Policy Regarding Electronic Communications for Municipal Boards
Purpose
The Town of Williamstown (“Town”) adopts this policy to govern electronic communications by its municipal boards, committees, and commissions (“Boards”) in order to promote transparency, ensure compliance with the Massachusetts Open Meeting Law (G.L. c. 30A, §§18–25), and support proper public records retention and continuity of operations.
Official Board Email Address
Each Municipal Board shall be issued an official Town email address (e.g., BoardName@williamstownma.gov). This address shall serve as the Board’s primary electronic point of contact with the public, Town staff, and other governmental entities.
Access to the official Board email account shall be granted to the Board Chair, or to a single designee as determined by the Board. The official Board email account shall remain with the Town and shall not be tied to any individual member’s tenure.
Board Email Distribution List (Listserv)
An official Town‑managed email distribution list shall be created for each Board and shall include the email address of each sitting Board member. The purpose of the distribution list is to facilitate efficient and transparent dissemination of information.
The Board Chair shall be responsible for ensuring the accuracy of the distribution list and may request additions or removals through the Town’s Information Technology Department or Communications Director.
Messages sent to the Board distribution address (e.g., All.BoardName@williamstownma.gov) shall be automatically forwarded to all members of the Board.
Permitted Uses of Electronic Messaging
Electronic messaging systems, including the Board email account and distribution list, may be used only for the following purposes:
- Distribution of meeting agendas, packets, and supporting materials
- Scheduling meetings, site visits, or hearings
- Administrative communications and procedural notices
- One‑way informational messages
- Communications from Town staff, Town Counsel, or members of the public intended to inform the Board
- These communications shall not solicit or invite discussion among Board members outside of a posted public meeting.
Open Meeting Law Compliance and Prohibited Uses
Under the Massachusetts Open Meeting Law, a deliberation is any written or oral exchange between or among a quorum of Board members concerning public business.
Accordingly:
Board members shall not use email, text messaging, or any other form of electronic communication to discuss, debate, express opinions, propose actions, or otherwise deliberate on matters within the Board’s jurisdiction outside of a duly posted public meeting.
“Reply all” responses, email chains, or serial communications that collectively involve a quorum of the Board and relate to public business are strictly prohibited.
Board members should exercise caution when receiving messages through the Board distribution list and should refrain from replying unless the response is purely administrative and does not express an opinion or position.
Violation of these provisions may constitute a violation of the Open Meeting Law, regardless of intent.
Personal Email Accounts and Messaging Platforms
Board members shall avoid conducting Board business through personal email accounts, personal text messages, social media messaging, or other non‑Town communication platforms.
Any Board‑related communications conducted through personal accounts are subject to the Massachusetts public records law and may be required to be produced in response to a public records request. Such communications must be preserved in accordance with applicable records retention requirements.
Other Electronic Communication Tools
This policy applies to all forms of electronic communication, including but not limited to:
- Text and SMS messaging
- Instant messaging or collaboration platforms (e.g., Microsoft Teams)
- Social media direct or private messages
No electronic platform may be used to circumvent the requirements of the Open Meeting Law.
Records Retention
All electronic communications related to Board business are public records and shall be retained in accordance with Massachusetts records retention laws and the Town of Williamstown’s records management policies.
Training and Questions
All Board members are required to complete Open Meeting Law training as mandated by law and are expected to comply with this policy. Questions regarding the application of this policy or the Open Meeting Law should be directed to the Town Administrator’s Office or Town Counsel.