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HomeMy Public PortalAboutADM-144_Board Packets_Effective 08-25-2023 City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Board Packets Policy Number Effective Date Last Revision Page No. ADM-144 8/25/2023 Page 1 of 2 Approved by: Section 1.0: Purpose The City began the transition to a paperless environment in 2018. The efficiency of digital processes is apparent in terms of cost, time, ease of access to documents and transparency. In 2022 the City worked with Comcast to make high-speed internet access available to the last remaining 142 homes in the City without such service. The City values digital equity and understands that there are financial barriers to digital documents for some. Additionally, there are those who have not made the transition to the cyber environment. Section 2.0: Scope This policy applies to staff liaisons who are under the jurisdiction of the City Manager who provide support to any board, committee, or commission. Section 3.0: Definitions Board Packet- Supporting documents and other information provided to the members of a board, committee or commission of the City of Lebanon related to the work of the body they serve on. Section 4.0: Policy Detail The creation of board packets for board, committee and commission members provides the members of our various volunteer bodies with the documents and information they need to serve the City. The objective is to provide this information in a timely manner prior to the meeting regarding the subject matter at hand and to allow members of those bodies to conduct business effectively during meetings. The information must be accurate. The information contained within board packets is also available to the public. This serves two additional purposes. This allows members of the public and stakeholders to have the information they need to provide meaningful public comment. Additionally, this enhances transparency to allow the public to become aware of the City’s activities. Section 5.0: Procedures 5.1 Digital Board Packets DocuSign Envelope ID: 1C38650E-A7C4-48F0-9F48-1680015B7C92 City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES Board Packets Policy Number Effective Date Last Revision Page No. ADM-144 8/25/2023 Page 2 of 2 Approved by: Board packets will be developed by the department and staff liaison which has been assigned to a respective board, committee, or commission. The board packets will be entered into the City’s digital agenda platform which is available to members of the board and the public. This shall be the primary means by which documents, and other information are provided to members of the various boards and committees. 5.2 Paper Board Packets Board packets in a paper format shall be provided to members of a board, committee, or commission upon request of members of the board, committee, or commission. Paper packets are more costly to develop and cannot be easily changed. Paper packets may either be picked up at the respective department office that provides liaison service or provided to the member at the time of the meeting. Section 6.0: References (Charter/Code/State Statues) 1. NH RSA 91-A 2. US Freedom of Information Act Section 7.0: Policy & Procedure Revision History Section Revisions Date Original Adoption 8/25/2023 Amendment Amendment Amendment DocuSign Envelope ID: 1C38650E-A7C4-48F0-9F48-1680015B7C92