May 1, 2007

MINUTES

Members Present: Administrator Melissa Arias, Town Clerk/Tax Collector Marcia Shackford, Selectman John Arruda. Treasurer Catherine Tilton arrived at 2:07 p.m. Members Absent: None.

Volunteers Present: Carol Hally and Archivist Craig Evans. Volunteers Absent: Sharon Coonrod.

Others Present: None.

Where and When Posted: Town Hall upper and lower bulletin boards, Madison & Silver Lake Post Offices on January 5, 2007.

Meeting Called To Order: By Chairman Shackford at 2:00 p.m.

APPROVAL OF MINUTES - John made a motion to approve the minutes of the April 10, 2007 meeting, seconded by Marcia, and so voted. Minutes approved with no changes.

OATH OF OFFICE – Marcia administered Carol Hally’s Oath of Office as a volunteer member of the Municipal Records Committee. Marcia administered Craig Evan’s Oath of Office as a volunteer member of the Municipal Records Committee. Marcia will administer Sharon Coonrod’s Oath at a future time.

POLICY #2 STANDARDIZATION OF MEETING MINUTES – Marcia announced that the Standardization of Meeting Minutes Policy was approved by the Board of Selectmen at a public hearing on April 24, 2007. Marcia asked whether the group felt all Committees should be notified of the passing of the Policy. Marcia said many of the Committees are already following the Policy. The Committee decided to have Melissa notify all Chairmen of Town Committees with a copy to the Committee’s administrator.

POLICY ON MEDIATED ACCESS – The Committee reviewed the May 1, 2007 Draft of Policy #3 – Mediated Access to Town Records. A few slight modifications and additions were discussed and made to the draft policy by the Committee. Marcia will make the noted changes and forward them to the Town Attorney for review hopefully by our next meeting. The Committee discussed the need for a disclaimer/waiver release form for any electronic records sold or released. This concept will also be run by the Town Attorney for advice.

POLICY ON RESTRICTED RECORDS – The Committee reviewed the list of restricted records for inclusion in Policy #4 – Restricted Records. The Committee will review the wording of the 5/1/07 Draft policy before the next meeting.

NEXT MEETING – The next Records Committee Meetings will be held on Tuesday, June 5, 2007 at 2:00 p.m.

Meeting Adjournment: At 3:08 p.m. on a motion by John, seconded by Marcia, and so voted.

Respectfully submitted,

Melissa Shackford Arias, Admin.

Recording Secretary