Solving the case of missing files
How does a board control access to important records, while still enabling residents to find information they need and follow the spirit of the Freedom of Information Act?
Board of Health members discussed the problem of missing and out-of-order files, events that happen because, up to this point, anyone who wanted to see a file could simply flip through it. The extent of the problem came to light recently when members tried to access documents to determine the history of Bob Hirsch’s septic system at Harvard Plaza, and discovered that critical items were missing.
Although health board documents are not supposed to leave the office, Hirsch’s original permit is still missing, according to board member Lorin Johnson. And, according to Hirsch attorney Roy Pastor, another one of the missing health board documents was at one point in the possession of Selectman Tim Clark.
Administrative Assistant Shanna Large told the board she had looked for the stamped receipt for Hirsch’s Title 5 inspection, a pre-requisite for Hirsch getting approval for a liquor license. “It wasn’t where it should have been,” she said.
Nashoba Associated Boards of Health Sanitarian Ira Grossman suggested that people needing to access records be given the choice to either look at them in the Board of Health office or pay for copies to take with them. Philippou agreed that a sign-out mechanism is needed for residents or board members to remove documents.
Grossman recommended that only the two administrative assistants, Large and Liz Allard, have access during business hours. “That will solve the problem of engineers fishing through the files,” he said. Noting that the Board of Health has 10 days to produce a requested file, he pointed out, “People can make arrangements. They can come in and request access.”
Philippou added, “We need a policy [for] when Shanna [the administrative assistant] is overwhelmed by requests for records.” The board decided to post a policy on the town’s website that anyone interested in obtaining a document must make a request in advance, noting that certain priorities could preclude an immediate response for requested documents.
No soup kitchen for the General
The board will send a letter to Adam Horowitz, co-owner of the General Store, stating that with its present septic system and no grease trap in the sink, the General can’t be a food-service location.
