Plympton Board Grapples with $60,000 Annual Cost for Permitting Software Despite $74,000 Grant
PLYMPTON - October 6 - The Plympton Board of Selectmen confronted a difficult funding dilemma on October 6, debating whether to accept a $74,000 state grant for permitting software that would require the town to pay approximately $60,000 annually after the initial setup period, a recurring expense that could prove challenging for the small community’s budget.
The Full Story
Town Administrator Liz Dennehy presented the Board with results from a Community Compact grant she successfully secured for $74,000 to implement internal permitting software through OpenGov. The software would initially serve the Building and Inspectional Services departments, Board of Health, Conservation Commission, and Assessor’s Office, with the capability to add other departments over time.
The grant would cover startup fees, training, and operations from January 1 through June 30. However, the town would then face annual costs of approximately $60,000 for a three-year contract beginning in the next fiscal year. Dennehy told the Board she did not feel comfortable signing off on the contract without their input given the significant ongoing expense.
The software aims to address coordination problems between town departments when reviewing development projects. Dennehy explained that currently, developers often submit different sets of plans to different departments, making oversight difficult. She cited a solar project where plans submitted to the fire department lacked wetlands delineation, resulting in a design that prevents fire apparatus from accessing the entire perimeter of the solar field.
“What you end up with is somebody will file one set of plans with the building department, then a different set of plans go to conservation showing, say, the wetlands delineation. Then they send a different set of plans to Board of Health showing a proposed septic system or well locations and that sort of thing, but those plans don’t show the wetlands delineation,” Dennehy said. “So it takes a lot of coordination between our town departments and town staff sometimes to even figure out what’s being proposed.”
When Dennehy surveyed town departments about whether to pursue this permitting software or overall website upgrades with grant funding, the response was overwhelming in favor of the permitting system despite frequent complaints about the town website not being mobile-friendly.
Board member Nathaniel Sides questioned the return on investment beyond coordination and efficiency benefits. Dennehy acknowledged that while the software would save some staff hours, “the savings are not that significant that you would be able to make a logical argument that that’s one of the benefits. It’s really just for ease of use for residents and for the town employees.”
The $60,000 annual estimate is based on Plympton’s size and the scope of departments included. Some municipalities use these systems more extensively, including police and fire departments and fully digitized records allowing public access to all permits ever issued for any property. Dennehy indicated Plympton planned a more modest “baby steps” approach, which made the cost estimate concerning to her.
Former Selectman John Traynor provided important historical context. “This came up about nine years ago. It was the overwhelming agreement by the departments here that they wanted it, but we didn’t have the money, we didn’t have the grants, and we passed,” Traynor said. “But if you’ve got the grant, I would definitely say take a look because the legal liability, I think, is what is going to save you the money. When these things don’t agree, we already see it in some of the court cases in front of the town now that may have been solved because everybody knew they were playing on the same playing field.”
Resident Mark Wallis urged caution, suggesting the Board bring the matter before Town Meeting given the significant recurring cost. “It seems to me that if you’re going to spend, what was it, $74,000 now, it would be prudent. And where it’s a grant, grants are great, but they cost you money afterwards if they cost you money afterwards,” Wallis said. “I think the town as a whole should be questioned whether they want it or not.”
Wallis noted that with the grant deadline in July, there would be sufficient time to seek Town Meeting approval before accepting the funding. “Everybody keeps saying how much taxes are going up and stuff. I know there’s $60,000 a year. It’s a sizable amount,” he added.
The Board directed Dennehy to conduct further research with OpenGov, including whether additional departments could be included to maximize value and whether costs could be reduced. No vote was taken on accepting the grant at this meeting.
In other significant business, the Board approved several appointments to town committees and received an update on another successful grant application. Dennehy announced the town secured $200,000 from the state’s Rural Development Fund for a water security study. This grant requires no town match and will fund technical assistance to examine water quality, aquifers, and potential threats from dump sites and other sources. Conservation Agent Brian Vasa will manage the project in partnership with regional entities including the Taunton River Stewardship Council.
The Board also addressed maintenance issues at town properties. Following complaints about trash at Cato’s Ridge and maintenance needs at Two Brooks Preserve, Dennehy said she would contact the Highway Department, Conservation Commission, and Open Space Committee to clarify responsibilities and coordinate potential volunteer efforts for quarterly or biannual path clearing.
The Board also discussed a bill of $1,520 from Bill Hayes to grind stumps at the Old Townhouse from 13 trees previously removed. Board members felt the price seemed high and directed Dennehy to obtain additional quotes before proceeding.
Dennehy reported that the town’s free cash was certified at $190,829. She also announced that the Council on Aging will partner with Hannafords on October 29 to hold a vaccine clinic for seniors and town employees, coinciding with police department training for seniors on using AED devices and avoiding scams.
The Board appointed Nathaniel Sides as alternate signatory for warrants to provide backup to the chair. Dennehy indicated that while financial reports show most departments on track, legal expenses remain a concern, though police and fire salaries are performing as expected. She will work with Town Accountant Lisa Hart to establish a better reporting schedule, potentially moving the monthly report to the 10th or 15th of each month rather than month-end to allow for proper reconciliation of grant accounts.
Why It Matters
The permitting software decision will significantly impact Plympton’s budget for years to come, committing approximately $60,000 annually in a town where such expenses are carefully scrutinized. The software promises better coordination between departments reviewing development projects, potentially preventing design flaws like the solar field that fire trucks cannot fully access. However, residents and officials must weigh whether improved coordination and reduced legal liability justify the substantial recurring cost, particularly when the labor savings appear minimal. The debate highlights the challenge small towns face in modernizing operations while maintaining fiscal responsibility. With the grant deadline in July, town officials have time to conduct deeper analysis and potentially seek broader community input through Town Meeting before committing to the long-term expense.
Meeting Minutes
Key Motions & Votes
Motion: To declare the shed at the Old Townhouse surplus property and authorize the Plympton Garden Club to coordinate donation or disposal. Outcome: Approved. Vote: Unanimous. (Timestamp: 06:46)
Motion: To appoint Pierre Boyer to Town Properties Committee from October 6, 2025 until dissolved; Kaitlin Johnson to Town Properties Committee from October 6, 2025 until dissolved; Colby Leoncio to Board of Library Trustees from October 6, 2025 to May 16, 2026; Martha (Mollie) Murphy to Local Cultural Council from October 6, 2025 to October 6, 2028; and Debra Batson to Local Cultural Council from October 6, 2025 to October 6, 2028. Outcome: Approved. Vote: Unanimous. (Timestamp: 25:12)
Motion: To name Nathaniel Sides as alternate signatory for warrants. Outcome: Approved. Vote: Unanimous. (Timestamp: 32:22)
Motion: To adjourn open session and enter executive session pursuant to Mass General Laws Chapter 30A, Section 21A, Purpose 2, to conduct strategy sessions regarding negotiations with firefighters union, police lieutenant, and police sergeants, not to return to open session. Outcome: Approved. Vote: Unanimous by roll call. (Timestamp: 37:15)
Public Comment
Resident Mark Wallis raised concerns about the permitting software’s annual cost, suggesting the town should seek approval at Town Meeting before committing to the $60,000 yearly expense, particularly given residents’ concerns about rising taxes. John Traynor provided historical context about previous attempts to implement similar software nine years ago and emphasized the legal liability benefits of coordinated permitting. Board member Nathaniel Sides publicly thanked all departments involved in the successful open house event held the previous weekend, including police, fire, highway, library, and historical groups.
What’s Next
The Town Administrator will conduct additional research with OpenGov regarding the permitting software costs, including possibilities for including additional departments and reducing annual expenses, and report back to the Board. The Town Administrator will obtain additional quotes for stump grinding at the Old Townhouse beyond the initial $1,520 estimate from Bill Hayes. The Garden Club will coordinate removal of the surplus shed with the family on Oak Street once contents are relocated. The Town Administrator and Town Accountant will meet with Plymouth County auditors on October 7 to reconcile ARPA water project funds and determine remaining work and funding needs. The Town Administrator will establish a revised monthly financial reporting schedule with the Town Accountant, potentially moving reports to mid-month. The Council on Aging will host a vaccine clinic in partnership with Hannafords on October 29, alongside AED training and scam prevention presentations by the police department. The Town Administrator will work with Mike Slawson to finalize scope of work for the library community preservation project patio and pavilion, with quotes expected in early winter and construction beginning in spring. The Town Administrator will contact Highway Department, Conservation Commission, and Open Space Committee to clarify maintenance responsibilities for town parks and coordinate volunteer efforts. The next Board of Selectmen meetings are scheduled for October 20, November 3, and November 17, though some dates may be revised.