Speakers urge care for Swarthmore’s municipal records; staff eye PHMC $5,000 archival grant

During public comment, Sean Irene urged the borough to treat municipal records as a form of stewardship, noting that files, photographs, plans, and maps tell the borough’s institutional history and that legal retention schedules should be balanced against long‑term historical value.

Council and staff reported a recent basement review found both well‑organized material and large quantities of records whose origins are unclear; some materials can be discarded under retention rules but others may merit preservation. Virginia and David discussed plans to engage students and archivists to inventory materials and to avoid discarding items of community value.

Manager/administration staff noted an opportunity to apply for a Pennsylvania Historical and Museum Commission Municipal Records grant (PHMC) of $5,000, due Aug. 1, which could fund archival work, an archivist’s review, and a file plan. Sean offered to write the application and staff said the borough would submit it. Council agreed the grant and a careful review could help preserve the borough’s institutional memory.

What’s next: Staff will develop a PHMC grant application by Aug. 1 and coordinate with volunteers, students, and archivists to inventory and protect records; council will consider using grant funds to hire or contract an archivist and to prepare a formal file retention plan.