ENFIELD TOWN COUNCIL
MINUTES OF A SPECIAL MEETING
OCTOBER 2, 2000
A Special Meeting of the Enfield Town Council was held in the Enfield Room of the Enfield Town Hall, 820 Enfield Street, Enfield, Connecticut on Monday, October 2, 2000. The meeting was called to order by Chairwoman Strom at 6:30 p.m.
ROLL-CALL - Present were Councilmen Dodd, Falk, Fiore, Hall, Kaupin, Mangini, McGuire, Strom, and Vayda. Councilman Egan was absent. Also present were Town Manager, Scott A. Shanley; Town Clerk, Suzanne F. Olechnicki; Records Manager, Jean Blaser.
Rate Books/Records Management - Attic Tour and Discussion
Present for this discussion was Jean Blaser, Records Manager.
Ms. Blaser reviewed the Records Management Program. She explained this program began about three years ago as a division of the Town Clerk's Office. She noted the first task was to do an inventory of Town records and determine what should be done with those records and where they should be stored.
Ms. Blaser noted records are being stored in the attic area of the Town Hall. She pointed out the attic has requirements for weight distribution, and the attic area is not a permanent situation for records storage.
She highlighted some of the records she inventoried in the attic: Finance, Human Resources, Planning, Public Works, Town Clerk and Town Manager records. She added she did go into the following offices and inventoried records: Town Clerk, Town Assessor, Finance, Tax, Human Resources, Planning, Social Services and the Town Manager's Offices. Ms. Blaser stated she did assess records stored at the Higgins Building.
She stated they've disposed of about eight tons of departmental records from the attic. She added a lot of material has been sent to auction.
Ms. Blaser stated she has an ongoing creation of policies, procedures, and forms that are necessary for record management. She noted a software system is pending, and until that software is in place, she has been using Excel to create indexing and tracking systems for all the records.
She stated Town of Enfield records are controlled by the State of Connecticut, and the State has a retention schedule. She noted they have to analyze the records and apply to the state to dispose of certain records. She pointed out all records which are to be disposed of are shredded.
Ms. Blaser stated she did research and development on the concept of a central file, however, she believes there may be pros and cons to a central file. She stated she is also inventorying all maps.
She stated they've been researching the construction of a records center. She feels this is really needed because there should be an environment to preserve records. She added she has worked on training programs, e-mail management, and files management. She noted the files management was presented, and the e-mail management is pending.
Ms. Blaser referred to other areas which should be considered, i.e., an archives; business process analysis; disaster planning; identification of vital records; needs assessment.
Councilman Mangini questioned turning records over to the State. Ms. Blaser noted the State desires Grand List records, however, rate books aren't as desirable. She pointed out the rate books are from 1918 to 1979.
Councilman Dodd questioned if all the recordkeeping is transferable to a master file. Ms. Blaser noted she is using Excel and should be able to migrate this information.
MOTION #4837 by Councilman Kaupin, seconded by Councilman Falk to recess the meeting to visit the attic area to survey records storage.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #4837 adopted 9-0-0, and the meeting stood recessed at 7:00 p.m.
Chairwoman Strom reconvened the meeting in the Enfield Room at 7:22 p.m.
MOTION #4838 by Councilman Falk, seconded by Councilman Vayda to go into Executive Session to discuss Personnel Matters, Pending Litigation, and Real Estate Negotiations.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #4838 adopted 9-0-0, and the meeting stood recessed at 7:23 p.m.
ROLL-CALL - Present were Councilmen Dodd, Falk, Fiore, Hall, Kaupin, Mangini, McGuire, Strom and Vayda. Also present were Town Manager, Scott A. Shanley and Town Clerk, Suzanne F. Olechnicki.
Personnel Matters, Pending Litigation, and Real Estate Negotiations were discussed with no action or votes being taken.
Chairwoman Strom adjourned the Executive Session at 7:34 p.m.
Chairwoman Strom reconvened the Special Meeting at 7:35 p.m. and stated that during Executive Session they discussed Personnel Matters, Pending Litigation, and Real Estate Negotiations with no action or votes being taken.
MOTION #4839 by Councilman Falk, seconded by Councilman Kaupin to adjourn.
Upon a SHOW-OF-HANDS vote being taken, the Chair declared MOTION #4839 adopted 9-0-0, and the meeting stood adjourned at 7:36 p.m.
Secretary to the Council
By Suzanne F. Olechnicki
Suzanne F. Olechnicki
Clerk of the Council