I got I pledge to the flag >> to the flag United States of America to the republic for its indivisible with liberty and justice for all. Roll call. >> Mr. Carol
>> here. >> Mr. Pledo >> here. >> Mr. Tulle is absent. Mr. Toro >> here. >> Mr. Weransky is absent. Councilman Alman is absent. Mayor Komari >> here. >> Chairman Sabino >> here. >> Let the record reflect also in
attendance are attorney Ru Lamatina, engineer Paul Asina is absent, and secretary Grace Kish is here. >> Thank you. Please read the public portion. To participate in the general public portion of the meeting, please click link below to join the webinar. You will be asked to state your name and
address for the record and we can let only one person speak at a time. This public comment portion is only for non-aggenda items. Time is set aside later in the meeting to address questions or comments about current agenda items. If you are participating by phone, press star 9 to raise your
hand and star six to unmute. At the end of the general public portion, no further general questions or comments will be accepted. >> Thank you. Do we have a motion to open the public portion? >> Motion. >> Second. >> All in favor? >> I >> I
>> I. >> No one here in the audience. Anyone on video? >> No. No. >> Okay. Do we have a motion to close the public portion? >> So moved. >> Second. >> All in favor? I
>> I >> I >> Okay, on to old business. Resolution PB 26-11 to approve the application of Washington State's Holdings LLC for major soil movement at 76 Gorger Place
1101.01 lot 5.03. Do we do I have any comments on Do I have any comments on the resolution? >> Nope. >> No comments.
Okay. Do I have a motion to approve resolution PB26-11? >> I'll motion that. >> I'll second. >> Call. >> Mr. Carol. Yes, >> Mr. Pledo. >> Yes.
>> Um, Mayor Kamari. >> Yes. >> Chairman Sabino. >> Yes. >> Resolution is approved. >> Okay. That's next. >> Yep. Okay. Uh, next
is the continuation of discussion regarding the posting of the application documents on the town website. In your packet, you should have a letter from a town resident asking that
that instead of not having or having the town post the uh the plants application documentation, including the plans, continue to have them on the website, but password to protect those
documents. So with us tonight is a representative from uh town's IT department because when I received the letter I had asked Grace to do some investigation as to whether we can password protect the
documents on the town's website and then whoever wanted to see those documents we call Grace and Grace will give them the the password. Uh so Grace maybe introduce >> Yes. This is Heather Henry and she's here to answer your questions and I'll
just explain how how it would work. >> Yeah. Yeah. Uh good evening Heather. >> Hello. >> Maybe what you could do is maybe walk us through uh the process of password protecting
the documents on the town's website. >> Sure. So, I set up an example for Grace this afternoon, whereas I don't know if who else has a laptop with them, but if you try to click on the link now for the
planning board applications, current applications, it'll bring you to the page, but now it will require credentials to log in to see that page. So, it worked fine for Grace. She tested
it out for me today. But what we were also talking about is each time I create a new application, whether it be for zoning board or planning board, I essentially create a new page. So now
really the only difference is I would create that page with the application, but also it would be password protected. So it kind of doubles up on the password protection, >> you know. So the general public can no longer see the current applications or
the individual applications unless they have credentials. >> Got it. Now is there a a cost associated every time you have to go in and set up a page within our town's website?
>> No. No. >> And how much time does it require of you to do it? or is that part of your >> Yeah, I mean >> responsibilities >> you know basically this all came about I started doing it this way once COVID hit
and we were mandated to do it with the EO at the time we had to have everything available online so for every application I do create a you know a new a separate page so I've been doing it for five years >> okay >> six years really almost right
>> thank you >> question I have a question. Um, if they uh get the document up online, are they able to print that document out? >> Yes, they can download it and print it. >> Okay. So,
so anybody can get their hands on it. That's the problem, right? >> Yeah. Okay. Well, we were we were also talking about so the other scenario is a lot of times Sue will call me and ask me for the link to application pages because people
Oprah requests them. So instead of her I guess researching all the documents obviously it's easier to just send the person a link that is linked to all the documents. So they've always had that ability. So I don't
know. I mean, I'm I think that the documents are public. Like, if someone wanted to see an application before your meeting, how is that handled now? >> So, they can come to the office to view them in person, but most people don't.
Most people go to the website, >> right? >> Yeah. >> I mean, my my point of view is I mean, I'm okay. Maybe what we do is like a trial period. Maybe give it a couple months, see if it works. See if
it reduces the risk of what had occurred in the past where someone was able to get the plans. Then start sending out invoices to uh to the homeowners that are on the application and see if it deters any uh unscrupulous
uh individuals out there. >> I have a question. How how often are these passwords changed or like are they do they autopop populate or do you have to manually change them? >> Well, to start out I would give each
board member their own credentials. So the only question you know that we were talking about is if somebody else if a resident or whatever wanted access and we gave them credentials yes I can issue them the credentials but I can also take them away. that's under my
control. So if you want to designate, you know, the credentials are good for a week, a month, what, you know, we could do that as well, not forever. >> Maybe like every 30 days or something
like that. >> I mean, my my concern is um what's to stop a bad actor? like how are we going to verify that these people are >> have good intentions of looking at things and not bad you know is this
really I I hate to put it this way is this really a waste of our time because anyone can call in they don't have to give a reason they can just say I want cred you know credentials there's no way >> well who's going to yeah who's going to secure that anyway I mean who's going to
vet whoever calls Grace and says hey I need access to these documents >> yeah I think we're saying the same thing say is >> anyone can call in they don't have to say who they are probably or anything >> like that since it's open to the public per se
>> are we allowed to ask for uh excuse me some some kind of ID license >> well they they do need to provide a valid email address for the credentials to work if that helps at all >> sorry go ahead
>> no Mr. Ch what's what's the problem here? Like what is it that we're trying to uh fix? >> The the issue is that having individuals access the applications and then use the
information contained within those applications to send the applicant an invoice which had occurred in the past >> asking for money be sent to them. And Grace, maybe you can say, >> "Yeah, I think you weren't we're not here at our last meeting, but
>> that's correct." Yeah. >> Someone has been mining the public information that we're putting on our website combined with information on the public notice. That's from the newspaper and um sending out scam emails with an
invoice asking for money to be wired. We've had a couple of instances within like since November, maybe three or four, and other towns are experiencing it and it it seems like a thing now. >> Okay. So, I I guess we're going to be
doing this across the boards, right? Not just for planning. >> So, the zoning board hasn't talked about it yet, but I'll let them know, you know, what you guys decided. >> I mean, without both boards buyins, it really doesn't mean anything. if we lock down planning but zoning leaves theirs
open. >> I doubt that they would >> not do anything, right? So, >> okay. >> Yeah. >> All right. So, so we have the current applications uh site uh locked down. So, when I try to go in there, it's asking me for us and password, but on the
planning board page of the website, I can still click open the resolutions and the agendas. Those were assuming we're okay are okay to have access. >> Yeah. >> Yes. Yeah. >> Okay. Got it.
All right. So then then the question becomes okay. Who gets a username and password? >> Um and under what authority are are we access are we giving that access and then okay I'm a planning board member. I log
in. I'm assuming I will see everything. Heather, is that correct? >> Yes. just as you have in the past. >> Okay. >> Okay. >> And then how about the applicant themselves? What will they will they have their own login now? So they can
only access their own applications and documents versus everything >> we can I I think you know you guys have to talk through procedure who who you want to give access. I can set up
anybody obviously um to have access you know I I think it might be good just to designate one person from the application you know to have the access we don't want to give out a million you know loginins but um it's it's kind of
up to you guys >> but that account for that applicant will only be for their respective documents right not for everything Um >> I would think that's if we lock it down by each page. >> Yes.
>> Globally across all the pages for our board. >> So each like I was trying to explain before each application is a new page. So each application will have their own
login information. So, the login information will only work for whatever um 82 Gorga or whatever it may be. >> Yeah. Okay. Perfect. Perfect. >> But but we can't deny someone if they
look for credentials. We can't challenge them or, you know, so >> Well, that's actually a good question, Mr. Mayor. Yeah. Like if if some if somebody random says, "Hey, I want to see the the information about you know, Gorgga." Who who's policing that? and
and and under what circumstances are we just giving access to somebody random that just calls in? >> Yeah, I think we need Lou to weigh in maybe on that one. That's a legal question, >> right? Is it like a Oprah request? I mean, how do you deny people?
>> Well, I mean, do do township residents have the legal right to anything on the with regards to the planning board >> under Oprah? They have a right to certain categories of things. It's a whole different category. So we're talking about planning board not an open
request. So I think you can do whatever you want. Remember before COVID there was no such thing as online access. So the reason for online access is no longer there. It was only um set up again for COVID. So you can certainly
not allow access >> when you ask for email address and ID. Are we allowed to ask for like a driver's license number to identify them so that we know they're a an active person instead of coming up
with a false email? And so they're tied to that driver's license number. So if anything should happen down the road, we have a way to to get that person. instead of just an email that could go away. Is are we legal to ask for a driver's license number in order for
them to >> I'd say sure. Again, going on the on the presumption that we don't have to do anything so we can establish rules that are, you know, >> right, >> for the safety of the applicants um to make sure that we're giving the information out to somebody who should
have it and not a scam. Because if somebody wants to scam, they're not going to be that willing to give their license >> number because good point. >> But but on the other hand, and excuse me, I put my IT hat on for a moment. Yeah. >> If if three people have credentials, how
do we know which one was the leaked, if you will, almost? I don't think you can lock it down that far. >> Yeah. So yeah, I'm almost of the the opinion maybe as a trial we pull all the
documents off the website up until we can see how many people make an inquiry as a trial to say hey why isn't it available to me that's the only shorefire way to handle this I agree Mr. mayor and see if there's a demand or not.
>> Right. >> Yeah, that's actually evaluate it >> after a couple months. Then Grace also >> maybe speak to the zoning board. >> Yeah. >> Because because Lou u someone can either go to Grace's office or submit an Oprah
request to look at these applications, >> right? >> But but at least Oprah, I mean, I know you can do an anonymous one, but at least there's an email address if you do an anonymous one. Um because that's how you would send the documents back to the person.
>> Yeah, I think that's a good suggestion. Just don't allow access and see what happens. Somebody else complains, you know, then then address it. >> Okay. >> Yeah, >> sounds good. >> Okay, sounds good. >> How do we So, how do we get access in
the meantime, Mr. Chairman? Well, what will happen is we'll continue with the the normal process where Grace will uh send out archives. >> So, we'll have >> Oh, no. I mean, Heather already put put a firewall online. Can we just get our
own username and password? >> You guys can have a login. >> I think she can take that down just as quick as she put it in. But >> if we're not going to make it available, it's a moot point. >> Well, I can leave it as is. meaning you uh you'll each get your own credentials
>> and this and this way I can still do it all online >> but it'll be password protected and the only people that will have access will be the board >> so that you guys can access the files you know it's web based obviously you can you don't need your email or your
own computer do you want them still web- based for your own convenience >> for my purposes that would be great yes Mr. Chairman. >> Yeah. Yep. All right. Yeah. Heather, how would you lock us down that our email address and then some type of a password?
>> Yeah. Do you do you all have a township email? >> Yes. >> Yes. >> Everybody. Okay. So, I with Grace tomorrow I can um set up everybody with a username and password for your credentials and then I can email that to
you obviously. >> Okay. All right. So, the plan board members will have >> I I mean, do we want to take it a step further and say anyone who has a valid township email address, uh, you know, I don't know if building
ever has to look at our plans for anything, they don't. They don't. Okay. >> All right. So, >> let's lock it down and see if anyone from even in here complains that it's an issue. >> Okay. >> Okay. So board members will have access to the to the page
>> and then if any residents or someone wants uh access to the application >> they can submit an opra. >> They can submit an opra or go to the planning zoning board office and come to the office and look at them. >> Sounds good.
>> I did want to just say because um I know last week we talked about you know what my hours are in the office. I'm always willing to make an appointment. If someone has tough work hours and they need to come at 8:00, I'm always willing to make that appointment with them and stay so that they can see the doctor.
>> Or maybe even we could work something out with your building department. >> Yes. Who they may be. Yes. >> How often does it does it happen? How often are you >> not very often? >> Well, if we lock it down, it may happen more often if they can't get it. We can wait and see.
>> But it's gonna have to >> This will be an interesting test. >> Yeah. Yeah. Yeah. I agree. Right. >> Okay. I think we have a solution. And Grace, one other thing, just to inform the zoning board. >> I will do that. >> What we're doing to ensure consistency. >> Yeah. >> Between the boards.
>> Yes. >> Okay. >> All right. So, other than that, there are no minutes. >> Thank you, Heather. >> Thank you, Heather. You got it. >> Pleasure. >> We have no minutes. Unfortunately, Grace could not get around to due to her
sickness. So, she promised next meeting she'll have them all completely tonight. >> Yes. >> There just going to be more. >> I promise. >> I promise. >> Exactly. So, uh other than that, any board member have any issues or topics
they would like to discuss? >> No. >> So, do we have a motion to adjurnn? >> Motion. >> Second. All in favor? >> I I >> Thank you. See everybody in a couple weeks. Very good. >> Have a good night everyone.
>> Good night. Good night. Stay warm.