So that I understand, we can delete the address for every VT agency that we send Town Reports to and only send the electronic copy to VSARA?
Nancy J. Ertle Corinth Town Clerk
PO Box 461
1387 Cookeville Rd
Corinth, VT 05039
Dear Municipal Clerks,
(Apologies for cross-posting!)
As you may know, Act 50 of 2017 made the following change to 24 V.S.A. § 1173:
“The clerk of a municipality shall supply annually each library in such municipality with two copies of the municipal report, upon its publication. The clerk shall also send to the Vermont State Archives and Records Administration one copy thereof in a manner prescribed by the State Archivist. Officers making these reports shall supply the clerk of the municipality with the copies necessary for him or her to comply with the provisions of this section and section 1174 of this title.”
The above statutory change became effective as of July 1, 2017. What this means is that you no longer have to send multiple copies of your town report to all of the various state agencies that you have sent the report to in the past. Instead, you simply have to send a single electronic copy to a specific email address at VSARA.
For towns that have already submitted their annual reports to the Department of Libraries, they do not need to resubmit at this time. VSARA will send out a submission reminder notice one month prior to the March 2018 town meeting, with the submission process below for sending town reports to the Vermont State Archives and Records Administration (VSARA).
For towns that have not yet submitted their 2017 annual town report to the Department of Libraries please follow the submission process outlined below once your town report is published.
Town reports shall now be submitted electronically to the Vermont State Archives and Records Administration (VSARA) via email to [log in to unmask] with the subject line “Town Report Submission for [Municipality Name Here]”.
Due to the high volume of reports expected, VSARA asks that towns rename their attachment in the following manner:
VermontTownReports_[Municipality Name Here]_2017
VSARA accepts the following file formats for town reports:
Portable document format (PDF or PDF/A)
Word (.doc or .docx)
If you cannot submit your town report in one of the formats above please contact [log in to unmask] or call Megan Wheaton-Book at 802-828-3897. All town reports will be publicly available through VT Re·tain, the State of Vermont’s Digital Archives, once processed.
Records Analyst III
Vermont State Archives & Records Administration
1078 U.S. Route 2, Middlesex
Montpelier, VT 05633-7701
802-828-3897 | [log in to unmask]