Committee members agreed to work from a centralized document repository and a single live comparison matrix to consolidate historical reports, cost information and program details.
What was decided: Town staff shared a OneDrive folder containing a data dump of documents from prior work. The committee will use a live comparison matrix (current v3 to be copied to v4) as the working document; members have editing access through town email accounts and were asked to link each matrix entry back to the source document and, where possible, to a page number.
Why it matters: Centralizing documents and using a live matrix aims to reduce duplication of effort and to make the committee’s research traceable to original source material. Committee members emphasized that the matrix should be annotated with links or page references so the public and reviewers can verify cited numbers.
Details and guidance: Meeting participants said the OneDrive folder contains prior reports, cost breakdowns and drafts that should be retained rather than deleted. Members were warned that edits to the live matrix affect everyone with access, so they should avoid deleting material and instead add or flag items for review. Staff indicated a link to the OneDrive folder would be emailed to members and staff would add anyone who had not received access.
Technical notes: Committee discussion covered automated transcript tools (YouTube auto-transcripts and other AI tools) as a possible way to speed minute production; members also discussed commonly used transcription and summary services. The committee asked members to include source links or citations for each matrix entry so the spreadsheet can be used by the public and consultants.
Actionable next steps: The chair said she would rename the working matrix to v4 to preserve v3 as an archival copy. Members will check access and request additions or corrections to folder contents; staff will distribute or add members to the OneDrive link if they had not received it.
Ending: Committee members agreed the more detailed the matrix and source links now, the easier it will be to review and to request consultant assistance later in the process.