Planning board considers switching to digital agenda packets to cut mailing costs

Development Services staff proposed moving the Panama City Planning Board to digital distribution of agenda packets to reduce printing and mailing costs, and the board agreed to try posting agendas online and emailing a link with paper copies available at the meeting or on request.

Staff said digital distribution is “the least…most cost effective option” and asked the board to consider eliminating mailed packets while continuing to provide printed materials at meetings for members who need them. Staff also said when packets are finalized they will be posted online no later than the Tuesday before the meeting and a link and email notification will be sent to the board.

Several board members supported the change. One board member said a single mailed packet cost $31 and noted that amount multiplied for several members, arguing that email delivery and on-site printing would save the city money. “This mail out just for me was $31 and I feel like I could easily just receive that as an email and save the city,” a board member said.

Staff said the higher cost for the most recent mailing reflected a rush printing job and reiterated that if members prefer paper they can still request hard copies in advance; staff offered to print complex items when requested. Board members agreed to the plan to post agendas online, email members when the agenda is available, and continue providing paper copies at the meeting for those who want them.

The board did not take a formal vote; staff said it will implement the change and monitor whether the digital-first approach creates problems, and revert if the change proves impractical.