SOUTHWICK – Accusations of altering Board of Selectmen meeting minutes are not being taken lightly by the board’s administrative assistant Sondra “Cindy” Pendleton.
During the board’s Jan. 14 meeting, Selectwoman Tracy Cesan expressed concern over three sets of minutes, including the Nov. 5 minutes submitted for approval. Cesan said the minutes did not accurately reflect what took place at the meeting and she asked Pendleton, who takes the minutes, if what was in the minutes was written by her as part of her normal note-taking “or was it requested?”
When Pendleton said she could not recall, Cesan asked Chief Administrative Officer Karl Stinehart if he put the item in the minutes. Stinehart also replied that he did not know.
“I don’t know if it was Cindy or Karl who put that in, but it is not accurate,” said Cesan, who made the accusation that the minutes were done to purposefully make her “look bad.”
Cesan said the item in question stated that Cesan asked to have her employee record released to the attorney general’s office.
“I never said that,” said Cesan. “When I asked Cindy about it and she said she didn’t recall who put it in, she said Karl reviews the minutes. Karl said he didn’t remember either, so nobody took responsibility.”
Cesan said she believes the reason it was put in there was so it could be approved and later used against her.
Cesan said she never intended to a question Pendleton’s integrity.
“I was attacking the minutes,” she said, “not attacking a person – no one took responsibility for the minutes. I wasn’t attacking them, I was defending myself.”
Pendleton said she takes exception to what was stated during the public meeting.
“Mrs. Cesan has attacked my character, reputation, integrity and professional competency, not only in front of the press, but also the citizens of the Town of Southwick in which I work and have resided my entire life,” stated Pendleton.
Pendleton has been employed by the town for more than 18 years, serving as the board’s assistant for 10 years. Pendleton said she has taken minutes for the board for 10 years and took minutes for the Board of Health for four years, and the Finance Committee for 10 years.
“I have many years of experience taking minutes for a variety of different boards and committees,” said Pendleton.
Pendleton said the minutes she submits for board approval are in draft form so that they can be amended as the board members deem necessary.
“I have never had an issue with any request to amend any minutes for any meetings I have taken minutes for,” she said. “Selectperson Tracy Cesan clearly verbally attacked me and accused myself and the chief administrative officer, for whom I work under, of deliberately altering the minutes of Nov. 5, 2012 to make her look bad.”
In addition to Cesan’s questioning of minutes, the board has received multiple open meeting law violation complaints from Cesan’s husband Paul who uncovered numerous missing meetings while researching a topic in town. Paul Cesan told the board this week that the minutes are “a huge mess” and it is “outrageous” that there are meeting minutes that do not include motions and votes taken during that meeting.
Stinehart said this week that Paul Cesan’s concerns have been addressed and noted that most of the minutes he complained about are not recent and the board and Pendleton have taken strides to beef up the accuracy and timeliness of the minutes.
Stinehart said new open law meeting regulations, which includes minutes and postings of meetings and agendas, were set in 2010. Pendleton attended training in 2011 and has been working with staff on the new regulations.
“We’ve come a long way,” said Stinehart, noting that the town was recognized for its efforts.
“Our newer agendas and minutes have reflected the practices the new guidelines would like us to use,” Stinehart said.
Agendas in recent months are more detailed than in the past and are available online as well as at meetings.
Town Clerk Michelle Hill is also helping comply with regulations by digitizing archives and making them available on the town website. Hill is also planning a public forum on the open meeting law this spring.
“We’re doing a lot to get data out there,” said Stinehart.
