Plympton Explores Microsoft Office 365 Upgrade to Potentially Replace Costly Permitting Software
PLYMPTON - November 5 - The Plympton Board of Selectmen heard promising news about a potential technology upgrade that could save the town tens of thousands of dollars annually. Town Administrator Elizabeth Dennehy reported that the town is exploring Microsoft Office 365 with Copilot functionality as a possible alternative to expensive permitting software, following a suggestion from a new Town Properties Committee member.
The Full Story
During their November 5th meeting, the Board of Selectmen received an update on the town’s investigation into Microsoft Office 365 and Copilot, a technology solution that could eliminate the need for specialized permitting software that was previously quoted at approximately $60,000. Town Administrator Dennehy explained that the suggestion came from a new member of the Town Properties Committee, which Chairman Dana Smith passed along to her office.
Initial research revealed that the town of Rehoboth is currently paying $25 per user per month for the Microsoft solution. “They said that they have Copilot, that it’s part of Microsoft Edge, and we probably need to upgrade to Windows 11,” Dennehy told the board. This pricing translates to $300 per user annually, which board member Nathaniel Sides quickly calculated would be more cost-effective than the $60,000 permitting software if the town has fewer than 200 users.
However, several questions remain before the board can make a decision. Dennehy is working with the town’s IT person, Michael Rodriguez, to determine whether board and committee members who have town email addresses but aren’t town employees would count as paid users. The administrator is also investigating whether any municipal discount is available for the software. The town of Carver, which also researched the option, decided against it because they found it “too expensive,” though the specifics of their user needs were not disclosed.
As an alternative path, Dennehy has reached out to a different, smaller-scale permitting software company and plans to bring them in to meet with the Board of Health and Building and Inspectional Services to potentially secure a lower recurring annual cost. She also indicated that if the Microsoft solution proves viable, she would explore whether a previously allocated grant could be repurposed to fund the upgrade, pending state approval.
In other business, the board approved a one-day liquor license for the Dennett School sixth grade fundraiser to be held at Colchester Farm on December 3rd. The event will be served by South Shore Cocktails LLC and Flora Ketchum, with all required paperwork including liquor liability insurance, tip certification, and a police detail in place.
The board also made two appointments. Susan Vetterlein was appointed to the Local Cultural Council for a three-year term from November 5, 2025, through November 5, 2028. Ross MacPherson was appointed to the Plympton School Committee for a shorter term from November 5, 2025, through May 16, 2026, filling a vacancy on that board.
Dennehy updated the board on several ongoing town initiatives. The fiscal year 2027 budget forecasting process has begun, and the Board of Assessors has tentatively scheduled a tax rate hearing with the selectmen for November 17th at 1:00 p.m., when they will review all financial information and discuss the residential factor. The tree warden is continuing to obtain quotes for stump removal after one company declined to bid on the project.
In positive community news, the Council on Aging has expanded the hours of the townhouse food pantry, which is now open Tuesdays and Thursdays from 9:30 a.m. to 1:00 p.m. The council is working to expand hours further and potentially establish evening hours when the pantry can be staffed. In a collaborative effort, library director Mike Slawson has partnered with the Council on Aging to create a miniature version of the food pantry at the library with pantry staples, and plans to assist with fundraising and food donation efforts. Dennehy said the information has been shared on social media and that COA director Colleen Thompson will send out a robo-call once expanded hours are finalized.
The board reviewed warrants paid totaling $46,976.11, with the majority of that amount going toward a legal invoice. Dennehy noted she had requested a financial update from the town accountant, who had reached out to a couple of departments that were slightly ahead in spending compared to their percentage through the fiscal year, but had not yet received responses from those departments.
In routine correspondence, MassDOT sent its customary annual letter requesting that the town not put salt or sand at the railroad crossing at Lake Street, which Dennehy forwarded to the Highway Department.
At the meeting’s conclusion, Arthur Bloomquist announced that the Congregational Church would be hosting a free spaghetti supper on Friday, November 8th at 5:00 p.m., open to anyone in the community. Bloomquist explained the initiative began in response to SNAP benefit cuts affecting 182 Plympton residents according to Mass.gov data, though the church cannot identify specific recipients due to privacy protections. “What we did instead is to have it available to the whole town,” Bloomquist said. He added that if the first dinner goes well, the church hopes to make it a recurring event, potentially every Friday, though he admitted some nervousness about whether attendance would be two people or two hundred.
Why It Matters
The potential switch to Microsoft Office 365 with Copilot could save Plympton taxpayers a significant amount of money while modernizing the town’s technology infrastructure. With a per-user cost of $300 annually, even if the town had 100 users, the total cost would be $30,000—half the price of the originally quoted permitting software. This cost savings could free up funds for other town needs while still providing departments with improved digital tools for permitting and other administrative functions. The decision will have long-term budget implications and could serve as a model for other small towns looking to balance technology upgrades with fiscal responsibility.
Meeting Minutes
Key Motions & Votes
Motion: To approve a one-day liquor license for the Dennett School sixth grade fundraiser at Colchester Farm on December 3rd, served by South Shore Cocktails LLC and Flora Ketchum. Outcome: Approved. Vote: Unanimous. (Timestamp: 0:01:18)
Motion: To appoint Susan Vetterlein to the Local Cultural Council for a term from November 5, 2025, through November 5, 2028, and Ross MacPherson to the Plympton School Committee for a term from November 5, 2025, through May 16, 2026. Outcome: Approved. Vote: Unanimous. (Timestamp: 0:02:13)
Motion: To approve the minutes from the October 22, 2025, meeting as written. Outcome: Approved. Vote: Unanimous. (Timestamp: 0:10:04)
Motion: To adjourn the meeting. Outcome: Approved. Vote: Unanimous. (Timestamp: 0:12:43)
Public Comment
Arthur Bloomquist from the Congregational Church announced a free community spaghetti supper on Friday, November 8th at 5:00 p.m., open to all residents. The initiative was created in response to SNAP benefit cuts affecting approximately 182 Plympton residents. The church hopes to make the supper a recurring event if the first dinner is successful.
What’s Next
The town administrator will continue investigating Microsoft Office 365 and Copilot pricing, including whether board and committee members count as paid users and if municipal discounts are available. She will also meet with a smaller permitting software company to explore alternative options. The Board of Assessors will present tax rate information to the selectmen at a hearing tentatively scheduled for November 17th at 1:00 p.m. The tree warden will continue seeking quotes for stump removal. The next Board of Selectmen meetings are scheduled for November 17th at 1:00 p.m. and December 1st at 2:00 p.m.