ESSEX — The town's selectmen have launched an investigation into the disappearance of documents and computer files associated with the Essex Youth Commission's Summer Program.
The selectmen — who have been acting as the Youth Commission since the commission's membership fell below the required quorum number in November 2008 — issued a prepared statement late Thursday explaining that they recently learned that some records believed to pertain, but not be limited to, the EYC's summer program were "unaccounted for."
Attempts to reach selectmen were unsuccessful Friday.
However, the statement warned that the missing records may contain health information or other personally identifiable information for individuals who participated in the summer program including, participants, their parents, and staff.
According to the statement, the town immediately launched an investigation when it learned that the files were unaccounted for and it set in motion a plan for retrieval of the records, "which includes legal action," the selectmen said.
The town also notified the state Attorney General's office, the director of consumer affairs and business regulation and the secretary for the federal Department of Health and Human Services.
"The town's response to this matter continues and will not end until all reasonable efforts have been exhausted," Selectmen Chairman Raymond Randall said in the statement. "The town considers this situation unacceptable and will strive to avoid such circumstances in the future."
The town is currently reviewing all of its document privacy and security policies to further protect individuals' private information, Randall added.
The town has not received any reports that any individual's personal or medical information has been used improperly.
Town officials do not believe that an actual breach of information has occurred, but cannot yet rule out that possibility.
"As such, out of an abundance of caution, and in keeping with established legal protocols, the town is utilizing print media and its Web site (essexma.org) to notify all potentially affected parties of the possible breach so that they can take any steps they feel appropriate under the circumstances," according to the selectmen's statement.
Randall indicated the town would've preferred to have contacted the parties potentially affected by the situation on an individual basis, however, a complete listing of all parties is not available.
Despite the current situation, a summer program will be offered next year.
"The Essex Summer Program will most certainly be offered next summer, with improvements and new data security protocols in place," Randall said. "The selectmen are committed to continuous refinement of our programs on behalf of the youth of Essex."
Earlier this summer, some residents criticized the Board of Selectmen for its decision to prohibit the summer program from using the Centennial Grove cottage.
While the Board of Selectmen has still not taken any votes on the matter, members have showed an interest in putting the Chebacco Lake cottage on the market.
Some residents have left comments on an Essex Youth Commission Facebook page saying the issue is "between money and the children" and that the board is being "greedy."
Despite the vocal opposition, Randall never wavered in his belief that selling the cottage will not only benefit the summer program, but the entire town.
To those ends, the selectmen are in the process of creating a new committee to consider all aspects of the Centennial Grove area.
The summer camp program returned to Centennial Grove this year after being forced to relocate to Essex Elementary School last summer due to filming of the movie, "Grown Ups."
The program was still able to use the open-air pavilion, a small building for changing clothes, the concession stand building for an administrative office, the beach, and the various playing fields.
Jonathan L'Ecuyer can be reached at 978-283-7000 x3451 or jlecuyer@gloucestertimes.com.
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