The Harwich Affordable Housing Trust hit a procedural wall Friday afternoon while attempting to resolve a public records request regarding land acquisition efforts from 2021. Acting Chair Bob Spencer announced that despite an extensive search by current and former staff, the board remains unable to locate executive session minutes from a crucial meeting held on June 24, 2021.

The search was prompted by a formal public records request specifically targeting the taking of map 82, parcel R5. Spencer noted that while three other sets of minutes from that year were successfully recovered, the June records—which reportedly involve discussions on land acquisition—are effectively missing. As we have no executive session minutes for the June 24, 2021 executive session, I believe we have no choice but to table action on these June 24, 2021 executive session minutes until such time as actual minutes can be produced and considered, Spencer said, adding that to act otherwise would be subverting the integrity of the Trust.

To maintain transparency, the Trust moved to release three other sets of previously confidential minutes that were located during the search. Motion Made by B. Spencer to release the executive session minutes dated January 5, 2021, March 12, 2021, and May 20, 2021 as presented. Motion Passed (3-0-0). These documents were formally authorized for inclusion in the public record following a series of unanimous votes. Motion Made by J. Handler to approve the executive session minutes for January 5, 2021. Motion Passed (3-0-0). Similar motions for the March 12 and May 20 dates also passed with the support of all three members present.

The missing June minutes are a point of concern because they coincide with the Trust’s historical interest in Parcel R5. Spencer pointed out that while the specific minutes are lost, other public documents from September 2021 already confirm the Trust took unanimous action to seek and fund tax title research and appraisal services for that specific parcel. These financial expenditures are part of the Trust's broader effort to manage town land for housing, even as the board currently navigates a vacancy for its fifth seat—a position the Trust recently asked the Select Board to fill to ensure oversight of multi-million dollar projects like the Queen Anne Road development.

Member Jeff Handler recognized the heavy administrative lift required to piece together the historical record. I would just like to recognize your efforts over the last several days doing an incredible amount of work to pull this all together, Handler told Spencer. I can only imagine anybody who's been following along... would feel the same way. A third board member seconded the motions throughout the brief session, ensuring the recovered records could finally be released to the public as the town continues to monitor its 5% affordable housing milestone.