Committee finds fragmented IT contracts, suggests townwide IT review

Advisory Committee members told the Aug. 7 meeting they found Templeton's IT services fragmented across departments and flagged an IT services contract that the committee said had not been reviewed recently. Liz said she found an IT contract (vendor named Entree) that had been in place for three years and eight months and that many municipal systems appear to be managed independently by departments. She recommended a short-term outside review to inventory software, examine maintenance fees and identify opportunities to consolidate services or negotiate better contracts. Why it matters: Committee members noted many municipal IT vendors charge annual maintenance fees (often a percentage of the original license) and said outdated or duplicated systems can drive unnecessary recurring costs and create security and interoperability risks. Discussion focused on whether Templeton should adopt "best of breed" software for specialist departments (assessors, police, cemetery) versus an integrated platform that covers townwide needs; members said both choices involve tradeoffs. Committee members also discussed the idea of hiring an in-house IT person or engaging a contracted IT consultant to perform a systems audit, improve cybersecurity practices and develop townwide email accounts for staff. Next steps discussed: commission a short-term IT audit by a consultant or certified vendor to (1) inventory systems and contracts, (2) identify overlapping licenses and maintenance fees, (3) assess vendor contracts for renewal or re-bid, and (4) recommend whether a shared service model or a centralized IT position would save money and improve security. There was no committee vote; members agreed to continue the review and seek appropriate documentation from the town accountant and department heads.