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Hardwick Select Board Meeting: Governance, Transparency, and Administrative Procedures ReviewJanuary 13, 2026 at 7:52 AM
PublishedOpen on YouTube
Hardwick Select Board: Boiler Crisis, Grants, and Records
Original title: 01/28/26- Hardwick, MA Select Board Meeting
Summary
The Hardwick Select Board convened to address critical infrastructure concerns, primarily focusing on the school's failing boiler system and the urgent need for funding and long-term energy solutions. Discussions included exploring various grant opportunities for town projects, particularly for school decarbonization and historic revitalization. A contentious debate arose regarding the town's handling of public records requests, specifically concerning fee collection, accounting, and the potential for a refund. The Board also approved several administrative items, including meeting minutes, the appointment of an Acting Fire Chief, and an updated electrical inspection fee schedule, alongside receiving updates on ongoing town projects and financial planning.
Discussion Highlights
- A Ware Select Board meeting regarding the Lewis Gilbert Trust for Mary Lane Hospital has been postponed to March 2nd at 6:30 PM at Ware High School.
- A petition has been initiated by a Hardwick resident to rebuild Mary Lane Hospital, seeking support from Hardwick residents and the Select Board.
- An overview of various grant opportunities relevant to the town was provided, including grants for decarbonization/energy efficiency for schools, Mass Save programs, Community One Stop, Green School Works, Eco One Stop, Municipal Vulnerability Plan (MVP), and Paul Bruhn Historic Revitalization.
- Hardwick's designation as a small rural town may exempt it from local match requirements for some grants.
- The town is currently participating in the MVP program, a Paul Bruhn Historic Revitalization grant (for the Old Town Hall/Town House), and a One Stop grant.
- The school's secondary boiler is leaking and has been shut down; the primary boiler is functioning but its reliability is a significant concern, especially during extreme cold weather.
- The Town of Hardwick owns the school building, and capital projects or repairs exceeding $5,000-$10,000 require town approval.
- The school boiler, installed in 1992, utilizes approximately 35-year-old technology and burns 200-270 gallons of oil per day.
- A previous special town meeting failed to achieve the necessary two-thirds majority vote to approve funding for boiler repair or replacement.
- The town is reportedly 'tapped out' for short-term loans, meaning any borrowing for the boiler would need to be long-term.
- A $60,000 repair, if funded by a 20-year long-term loan, would incur an additional $45,000 in interest, totaling $105,000.
- Alternative solutions discussed for the school's heating system include converting to propane or utilizing temporary heating solutions like 18-wheeler trailers with heating equipment.
- Concerns were raised about the lack of a clear emergency plan in case of primary boiler failure, despite the school being a designated public shelter.
- Discussion broadened to consider comprehensive, long-term energy solutions for the school, such as heat pumps, solar panels, and overall building envelope improvements (insulation, window seals).
- Frustration was expressed regarding the previous vote on the boiler issue, citing it happened too quickly, with insufficient information, and without adequate input from relevant committees.
- Both school boilers are of the same vintage, installed approximately 32 years ago; one has failed and been repaired multiple times, the other once.
- The Capital Planning Committee has the boiler issue on its agenda to review all options, including new technologies like vertical heat pumps.
- A roof grant (MSBA) has been secured for the school, which is expected to help resolve some heat loss issues.
- The current school lease is 20 years old and requires updating to align with the recently redone regional agreement.
- All school debt, except for a chiller project at the middle/high school, has been paid off.
- Outgoing Fire Chief Josh Pease was recognized for his dedicated service; Nick Goman is currently serving as Acting Fire Chief.
- The Electrical Inspector requested an increase in fees to match New Braintree's rates, which was approved.
- A significant discussion occurred regarding public records requests, specifically how fees were assessed, collected, and accounted for under Massachusetts Public Records Law.
- The town collected $650 from a resident for three public records requests, with invoices stating that production was conditioned on prepayment, which is not permitted under M.G.L. Ch. 66, Sec. 10.
- The resident reportedly received only partial records, but the town retained the full $650 without providing an itemized accounting of time spent or a refund of any unsecured balance.
- The Town Administrator stated that the Supervisor of Records sided with the Town on some items, as responsive records were provided in a timely manner, and that the issue is governed by Mass General Law and the Attorney General's office.
- A Board member argued that the handling of public funds and transparency in public records requests is a Select Board issue.
- The Town Administrator's report included meetings on the MVP project, CDBG project (ADA improvements for police station, current building, Memorial Park), Highland Terrace infrastructure, bi-weekly Financial Management Planning, Police Department grants (one awarded for wellness), FY27 budget work, and advertising for town positions.
- The town's website will not be ADA compliant in approximately 1.5 years.
- Senator Durant and Representative Berthiaume will hold office hours on February 11th, from 10:00 AM to 11:00 AM, in the meeting room.
- The Highway Department was commended for the excellent condition of Hardwick's roads.
Decisions
- The secondary school boiler has been completely shut down due to leakage.
- A family email will be sent out tonight to provide information and address parental concerns regarding the school boiler.
- The meeting minutes for December 22nd, 2025 were approved as written.
- Nick Goman was appointed Acting Fire Chief.
- The electrical inspection fee schedule was approved.
- The GIS Services Agreement was approved.
Motions and Votes
- To amend the September 29th meeting minutes by striking the existing text 'EV asked if JC had heard back from the accountant prospect. JC said she had not.' and replacing it with 'Following the conclusion of the legal budget under her report, the Chair asked the Town Administrator whether she hired the new accountant. The Town Administrator responded that the candidate had been issued an offer letter, that he was reviewing it, and that she was waiting for his signature. She further stated that the offer letter had been provided to the candidate earlier that afternoon.'
- To approve the meeting minutes for December 22nd, 2025 as written.
- To appoint Nick Goman as Acting Fire Chief.
- To approve the schedule of electrical inspection fees as written.
- To approve the GIS Services Agreement as written.
Action Items
- Judith ConeCirculate and collect signatures for the petition regarding Mary Lane Hospital.
- Town Staff/BoardsInvestigate the various grant opportunities presented, aligning with Capital Planning Committee priorities.
- Town Staff/BoardsConsider establishing regular meetings (e.g., twice yearly) for interested parties and boards to proactively plan for grant applications.
- Town Staff/BoardsFollow up on the possibility of applying for additional grants, such as for the Page building.
- TownReach out to Mass Save to audit the energy efficiency and overall situation of the boilers.
- Capital Planning CommitteeHold another meeting to determine the next steps for addressing the boiler situation.
- TownSet a date for an audit required by a relevant department or entity.
- TownSend a comprehensive family email to inform parents about the school boiler situation and emergency plans.
- TownFor any future vote on the boiler issue, create, sign off, and post articles publicly for a minimum of two weeks (estimated 3-4 weeks total process) before a special town meeting can be held.
- TownDevelop a clear and well-researched proposal with sufficient information for the next boiler-related vote.
- UnassignedConsider forming a committee or working group to thoroughly evaluate long-term energy choices and solutions for the school.
- TownContinue research into alternative heating systems, grants, and their viability.
- Capital PlanningReview all options for the heating system.
- TownConduct an audit of the school building's envelope and insulation.
- TownPrepare for potential special town meetings to address both immediate and long-term heating solutions.
- ChairInvestigate the feasibility of including page numbers and references to specific sections in future meeting minutes.
- Town AdministratorSpeak to the Town Clerk regarding the public records request refund issue.
- Town Administrator/Highway SuperintendentSchedule a follow-up call with Mass Muni Bid regarding a gravel project.
- TownPost all related meetings and study groups for the regional agreement online.
Topic Timeline
- Ware Select Board Meeting & Mary Lane Hospital
- Grant Opportunities for Hardwick
- Executive Session Outcome Inquiry
- School Boiler Status & Concerns
- Building Ownership & Responsibility
- Boiler Audit & Funding Challenges
- Capital Planning Committee Meeting
- Boiler Age & Efficiency
- Alternative Boiler Solutions Discussed
- Boiler Audit Scheduling
- Long-Term Energy Strategy for School
- Family Email Decision
- Future Vote Preparation
- Boiler Status & Repair History
- Need for Long-Term Planning & Alternatives
- Proposed Approach & Timeline for Boiler Solutions
- Emergency Boiler Scenario Discussion
- Special Town Meeting Logistics
- School Roof Grant Update
- Regional Agreement & Lease Discussion
- School Financing & Debt Status
- Approval of September 29th Minutes
- Approval of December 22nd, 2025 Minutes
- Future Meeting Minutes Format Request
- Appointment of Acting Fire Chief
- Electrical Inspection Fees Request
- Board of Assessors Tax Map (GIS Agreement)
- GIS Services Agreement Approval
- Public Records Request Discussion
- Board Member Suggestion: Refund Public Records Fee
- Town Administrator's Response on Public Records
- Decision: Public Records Refund on Next Agenda
- Town Administrator's Report Begins
- Municipal Borrowing & Fiscal Outlook
- Website ADA Compliance
- Gravel Project Discussion
- Fire Chief Transition Meeting
- Recognition of Outgoing Fire Chief Josh Pease
- Master Plan Committee Meeting
- Senator & Representative Office Hours
- Commendation for Highway Department
- Meeting Transition to Executive Session
Uncertainties
- The specific outcome of the recent executive session remains undisclosed.
- What are the alternative ways to fund the boiler repair or replacement, given the previous failed vote and current borrowing limitations?
- Is there an emergency plan in place, or can one be developed, should the primary boiler fail, especially concerning potential freezing pipes?
- The exact timeline for when the boiler issue will be brought up for another vote remains to be determined, pending legal posting requirements.
- The specific long-term solutions (e.g., heat pumps, solar, insulation) to be proposed for the school's energy needs are still under discussion.
- Whether a dedicated committee will be formally established to investigate these options, and its composition, is pending.
- While the district has pooled insurance covering business interruption, detailed specifics of coverage for a 'worst-case scenario' boiler failure were not fully clarified.
- How long will the existing boiler last under increased burden?