HomeMy WebLinkAbout04.c. Continue discussion regarding protocol for written public comment correspondence received during Board and Committee meetings Page 1 of 4
Item 4.c.
CENTRAL SAN BOARD OF DIRECTORS
. , , .
POSITION PAPER
. ,
DRAFT
MEETING DATE: AUGUST2, 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. On July 18, 2022, the Committee requested
staff draft Board guidelines for review and consideration.
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.
I n past practice, the Secretary of the District has read the comments received for the record and the public
August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 23 of 52
Page 2 of 4
comment is uploaded to the District website after the meeting for public review.
Discussion ensued at the July 5 and July 18 Administration Committee meetings. Staff presented
proposed policies for consideration on July 5 and direction was provided for staff to draft guidelines for
handling written public comments prior and during Board and Committee meetings. The draft guidelines
are attached for review and discussion.
ALTERNATIVES/CONSIDERATIONS
The Board could choose to continue with current practices and/or not create Board Guidelines.
FINANCIAL IMPACTS
None.
COMMITTEE RECOMMENDATION
The Administration Committee discussed this matter at its meetings of July 5 and July 18, 2022 and
recommended
RECOMMENDED BOARD ACTION
Continue discussion and provide direction to staff or recommend the guidelines for Board consideration.
Strategic Plan Tie-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 Guidelines for Handling Written Public Comments
August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 24 of 52
Page 3 of 4
DRAFT
Guidelines for Handling Written Public Comment
These guidelines establish 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 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.
The Board President or the Committee Chair has the authority to use their discretion in
implementing these guidelines based on circumstances.
Written comments will be made available during the Board Meeting.
Agendized Items
Members of the public may provide written comments on items on the agenda as they
come up for discussion.
• Comments received prior to posting of the agenda materials will be
included in the agenda packet.
• Comments received after posting of the agenda materials will be
summarized during the meeting, including the author's name.
• All comments received on an agendized item may be read aloud at the
Board's discretion and will be posted to the District website with the
agenda materials.
Items not on the Agenda
Members of the public may provide written comments on items not on the agenda
during the Public Comment portion of the meeting.
• Written comments received which are not related to an item on the
agenda, may be read aloud except those of personnel nature, threats, or
inappropriate material.
• To properly manage time, consideration will be given to the number of
comments and the length of each comment.
• The General Manager or his/her designee (or potentially the
Board/Committee Chair) will determine which written public comments are
deemed appropriate to potentially be read during the meetings.
• After completion of the Board Meeting, the Secretary of the District may
post the received written public comments, as determined appropriate by
August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 25 of 52
Page 4 of 4
DRAFT
Guidelines for Handling Written Public Comment
the General Manager or his/her designee, to the District website with the
agenda materials.
[To be included in the Board Handbook]
August 2, 2022 Regular ADMIN Committee Meeting Agenda Packet- Page 26 of 52