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Southborough Trails Committee and Recreation to clarify mowing contract, invoicing and budget
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Summary
Town of Southborough Trails Committee members and Recreation Department staff discussed the mowing contract, unclear invoicing from vendor J & J, and whether the trails budget can be used for tree work.
Town of Southborough Trails Committee members and Recreation Department staff discussed a multi‑year confusion over the mowing contract and trail maintenance budget during the Nov. 6 meeting. Recreation Director Travis told the committee he can take responsibility for the contract and provide quarterly invoices and budget reports; committee members and Recreation agreed that clearer lines of communication and invoice trails are needed to determine whether past work was completed and paid.
Why it matters: The Trails Committee has an annual line item (historically increased to $4,250) intended to cover contracted mowing and trail supplies. Committee members said they did not have a formal relationship with the vendor (J & J) or with DPW for invoicing and were unsure whether mowing performed this year had been invoiced and paid.
What was discussed: Committee members recounted outreach from DPW in 2023 when the trails budget was increased and the committee expected to assume more management of mowing. Travis confirmed Recreation can be the primary contact for the contract, will coordinate with the vendor and DPW as needed, and offered to send quarterly reports showing mows performed and invoices paid. The committee discussed whether the trails budget should be restricted exclusively to mowing or allow a small reserve for tree removal and unforeseen natural‑event clearing; members noted tree work can be costly and that volunteers have helped in the past.
Quotes: “I could even send you quarterly invoices, quarterly budgeted reports for the trails to give you guys an update,” Recreation Director Travis said. Committee member Will Warren summarized the committee’s preference: “I think the whole contract … should stay with Recreation, but we should know when they actually did the work.”
Next steps: Recreation will follow up with DPW and the vendor (J & J/Justin) to determine whether mowing occurred and whether unpaid invoices exist, provide quarterly invoicing reports to the Trails Committee, and work with the committee on a clarified budget structure. The committee also asked Recreation to look into whether the committee’s tool shed and volunteer work are covered by town insurance and to advise about inventory procedures for town‑owned tools.
Financial/administrative notes: The Trails Committee budget does not roll over; unused funds typically return to free cash at fiscal year end. Committee members discussed splitting a trails allocation into a larger contract line for mowing with a small reserve for tree work or unforeseen trail repairs; Recreation said departmental budgets are generally level funded and any increase would require justification during budget hearings.
