Londonderry board orders staff to develop checklist after recurring open‑meeting posting problems

Town staff told the select board on Jan. 20 that recurring late submissions, multiple agenda revisions and inconsistent file formats have made it difficult to post committee materials in a timely, legally compliant way. Staff said committees often send materials after business hours or on holidays, leaving the town office unable to post notices that meet open‑meeting requirements.

Board members discussed the limits of staff authority and the committees’ statutory responsibility to comply with open‑meeting law. Staff emphasized they can flag noncompliance but cannot prevent committees from meeting. Members suggested a practical approach: a short written checklist and onboarding for committee chairs. The board agreed the select board should be the body that distributes and enforces the checklist, not the office staff, to maintain accountability. The board asked staff to draft the checklist and return with a proposal.

The discussion covered technical steps as well as practical problems: multiple versions of agendas arriving by email, submissions in inconsistent formats and the requirement to post notices in three physical locations plus the website. Board members said better onboarding for volunteer chairs — including a one‑page timeline and file format guidance — should reduce disputes and calls to staff. No formal policy change was adopted; the board directed staff to prepare and present a concise written checklist and dissemination plan at a future meeting.