Policy 2005-02

Georgetown Township Board

Conduct of Public Meetings

Statement of Policy:

It is the policy of the Board to fully comply with the requirement of the Open Meetings Act. This policy establishes certain guidelines for the conduct of public meetings and for comment and participation at those meetings by members of the public.

General Responsibility:

The Board Chairman shall be responsible for assuring compliance with the terms of this policy.

Adoption and Promulgation of Guidelines:

The Board adopts the “Guidelines of the Georgetown Township Board on the Conduct of Public Meetings” attached as Exhibit “A.” A copy of the Guidelines shall be brought to all meetings of the Township Board, and shall be available for public inspection upon request. The terms of the Guidelines are summarized in the “Summary of Audience Participation Guidelines” attached as Exhibit “B.” A copy of the “Summary of Audience Participation Guidelines” shall be posted at the regular meeting place of the Board, and copies may be distributed at a public meeting so that the public is informed regarding the procedures for audience participation at meetings of the Board.

Exhibit “A”

1. Opportunities for “Public Comment” on Agenda. The agenda of each meeting of the board provides two opportunities for “Public Comment.” The first opportunity is scheduled before formal approval of the agenda and the second is scheduled immediately before adjournment. Members of the public may only address the Board during these two portions of the agenda, unless otherwise directed by the chairperson. Each public comment portion of the agenda is limited to not more than one half (1/2) hour, unless an extension is approved by a majority vote of the board.

2. Conduct During the Public Comment Portions of the Agenda. A person wishing to address the board during either public comment portion of the agenda must come to the podium and indicate his/her name and address. Each speaker shall be permitted to address the board once for not more than three (3) minutes during each public comment portion of the agenda unless an extension to time is approved by a majority vote of the board. The chairperson shall have the responsibility of judging the appropriateness of comments made during the public comment portion of the agenda, subject to overrule by a majority of the board, and shall maintain order and dignity at all times.

3. Recommended Scope of Public Comments. Members of the public are encouraged to confine their remarks to matters which are on the board agenda and/or current concern and interest to operations of township government.

4. Questions by Board Members during Public Comment Portion of Agenda. Members of the board, upon recognition by the chairperson, shall have the privilege of questioning speakers during either public comment portion of the agenda. Time spent during questioning by members of the board shall not be deducted from the three-minute time limit for comment permitted to each speaker.

5. Prohibition upon Public Comment during Other Portions of Agenda. Other than during the two periods for public comment, the board shall follow the prepared agenda. Board members shall enter into the discussion of agenda items in a manner which permits other board members, township staff and members of the public to hear the proceedings of the board, but shall refrain from interaction with members of the public during business sessions. The chairperson may, at his/her discretion, call on members of the public for information which may assist the board in its consideration of any agenda item.

6. Comments by Members of Township Staff at Request of Board Members. Township staff may be requested to be present during a board meeting to discuss agenda items. Any member of the board may direct questions or requests for information to township staff at any time during the discussion of any agenda item.

7. Formal Presentations to the Board. Persons invited to make a formal presentation to the board should limit their presentation to no more than ten (10) minutes, unless other arrangements have been made with the chairperson.

Exhibit “B”

Summary of Audience Participation Guidelines

The Georgetown Township Board invites and encourages audience participation at meetings.

Audience members may address the board during the public comment time at the beginning and conclusion of board meetings.

At either time, individual comments will be limited to three minutes. The number of persons wishing to address the board will dictate the time allotted. The total time for audience participation will not exceed thirty minutes at either time public comment is permitted.

The board may waive the three-minute rule and other time limitations for a definite period of time by a majority vote of the board.

The complete guidelines for audience participation at public meetings are set forth in the “Policy of the Georgetown Township Board on the Conduct of Public Meetings” adopted by the board.