19 January 2016 | Approved: 18 February 2016
Members Present: Bob Booher, Wendy Harris, David Stopak and Mimi Styles, along with Georgette Cole, Town Council Liaison, Cynthia Werts, Town resident, Ken McCathran and Marilynn Frey, members of the Computer Consulting Team for the HPC, and Pat Patula, Town Archivist. The meeting was called to order at 7:35 PM. New Commission handbooks were handed out to all members.
Approval of Agenda
The agenda was reviewed and approved with one deletion.
Review Session/Old Business
A conference call with Christian Skipper (MD State Archives) took place from 8:00-10:00 PM. The goal of this meeting was to gain some additional information on questions regarding the Draft Records Management Plan and to establish an agenda in preparation of the joint TC/PC/HPC Work Session scheduled for Monday, January 25, 2016. Bob compiled a rough list of issues and questions that HPC members have regarding the use of the State Archives as the repository of the Town’s official records:
- Why transfer records
- What records are and are not appropriate to transfer
- How to transfer records
- Where and how are the records kept
- Who can do the work in preparing these records for the MSA
- When does this need to happen
Bob sent the list to Mr. Skipper for his review prior to the January HPC meeting. This enabled Mr. Skipper to have time to prepare and comment on the issues set forth for discussion during the conference call. Members of the Computer Consulting Team, along with our Town Archivist, were also on hand to provide further information. At the work session on Monday, January 25th, arrangements will be made for a teleconference with Mr. Skipper, who will not be able to attend in person. An agenda for the joint meeting was discussed, as well. Topics for general discussion will include:
- Review history and background of the project – foundation of law
- Purpose of the Records Management Plan
- Simplify the list of issues prepared by the HPC to use as an agenda for the joint work session – all pertinent materials will be included in the group packet
Further discussion of procedure revisions will be postponed until the next HPC meeting in February.
Adoption of Minutes
The draft minutes of December 15, 2015, were reviewed with no changes. David moved to adopt the minutes, seconded by Mimi. The motion carried unanimously.
Town Council Report
Georgette reported on issues discussed at the recent TC meeting. She noted that the subject of Block 11 will be on the agenda at the Joint Work Session. She also updated the HPC on the project of restoring Whetstone Spring in the West Woods.
Planning Commission Report
Bob attended the meeting as a representative for the HPC. He gave an update on the Block 11 issues involving #8 The Circle (Maggie Range). He also noted that the Building Permit Application (addition) for 111 Maple Avenue was approved. Wendy Harris will attend the next PC meeting in February.
The Town bulletin for February will include some tidbits from the Town archives – including definitions of certain terms used in archival material and records terminology.
David reported that the next Task Force meeting will be held in February. The committee is continuing to work on parameters and definitions of all vacant homes within the Town.
With no further business to discuss, the meeting was adjourned at 10:55 PM.
Minutes prepared and submitted by: Cynthia Werts