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Commission continues review of electronic signatures, staff to consult DEP portal
Summary
Commission staff will continue evaluating electronic-signature procedures for Conservation Commission documents; Tim will attend a DEP portal training and return to the commission with draft procedural language and sample documents.
The Needham Conservation Commission continued discussion on adopting electronic signatures for commission business and directed staff to gather additional information from state resources and neighboring towns.
Tim told commissioners he has a DEP training scheduled on the agency's online portal and is seeking sample documents from a neighboring agent; he said: "I have a training tomorrow with DEP about using their online portal for submissions, and... I was hoping to get some sample documents from [a neighboring town]." He reported that Dedham uses an electronic signatures process tied to a roll-call vote: "Dedham does. Okay. So after a roll call vote, that would be... your roll call vote would be your binding signature that then staff would wet sign over the electronic printout."
Commissioners asked whether the signatures would apply to remote or hybrid meetings; Tim confirmed the question applied to both formats. Members requested that Tim draft a Needham certificate of vote and gather model procedures from other towns; he said he will try to obtain sample documents and expects to return with drafts for formal deliberation at the next meeting.
No formal change was made at the Sept. 11 meeting; the commission kept the item on future agendas while staff completes DEP portal training and collects sample language for a certification document and procedural steps.
