Board approves conservation of town records with contract edits to indemnity clause

The board reviewed a proposal from the Northeast Document Conservation Center (NEDCC) to conserve historic town records and authorized a fund-balance transfer to pay for the work, subject to town attorney review and modification of indemnity and insurance provisions. Staff said NEDCC had previously worked on the town’s minute books; the company had already inspected and estimated the conservation work after receiving the books.

Board members discussed insurance coverage, the indemnity clause and that the conservation vendor’s facility is out of state (Massachusetts). The board approved the request "with the understanding that the town attorney is going to contact the... NEDCC and resolve that question" and that the supervisor would not sign the contract until revisions are acceptable to the town attorney.

Staff noted the conservation work is necessary to preserve permanent records that would otherwise deteriorate; transportation of the materials to NEDCC’s facility was discussed and confirmed. The board voted to approve the transfer and the proposal subject to final contract language.