Selectmen direct planning office to staff town-hall hours, require appointments and security door

The Board of Selectmen directed that the planning office will be staffed during town hall hours starting May 1, 2025, and that the assistant town planner will report to and be supervised by the town planner. The directive also outlines an appointment-based visitor system tied to a security door and a plan to centralize department mailboxes at the tax-collector’s office.

The change is intended to ensure consistent in-person coverage and improve customer service for residents who need planning, permitting and code-enforcement assistance.

A speaker identified as the town planner told the board: “As we work to improve the services we provide in town, it is imperative that the planning office serve the hours of town hall is open.” The planner said the office will reorganize staffing so the town planner, assistant town planner and code-enforcement officer are colocated and that an appointment system will be used once a security door is installed. If a resident arrives without an appointment, reception staff at the window will check availability and coordinate a meeting if no staff member is immediately available.

Selectboard members asked how the policy will ensure at least one staff member is present when staff are in the field. The planner said the reorganization and appointment system should provide coverage most of the time but acknowledged there could still be occasions when all three staffers are on site visits. The board also discussed buzz-in access for board members and staff and agreed to move department mailboxes to the tax collector’s office so department heads can pick up mail while the reception window remains staffed.

A draft implementing memo will be circulated to staff and an acknowledgment form will be provided for employees to sign. The board discussed the operational details and timing; no additional policy vote beyond the directive was recorded in the public transcript during this meeting.