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Westerly council deadlocks over access to executive-session minutes; clerk's secure procedure retained
Summary
Councilors debated whether draft executive-session minutes should be distributed electronically or remain under the town clerk's current secure review procedure. A motion to provide password-protected copies failed; the council then voted to retain the clerk's existing distribution process.
A prolonged and sometimes contentious discussion over executive-session minutes consumed much of the Westerly Town Council meeting on Oct. 20. The issue centered on whether draft closed-session minutes should be distributed electronically to councilors ahead of meetings, or remain subject to the town clerk's secure, in-office review procedure.
Town Clerk Mary Leblanc submitted a memo recommending a restricted distribution process designed to protect sensitive records, citing the town charter and concerns about record security. "I respectfully request that the council support the current policy on how closed session meeting minutes are distributed to the council," the clerk wrote, arguing the policy protects the town and the clerk's office.
Some council members pushed for more open access: they proposed password-protected electronic distribution or a read-only secure drive so members could review draft minutes at home. Opponents argued that electronically distributed minutes (even password protected) would still be printable or screen-copiable and could jeopardize the record; the clerk and town manager stressed chain-of-custody and legal compliance.
After multiple motions, a proposal to deliver password-protected draft executive-session minutes to councilors failed on a poll vote (three in favor, four opposed). The council then voted to leave the clerk's current handling procedures unchanged.
Councilors on both sides said they take seriously their duty to review minutes and cited competing priorities: expediency and preparedness for some, and record security and legal risk for others. The town manager and solicitor advised that the clerk's approach reflects charter responsibilities and established best practices, and said staff would continue to discuss technical solutions for secure remote review.
The council directed no immediate administrative change but asked staff to continue exploring methods that might improve timely access while protecting records.
