Millis Select Board on Monday, Feb. 10, 2025, ratified multiple personnel appointments, approved inspection- and staffing-related policy changes, awarded a $100,000 contract for a commercial permitting guide and voted to accept a human-resources review that recommends creating a full-time HR director and supporting positions.

The meeting produced a string of unanimous votes that municipal officials say are intended to streamline town operations and prepare personnel and permitting systems for a projected increase in development activity. The board also approved several community items, including authorization for a temporary donation box for a student’s senior project and official recognition of Millis Beautification Day.

The human-resources review, prepared under a Community Compact grant and presented by Mary Icardi of the Collins Center, recommended separating HR from the assistant town administrator role and creating a full-time HR director for all town departments, an HR generalist at the school office, and a part‑time administrative assistant to support the town administrator’s office. “You have a $45,000,000 budget, and there is not 1 sole position…dedicated” to HR, Icardi said, arguing that benefits and payroll together are roughly 90 percent of the town’s budget and warrant dedicated staffing and controls.

Nicole Riley, chair of the town’s Economic Development Committee, briefed the board on a state earmark and a request-for-proposals process that produced two bids for a combined Business Improvement District (BID) blueprint and a commercial permitting guide. The board voted to award the contract to Schaeffer Land Use Consulting for an amount not to exceed $100,000; Riley said the state earmark for the larger project totals $170,000 and the chosen consultant’s scope fit the town’s outreach and permitting‑guide needs.

On personnel matters the board ratified the town administrator’s appointments: Zachary Forsyth as police sergeant and Jennifer Sweet as chief electrical inspector (term through June 30, 2025). Both ratifications passed unanimously; Forsyth was sworn in at the meeting. The board also appointed Shana Canestrari as the school committee’s representative to the cable advisory committee and agreed to retain attorney William Solomon as special counsel to negotiate the town’s cable license with Verizon FiOS.

Smaller community and administrative items approved included:
- Authorization to place a temporary collection box outside the Recreation Department for a student’s “Comfort Care Kits” senior project (moved, seconded, approved). Riley Sullivan described the project: “I’m Riley Sullivan and I’m here to request to have a box put outside the recreation room so then I can collect some donations for my senior project.”
- Recognition and endorsement of Millis Beautification Day, scheduled for Saturday, April 12, 2025, 9 a.m. to noon.

The board approved two administrative policies related to inspections and town projects. It adopted an emergency callback policy for municipal inspectors, made retroactive to Jan. 1, 2025, to compensate inspectors called out after hours for emergencies (fire, gas, flood, storm-related safety checks). The policy sets callback pay at four times the basic inspection rate and town staff said the current inspection-account budget is expected to cover the change for 2025. The board also adopted a written policy allowing waivers of inspection fees for town- or school-owned projects (assessed only for direct costs) and a case‑by‑case fee‑waiver option for nonprofit projects judged to deliver a specific public benefit.

Votes at a glance (all motions approved unanimously unless noted):
- Authorize placement of a donation box for Riley Sullivan’s Comfort Care Kits (mover: board member; second: board member) — outcome: approved.
- Open spring annual town meeting warrant for May 5, 2025; warrant to close Feb. 24, 2025 (mover: board member; second: board member) — outcome: approved.
- Ratify appointment of Zachary Forsyth as police sergeant (mover: board member; second: board member) — outcome: approved; Forsyth sworn in at the meeting.
- Ratify appointment of Jennifer Sweet as chief electrical inspector, term ending 06/30/2025 (mover: board member; second: board member) — outcome: approved.
- Appoint Shana Canestrari as the school committee’s representative to the cable advisory committee (mover: board member; second: board member) — outcome: approved.
- Award contract for commercial permitting guide + BID blueprint to Schaeffer Land Use Consulting, not to exceed $100,000 (mover: board member; second: board member) — outcome: approved. Town staff said the contract will be finalized at a later meeting after town counsel reviews the agreement.
- Accept Human Resources review and move forward with recommendations “as outlined in the report” (mover: board member; second: board member) — outcome: approved. The report was funded by a Community Compact grant and recommends creating a dedicated HR director and related positions; staff said implementation, including job descriptions and funding, would be addressed ahead of the spring budget process and Town Meeting.
- Approve emergency callback policy for municipal inspectors, effective 01/01/2025 (mover: board member; second: board member) — outcome: approved.
- Approve policy permitting waiver of certain inspection fees under Select Board jurisdiction (mover: board member; second: board member) — outcome: approved.
- Appoint Attorney William Solomon as special counsel for Verizon FiOS cable-license negotiations and approve legal-services agreement (mover: board member; second: board member) — outcome: approved.
- Approve and endorse Millis Beautification Day, Saturday, April 12, 2025 (mover: board member; second: board member) — outcome: approved.
- Approve water and sewer department commitment to collector for January 2025, $1,548.52 (mover: board member; second: board member) — outcome: approved.

Why it matters: The HR recommendations, if implemented, change how the town manages recruitment, benefits enrollment, leave administration and payroll oversight — areas the consultant flagged as potential liability and cost drivers. The permitting‑guide contract ties to an economic-development strategy tied to a state earmark; if property owners decide to form a BID later in the process, the town could see dedicated funding for downtown improvements. The evacuation/callback and fee-waiver policies update municipal procedures that affect emergency response and project financing.

What’s next: Town staff said the Schaeffer contract will return for final approval when town counsel completes the review. Implementation of HR recommendations will be discussed in the coming budget season and at joint meetings with school officials; the board emphasized that any staffing and funding changes would be presented for formal appropriation at Town Meeting.