HomeMy WebLinkAbout4.a. Continue discussion regarding protocol for handling written public comment correspondence received as part of Board and Committee meetings Page 1 of 4
Item 4.a.
CENTRAL SAN BOARD OF DIRECTORS
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POSITION PAPER
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DRAFT
MEETINGDATE: JULY18, 2022
SUBJECT: CONTINUE DISCUSSION REGARDING PROTOCOL FOR HANDLING
WRITTEN PUBLIC COMMENT CORRESPONDENCE RECEIVED AS PART
OF BOARD AND COMMITTEE MEETINGS
SUBMITTED BY: INITIATING DEPARTMENT:
KATIE YOUNG, SECRETARY OF THE SECRETARYOF THE DISTRICT
DISTRICT
REVIEWED BY: KENTON L. ALM, DISTRICT COUNSEL
ROGER S. BAILEY, GENERAL MANAGER
ISSUE
At the July 5, 2022 Administration Committee meeting, staff was provided direction to create two draft
policies with the suggestions provided at the meeting regarding District protocol on correspondence
received during Board and Committee meetings for review.
BACKGROUND
As described in the District's current Board Handbook, members of the public may comment on items that
are on the agenda as they come up for discussion. The Board President will ask if anyone present wishes
to comment on the agenda item.
For items that are not on the agenda, the public may comment during the "Public Comment Period." The
Brown Act prohibits discussion of non-agendized items. I n some cases, it may be appropriate for Board
Members to ask questions in order to clarify the matter, so it may be properly agendized for a future
meeting.
For public comments on items on the agenda, the Board may discuss the merits of the item after public
comment. During this time, the Board may ask staff additional questions or seek the advice of the General
Manager and/or the District Counsel.
During the last two years of the pandemic, the Board has received public comments via the
Speaker/Comment Card option on the District website or via electronic mail to the Secretary of the District.
In past practice, the Secretary of the District has read the comments received for the record and the public
comment is uploaded to the District website after the meeting for public review.
July 18, 2022 Special ADMIN Committee Meeting Agenda Packet- Page 4 of 17
Page 2 of 4
Discussion ensued at the July 5 Administration Committee meeting and direction was provided to staff to
draft two proposed policies for the Committee's consideration. Attachment 1 allows for written public
comments of non-personnel nature to be read aloud at the Board meetings. Attachment 2 states that no
written public comments will be read aloud at the Board meetings.
ALTERNATIVES/CONSIDERATIONS
The Board could choose to continue with current practices and/or not create a Board policy.
FINANCIAL IMPACTS
None.
COMMITTEE RECOMMENDATION
The Administration Committee discussed this matter at its meeting of July 5, 2022 and recommended
RECOMMENDED BOARD ACTION
Continue discussion and provide direction to staff or recommend a policy for Board consideration.
Strategic Plan re-In
GOAL ONE: Customer and Community
Strategy 1—Deliver high-quality customer service, Strategy 3- Build neighborhood and industry relations
GOAL FOUR: Governance and Fiscal Responsibility
Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility, Strategy 2- Encourage and facilitate
public participation
ATTACHMENTS:
1. Proposed BP regarding Public Comments -Alternative 1
2. Proposed BP regarding Public Comments -Alternative 2
July 18, 2022 Special ADMIN Committee Meeting Agenda Packet- Page 5 of 17
Page 3 of 4
Alternative 1 ATTACHMENT 1
DRAFT
Number: BP xxx
Authority: Board of Directors
Adopted:
Revised:
Reviewed:
Initiating Dept./Div.: Board of Directors/
Secretary of the District
BOARD POLICY
PROTOCOL FOR HANDLING WRITTEN PUBLIC COMMENTS
TO THE BOARD OF DIRECTORS
PURPOSE
To establish a policy for handling written public comments received prior to or during a
Board Meeting.
POLICY
This policy establishes the criteria for handling written public comments when received
by the Board of Directors, Secretary of the District, or General Manager.
The Board welcomes input from the community at any time, including during public
hearings, public comment periods at meetings, or during discussion of an item listed on
the agenda.
All written public comments received prior to the meeting will be distributed to the Board
of Directors and General Manager upon receipt and will be retained by the Secretary of
the District for the record. Public comments of a non-personnel nature will be read aloud
into the meeting record, either during the discussion of the appropriate agenda item or
the public comment period. After completion of the Board Meeting, the Secretary of the
District will post the received public comments to the District website with the
appropriate agenda materials.
Copies of all correspondence or written comments will be made available to all persons
physically present at the Board Meeting.
[Original Retained by the Secretary of the District]
July 18, 2022 Special ADMIN Committee Meeting Agenda Packet- Page 6 of 17
Page 4 of 4
Alternative 2 ATTACHMENT 2
DRAFT
Number: BP xxx
Authority: Board of Directors
Adopted:
Revised:
Reviewed:
Initiating Dept./Div.: Board of Directors/
Secretary of the District
BOARD POLICY
PROTOCOL FOR HANDLING WRITTEN PUBLIC COMMENTS
TO THE BOARD OF DIRECTORS
PURPOSE
To establish a policy for handling written public comments received prior to or during a
Board Meeting.
POLICY
This policy establishes the criteria for handling written public comments when received
by the Board of Directors (Board), Secretary of the District, or General Manager.
The Board welcomes input from the community at any time, including during public
hearings, public comment periods at meetings, or during discussion of an item listed on
the agenda.
All written public comments received prior to the meeting will be distributed to the Board
and General Manager upon receipt. Written comments received during the Meeting,
which are not related to an item on the agenda, will be noted for the record along with
the authors name, but the text will typically not be read publicly into the record. If a
written public comment pertains to an agenda item where the Board may take an action,
that comment will be noted for the record and summarized, or in the Board President's
discretion, read into the record prior to any Board action on that matter.
Copies of all correspondence or written comments will be made available to all persons
physically present at the Board Meeting. After completion of the Board Meeting, the
Secretary of the District will post the received written public comments to the District
website with the appropriate agenda materials.
[Original Retained by the Secretary of the District]
July 18, 2022 Special ADMIN Committee Meeting Agenda Packet- Page 7 of 17