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MGL Chapter 66, Section 5A: The records, required to be kept by sections 11A of chapter 30A, 9F of chapter 34 and 23B of chapter 39, shall report the names of all members of such boards and commissions present, the subjects acted upon, and shall record exactly the votes and other official actions taken by such boards and commissions; but unless otherwise required by the governor in the case of state boards, commissions and districts, or by the county commissioners in the case of county boards and commissions, or the governing body thereof in the case of a
district, or by ordinance or by-law of the city or town, in the case of municipal boards, such records need not include a verbatim record of discussions at such meetings.
(from MGL Chapter 39, Section 23B): A governmental body shall maintain accurate records of its meetings, setting forth the date, time, place, members present or absent and action taken at each meeting, including executive sessions. The records of each meeting shall become a public record and be available to the public; provided, however, that the records of any executive session may remain secret as long as publication may defeat the lawful purposes of the executive session, but no longer. All votes taken in executive sessions shall be recorded roll call
votes and shall become a part of the record of said executive sessions. No votes taken in open session shall be by secret ballot. (end of MGL Ch. 39, S23B).
In the Town of Belmont, after Minutes have been approved by the majority of a Board, Committee or Commission, final meeting Minutes should be submitted to the Coordinator of Committees & Commissions in the Selectmen’s office. This will insure that the Board of Selectmen will receive a copy. The Coordinator of Committees & Commissions will submit an official date/time-stamped copy to the Town Clerk for permanent record. It is encouraged that final Minutes be submitted immediately following approval.
If a Board, Committee or Commission does not submit their final Minutes to the Coordinator of Committees & Commissions, they must date/time-stamp a copy on the official Town Clerk date/time stamp and hand deliver the date/time-stamped copy to the Town Clerk. The Town Clerk is the official keeper of Minutes. Approved minutes may be posted on the town website at the Committee or Commission’s webpage by sending APPROVED minutes to: webpost@town.belmont.ma.us
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