The Harwich Treasure Chest will now implement a 2:30 p.m. cutoff for large donation loads, a move designed to protect volunteers from being overwhelmed by truckloads of items during the final minutes of the day. Chair Mary explained that while the facility officially closes later, the influx of leftovers from local yard sales has become unmanageable for the staff on site. Heather, a shift leader, noted that she had discussed the issue with other staff members and felt that individual discretion remained key. We feel that if someone comes with a truck full of stuff, then that's ridiculous, Heather said. But if someone comes with a couple of small items, there's no reason why we can't take it. Motion Made by Heather to prohibit large loads after 2:30 p.m. while allowing individual discretion for small items. Motion Passed (Unanimous).

The policy change comes as the committee prepares for a summer season that often sees car lines stretching 20 to 25 vehicles deep. The facility is also facing increased pressure from unauthorized users attempting to avoid rising regional dump fees. Mary reported that non-residents have been caught parking and using the Treasure Chest’s dumpster, particularly during the winter months when the gate was less frequently monitored. To combat this, the committee will mandate that volunteers spend 30-minute shifts monitoring the gate and checking for valid town stickers. We need somebody checking the tags and license plates because people are coming in without stickers, Mary said. The town made this rule, not us. It's only fair. A board member noted that they often walk around vehicles to check for attached plates and will confront those without the proper credentials.

Security concerns also extended to the facility's physical access, following a series of broken keys in the brass locks during cold weather. Mary informed the committee that the town must manufacture all keys because the facility is considered a government office. I'm not giving any new keys; only people who have had keys broken or lost, she said. Member Barry noted that the original keys were all numbered for tracking. Moving forward, the committee will rely more heavily on a security code for the lockbox to ensure authorized volunteers can enter the building without the risk of breaking silver keys in the locks. Member Lori, who was introduced as the on-site handy person, was officially moved from alternate to a full member of the committee during the session.

Administrative clarity emerged as a primary goal for the upcoming months. Mary proposed a new organizational task force, consisting of herself, Reie, and Jean, to resolve conflicting rules regarding volunteer applications. Currently, the organization's governing documents provide three different methods for screening and interviewing applicants, leaving it unclear whether the Department of Public Works or the Select Board holds final authority. We need it clarified, Mary said. It's not only just the applications but also the removal or revoking of applications. We need both sides of it. Jean noted that the Select Board’s office recently told her to bypass the DPW and come directly to them for paperwork.

In a rare personnel move, the committee unanimously moved to decline a volunteer application from a specific individual who had been previously terminated from the organization. While the individual’s identity was withheld, Mary confirmed the decision followed a careful review and talking with volunteers. Motion Made by Barry to accept the recommendation to decline the application of the specific individual. Motion Passed (Unanimous). Member Cindy joined the rest of the board in the unanimous voice vote to uphold the recommendation.

Operational workflow was also a point of contention, with some volunteers reportedly sitting on the bench rather than assisting with the heavy lifting of sorting and breaking down boxes. Mary emphasized that all volunteers must participate in gate duty and kitchen sorting. I'd rather have fewer hardworking, committed volunteers than 15 people mostly interested in seeing what's in the boxes, she remarked. Member Barry argued that work assignments should be balanced, stating, You don't make the outdoor people go indoors. You don't make the indoor people go outdoors unless both sides are extremely short of help. Jean added that if volunteers are unwilling to follow the new step-by-step procedures, they should reconsider their roles. If they don't want to do it, we have more volunteers than we need right now, so then don't volunteer, Jean said.

Safety procedures will also see an update following an incident where Heather had to perform CPR on a visitor. The committee plans to post emergency contact numbers and 911 protocols prominently in the kitchen, along with multilingual signs at the gate to assist non-English speaking visitors with sticker requirements. Mary noted that some visitors claim their phones have no battery to avoid using translation apps when asked for their permits. To facilitate smoother operations, volunteers were reminded that they must park on the access road to leave the main lot open for residents. Stan and I cleaned the whole place up, so there's plenty of parking on that access road now, Mary said.