The policy creation for town records came as a response to a series of misunderstandings and miscommunications about the handling of these documents. The Historical Commission had raised alarms about the improper removal of records from the fireproof vault without appropriate notification, underlining the significance of compliance with record retention laws. This prompted the Selectboard to consider whether a new policy was necessary given that existing laws might already cover the requirements comprehensively.

The discussion about the vault’s condition and the records’ safety was multifaceted. The Selectboard considered recommendations like storing documents in sealed plastic bins with silica packs to protect against mold and humidity. An expert, Mike Feney, was referenced during the discussion for his assessment of the indoor air quality, which found moisture on some papers caused by temperature gradients and humidity, though no widespread mold issue was detected. Nonetheless, members expressed concerns about the possibility of mold growth and the potential for it to spread through air movement.

The role of the town clerk as the records access officer was scrutinized, particularly their authority over the location and custody of records, which include the minutes and agendas of various departments. The board engaged in a debate on the town clerk’s role and the importance of collaborating with other departments to ensure records are accessible when needed. Moreover, the board planned to consult with mold mitigation experts to consider the use of a dehumidifier in the vault as a preventative measure against mold and humidity.

Another issue discussed was refining the process for the upcoming annual town meeting. Suggestions were made to send the warrant and warrant light simultaneously to allow residents more time to review the materials before the meeting. Proposals were also made to minimize the amount of literature on seats, provide clear instructions and explanations during the meeting, ensure proper microphone usage for clear communication, and consider a recess if the meeting runs long. Additionally, the moderator intended to address whether non-residents should be allowed to speak during the meeting, emphasizing fair participation and a positive experience for all attendees.

Regarding the town meeting articles, there was a debate on the need for explanations for each article versus providing an overview at the beginning. The board expressed confidence that residents could comprehend the articles without further clarification. Pride was noted in the town’s budget for article 2, specifically for its support of employees while remaining under a 3% increase.

The meeting also covered routine but necessary administrative tasks, such as the approval of minutes and warrants. A report was given on a mediation meeting with the State Department of Health about mold concerns. Public comments were taken, and new business was addressed, including a unanimous vote to appoint a current employee to a full-time temporary position. The allocation of funds for scholarships was debated, with the board settling on awarding each applicant $1,744.87. There was mention of an upcoming road closure for repairs and a discussion and vote on projects to alleviate flooding in the downtown area.