2006-09-07-CPC-min - Laserfiche WebLink

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LEXINGTON COMMUNITY PRESERVATION COMMITTEE MINUTES September 7, 2006 The meeting was called to order by Betsey Weiss, Chair, at 5:05 P.M. Also present were Joel Adler, Norm Cohen, Marilyn Fenollosa, Leo McSweeney, Richard Pagett, Sandy Shaw, Wendy Manz and Dick Wolk. There was one person in the audience. taking minutes 1. There was a brief discussion of the task of . It was noted that Newton’s Community Preservation Committee has a full time administrator with a secretary. However, Newton has approximately three times Lexington’s population and a number of projects in progress requiring administration. Wendy Manz agreed to take minutes for this meeting. 2. Donna Hooper, Town Clerk , appeared at the Committee’s request to answer questions about her application for CPA funds to install shelving in the Cary Hall vault: ?? “Temporary record” storage for materials kept for 7 to 10 years is in Room B just in front of the main vault. ?? The main vault (Room A) is used primarily for permanent storage, including records th defined as permanent by state statute, policy and fire logs back to the early 20 century, contract procurement records, finance ledgers, and records of the Selectmen, Retirement Board and Town Clerk. ?? The vault is fireproof and has a combination lock. The 2006 Town Meeting approved a CPC proposal of $60,000 for climate control, which is scheduled for the spring. HVAC is crucial to preserving records, as the space is very hot and dry. ?? Although some records are on microfilm, and Ms. Hooper is investigating software for electronic storage, there are still many paper records. ?? Ms. Hooper was unsuccessful in seeking a grant for shelving needed to accommodate many more records in the vault, and so is seeking the funding from the CPC. The additional shelving will permit return of records in offsite storage and save the cost of this storage. ?? The funds sought will cover any immediate need for facilities improvement for record storage. No other changes are envisioned in the next five years. ?? The passage of the 2006 override for municipal expenses also includes $20,000 for a part- time archivist ?? Ms. Hooper submitted a FAQ sheet with her application dated 8/28/06. Mr. Pagett noted that Ms. Hooper will not be available to appear at the public hearing on 10/5/06 and should designate someone from her office to attend and answer questions from the public. Gloria Bloom, chair of the Town Meeting Member Association 3. , has requested that a representative of the CPC appear at the TMMA meeting on 9/13/06 to update town meeting members on the activities of the Committee. Norm Cohen will cover this meeting. Susan Bennett, 4. Betsey Weiss noted that in response to a question submitted earlier, director of the Lexington, Historical Society , advised that her application for funding for a study for a renovation of the Hancock-Clarke House included a signed contract for the work and supporting materials.