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
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