The board emphasized the need for a structured communication plan to maintain operational continuity during emergencies. This plan includes issuing emergency certificates for urgent repairs, rather than managing routine requests for determination of applicability (RDAs) or notices of intent. The importance of having a clear process for accessing necessary documents, especially if physical access to town offices were restricted, was underlined. The board considered different scenarios and the potential need for in-person meetings when digital communication channels might fail, with suggestions of using landlines or gathering physically at the town hall.

A consensus emerged on the necessity of establishing a hierarchy of contacts to ensure swift communication during emergencies. A proposal was made to include a town employee, Kelly, in this hierarchy because of her constant availability, which could prove invaluable if volunteer commissioners were unreachable. This arrangement would allow for a more rapid response, particularly concerning wetlands or stormwater issues.

The meeting also highlighted the importance of all selectboard members having access to the building inspector signoff system and associated email accounts, which is important for managing building permits. Having this access ensures the distribution of workload and improves efficiency, especially during personal emergencies when an immediate replacement might be necessary. A proposal to adopt a file-sharing application, such as Google Drive or OneDrive, was favorably received, with Kelly positioned to lead this initiative.

In an effort to streamline operations and improve transparency, a system was suggested where all commission-related emails would be copied to a central account. This change would ensure that records are maintained accurately and that all communication is consistently documented. Additionally, the development of an order of succession for decision-making was proposed, with Kelly identified as the immediate successor in emergencies, followed by others based on seniority.

The board also tackled the practical challenge of organizing and accessing physical files, particularly in cases of potential flooding. A color-coded system was proposed for marking active files, which would allow for quick identification and relocation if necessary. Ensuring that essential documents, such as emergency certificates, are available in both hard copy and electronic formats was deemed essential. The board discussed the possibility of distributing keys or establishing a lockbox system to facilitate office access during emergencies.

Further discussions included authorizing an individual to act on behalf of the Conservation Commission in emergencies, with motions to be drafted for the next meeting. This could include electronic signature authorization for critical documents, improving the timeliness and efficiency of document processing. The meeting concluded with a call for public feedback on these proposals.