One notable issue discussed was the ongoing struggle with the municipal software system, Munis, which has led to difficulties in generating demand letters for delinquent accounts. This problem, persisting for over a year, has raised concerns that residents might forget to pay their bills without these crucial reminders. The Commission has been unable to resolve the printing issues, noting that the town does not appear to be a priority for the software provider. A consultant, who previously worked with the software company, is anticipated to provide insights into resolving these technical difficulties. The delay in sending demand letters is concerning, as one participant noted, “If somebody doesn’t pay after 30 days we send a demand letter,” emphasizing the importance of timely communication with residents.

In addition to the demand letter issue, the Commission addressed errors in the most recent billing cycle. An error during the upload process resulted in some bills being doubled, affecting a small percentage of the 911 bills sent out. Despite this, the situation represents an improvement from previous billing cycles. Eleven customers contacted the office regarding their bills, and corrections were promptly made. The Commission assured attendees that the numbers in their system remained accurate, even though the billing process is somewhat detached. This detachment could lead to discrepancies in customer accounts if doubled bills are paid without notice. However, as long as future billing cycles are accurate and free from upload issues, the accounting should balance out.

The Commission also explored the hiring process for an assistant to the business manager. One interview has been conducted with a candidate named Marsha, who has a substantial background in municipal work. A second interview was postponed due to illness, and the Commission emphasized the importance of a thorough, unrushed hiring process, given the competitive job market. Reference checks, although viewed skeptically by some in recent years, remain a necessary policy requirement.

Manhole repairs, currently on hold due to winter conditions, were another topic of discussion. The frost depth impacts excavation efforts, delaying progress until spring. The Commission plans a pre-construction meeting when conditions improve.

The meeting also touched on the business manager’s performance, noting their progress and adaptability to the Munis system. Despite encountering various challenges, the manager has shown resilience and determination in tackling these issues. The Commission expressed optimism for future improvements and anticipated more activity as spring approaches, including potential new applications and projects.

Upcoming meeting dates were established, with sessions scheduled for February 25, March 11, March 25, and April 8. These meetings will be a mix of Zoom and hybrid formats, providing flexibility in attendance. The mention of April brought optimism.