual select board members and citizens.
- The formal process for acknowledging and scheduling agenda items that cannot be immediately discussed.
- The communication methods and expectations for agenda submissions between board members, citizens, and the Chair are not clearly defined or consistently met.