29:24A significant portion of the meeting centered on the management of cemetery records, particularly the handling of sensitive documents like DD214 forms, which are critical for veterans’ burials. The town utilizes a digital system known as Ray Maker to store these documents, but questions arose about whether scanned versions suffice or if hard copies must be retained. Concerns were voiced about the security of these records and the potential for inadvertent disclosure of private information. It was noted that while general cemetery information is accessible online, sensitive records, including DD214 forms, are locked and not publicly visible.

The commission also discussed the challenges municipalities face in determining which records to keep and which to discard. There was mention of an upcoming community purge of old records, highlighting the need for staff training on records retention to ensure compliance with legal standards. A participant emphasized the importance of securing both physical and digital records.

Further dialogue focused on the procurement of a secure file cabinet to enhance record-keeping practices. A proposal to use up to $2,000 from the sale of lots fund for this purchase received unanimous support. The cabinet is intended to provide a temporary solution for securely storing important documents until they can be digitized. The discussion included whether the DPW or the commission should ultimately control the cabinet, with a consensus that the commission could make the purchase as a gesture, especially given their previous investment in beneficial software.

01:04:11Public comments during the meeting added another layer to the discussion on record management. Resident John Bowen raised concerns about discrepancies between state and federal record retention laws, specifically highlighting the federal regulations governing the handling of DD214 forms. Bowen expressed apprehension that records might be discarded improperly and urged the commission to adhere to Massachusetts public records law, which stipulates specific retention periods. He also criticized the commission for not adequately addressing his past concerns regarding a proposed cemetery mutual benefit corporation, which he suggested could alleviate financial concerns.

In response to Bowen’s comments, a commission member acknowledged the importance of understanding legal requirements related to record-keeping.

01:07:31The meeting also marked a significant transition within the commission, as the chair announced her upcoming departure with the end of her term in May. She took the opportunity to reflect on her experiences, expressing gratitude for the support she received from town officials and fellow commission members. Her leadership was characterized as insightful, and she emphasized the collaborative efforts that helped navigate the commission through various challenges.

Another member of the commission praised the chair’s dedication and hard work, acknowledging the complexities involved in town governance and policies. The chair was presented with flowers as a token of appreciation for her service, and she expressed gratitude for the support from her colleagues and town officials. She also thanked individuals involved in public access and other supportive roles, highlighting the collaborative nature of the commission’s work.

25:28As the meeting drew to a close, discussions touched on various ongoing projects, including the South Cemetery flagpole pad and lighting project, and the wall project on Fist Street, both awaiting updates from contractors. Additionally, the commission evaluated their workforce needs, particularly in preparation for Memorial Day, and explored options for hiring seasonal laborers.