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Selectmen weigh website vendors and consider local IT support role before CivicPlus renewal
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Summary
Town staff reported research into multiple website vendors as Brookfield approaches its CivicPlus contract renewal; selectmen discussed hiring a local IT support/web administrator versus contracting with vendors.
Town staff updated the Brookfield Selectmen on an ongoing review of website hosting and support options as the town approaches the CivicPlus contract renewal at year‑end. The town’s current contract with CivicPlus can be renewed through December; staff said vendors they contacted reported a range of switch‑over times and varying costs.
Staff reported contacting neighboring towns and several vendors. Feedback included: Freedom uses WordPress and is unhappy with it; Sandwich uses Revitalize (reported vendor cost roughly $1,000 per month and a $3,000 onboarding fee); Wentworth recently switched to Towne Web and praised responsiveness; Hillsborough uses a Massachusetts public relations firm and commended its training and notification features; several other vendors and town implementations were noted but not fully detailed. Staff said some vendors advertise very fast turnaround (three days) while others said several weeks would be required.
Why it matters: The website hosts official agendas, minutes, forms and a subscriber notification system used for calendar listings and e‑blasts; changes could affect how residents receive notices and how staff post minutes and agendas.
Key discussion points - Contract timeline: CivicPlus can be renewed until December; staff raised concern about the short time available to complete vendor evaluations and a migration before contract lapse. - Vendor responsiveness and training: Several towns recommended vendor responsiveness and hands‑on retraining as important factors. - Staffing alternative: Selectmen discussed hiring a local website administrator or an IT support person (paid, not volunteer) to maintain content and to train volunteers/staff; a permanent deputy position remains subject to residency rules, but a temporary assistant would allow hiring from outside Brookfield for short‑term needs.
Next steps: Staff requested more time to contact vendors and vendors’ contacts; the selectmen asked staff to focus on vendor timelines and on direct vendor contact (rather than only surveying other towns). Staff will return with more complete cost and timeline estimates at the next meeting so the board can decide whether to renew CivicPlus or switch providers.
Ending: The board did not approve a vendor contract at this meeting. Staff will continue vendor outreach and provide a comparative summary at an upcoming meeting for a decision before contract renewal deadlines.
