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Select Board adopts several governance policies and tables paving bids until May 20
Summary
The Select Board unanimously adopted several administrative policies (appointments protocol, record retention, acceptance of donations, non-public minutes policy and Selectmen bylaws) and voted to table opened paving bids to the next meeting on May 20, 2025, for further review.
The Select Board voted to adopt a package of governance documents intended to update appointment procedures, records retention and other internal rules. Motions to accept and adopt the board commission and committee appointment protocol, the record retention policy, the acceptance of donations of money and personal property policy, a non-public meeting minutes policy, and the Board of Selectmen bylaws were made and approved during the meeting.
Selectman McGriffin moved to adopt the board commission and committee appointment protocol; Selectman McMillan seconded the motion and the board approved it by voice vote. The record retention policy was adopted on a motion by Selectman Miller, seconded by Selectman Griffin. The board also approved a formal policy for acceptance of donations, a non-public minutes policy and updated bylaws; each motion passed with unanimous voice votes.
On paving procurement, town staff opened five bids and read total prices from each bidder. Members discussed that some bids included optional line items (described as line items 6 and 7 or shoulder/gravel additions) and expressed concern about ensuring like-for-like comparisons. Because the bids varied in whether those optional items were included in the totals, the board voted to table awarding or selecting a low bid until the next Select Board meeting. Selectman Miller moved to table the paving bids until the Select Board meeting on May 20, 2025; Selectman Griffin seconded and the motion carried.
No contract award was made at the meeting; staff were directed to review bid documents for comparability and bring a recommendation back to the board at the next meeting.
