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Advisory subcommittee to stop proactively posting correspondence while Select Board reviews policy
Summary
The MCI Concord Advisory Subcommittee agreed to pause proactive posting of correspondence after the Select Board temporarily halted its own postings; staff will save letters to a SharePoint folder and circulate a monthly summary to committee members.
At a recent meeting of the MCI Concord Advisory Subcommittee, members agreed not to continue proactively posting incoming correspondence online while the Select Board reviews its correspondence policy.
Shannon (staff member) said she did not post three emails received in December because “Mary Hartman has paused, posting select board correspondence right now until she has some time to review a policy with town council.” The Select Board’s pause followed a First Amendment training that raised questions about which letters the board would post and whether some senders expected private communications, Shannon said.
The subcommittee discussed alternatives to posting full letters. Shannon proposed compiling received emails into a single PDF and saving them to a SharePoint folder for committee access. John (committee member) and others said they prefer receiving the materials in a way that ensures they are read; Donna (committee member) emphasized retaining a record and urged staff to flag time-sensitive correspondence for prompt attention.
Members agreed Shannon will save incoming correspondence to a dedicated SharePoint subfolder and send the subcommittee a link monthly. The group also discussed preparing a one-page monthly summary of topics and counts for public release, to be developed by Shannon and a committee member before the next meeting.
The subcommittee did not take a formal vote; the change was captured as a staff direction and working practice for handling incoming correspondence while the Select Board finalizes its policy review.
