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HomeMy WebLinkAbout32. Direction on Sign-up Sheet for Citizen Participation at Council MeetingsTO: Mayor and Members of the Common Council FROM: Pamela R. Ubrig, City Clerk Lynn A. Lorenson, City Attorney DATE: April 20, 2017 RE: Direction on Sign-up Sheet for Citizen Participation at Council Meetings At the direction of the Council staff contacted several other cities regarding their practices for allowing members of the public to speak to items on the Council agendas or to items in general and specifically as to practices for having persons who wish to speak sign in prior to speaking. Attached please find a summary of the information from those communities which responded. In addition to those communities, we are familiar with the common practices of some of the other communities across the state. The amount of public discussion in many cases represents the balance between efficiently conducting public business and taking citizen input into that decision making process. The open meetings law allows citizens the right to attend and observe meetings but does not require the public be allowed to speak or actively participate, unless required by another statute such as for public hearings. Governmental bodies are thus free to determine for themselves whether and to what extent to allow citizen participation. The City of Oshkosh has a history of allowing more citizen input than is required by law. Similarly the law is silent as to any requirements for recording who speaks and what is said at meetings. Wisconsin Statutes require only that a record be kept of the motions and votes of the body. Most municipalities including Oshkosh keep more complete records of the proceedings including information relating to those who address the various issues, their position on the issue and a general description of the Council discussion in addition to all motions and votes of the body. In order to keep a complete and accurate record of the proceedings, we currently request citizens to state their name and address prior to addressing the Council. This method is probably easiest for citizens to comply with. Staff does their best to record the name and address accurately, however there are times when the person says their name or address quickly or quietly, or the name is not spelled in a common fashion and staff may not accurately record the information. City Hall, 215 Church Avenue P.O. Box 1130 Oshkosh, WI 54903-1130 920.236.5000 http://www.ci.oshkosh.wi.us In addition, there have been rare occasions where some person has objected to announcing their address publicly. Some cities and other governmental bodies have addressed these issues by requiring persons speaking to sign up prior to addressing the governmental body. The obvious advantage to this is that the person's name and address are recorded correctly. This method may allow for more orderly and efficient conduct of the meeting by allowing the presiding officer to know when individuals wish to speak to the Council avoiding unnecessary delay waiting to see if persons may wish to address items. In some municipalities, the Clerk or presiding officer calls on the person to address the Council when the item is presented. This can also be assistance to the persons wishing to address items who are not certain when to address the Council. This method may also allow the City Clerk to capture the address of persons who do not wish to announce their address on the radio/tv to record the address in the minutes. Capturing accurate information would also allow for follow up if necessary with the individuals. Accommodations could be made to allow for those who did not pre -sign up to speak. If the Council would like to move to a sign in format, we have reviewed the sign in sheets for various municipalities and from those developed two examples for Council's review. The examples we reviewed varied from a single sheet for all persons to sign in to individual sheets for each speaker and from very basic information to requiring a more detail regarding the content of the remarks. Attached to this memorandum are draft examples of an individual sheet and multiple speaker sheet. We believe that it may be easiest to use individual sheets for each speaker which could be provided in a pad format outside the Council Chambers where the Agendas are available prior to the meeting. This method would alleviate concerns about having to have persons standing in a line waiting to sign up. Persons could simply take a sheet from the pad and fill it in at their seats. If the individual sheets are used, the sheets could be collected by the City Clerk prior to the meeting's start and sorted in order of the meeting agenda. This method could reduce the need to individually read each item on the Consent Agenda and wait to see if someone would like to address the item. The Mayor could simply note that the Council will now consider all items on the Consent Agenda and ask the Clerk if there are any individuals who have signed up to address any of those items. The City Clerk could respond either "no" or individually call the persons up "Yes, Mr. Mayor, Ms. Lorenson would like to address resolution 17-166, Ms. Lorenson would you please come forward". If there are no City Hall, 215 Church Avenue P.O. Box 1130 Oshkosh, WI 54903-1130 920.236.5000 http://www.ci.oshkosh.wi.us individuals seeking to address items on the Consent Agenda or once the Clerk has called all individuals forward to address the items they are interested in, then the Council could move to consider the Consent Agenda. The same method could then be used for new resolutions and ordinances on the agenda. If someone did miss signing in, the Council could allow the person to address the issue and they could be given a sheet to fill out during the meeting and turn in to the Clerk. This item is included on Tuesday's agenda for Council discussion and direction. Respectfully Submitted, Ly A. Lorenso City Attorney Pamela R. Ubrig City Clerk City Hall, 215 Church Avenue P.O. Box 1130 Oshkosh, WI 54903-1130 920.236.5000 http://www.ci.oshkosh.wi.us Required to sign up In advance or just prior Noted on agenda, entrance of the room or Copy of Municipality rior to meeting? to meeting? on the website? Form Notes Noted outside entrance and listed within Appleton Yes Just prior to the meeting Council rules on website. Yes Can only speak related to an item on theagenda There is signage posted outside entrance and Janesville Yes Just prior to the meeting noted on website. Yes Do not have to sign up to speak on a public hearing item Fond du Lac Yes Just prior to the meeting Noted outside entrance. Yes N/A The public can only speak during public hearings which are held the Monday before the Council meeting. No public speaking is permitted on the Tuesday meetings- unless Council has a question for a member of the audience related to an agenda item- they are then called upon to answer the Eau Claire N/A N/A Not posted anywhere. N/A question. It is not required but recommended that members of the public let someone know ahead of time if they'd like to speak so Council doesn't rush through without the individual getting an Green Bay No N/A Not posted. N/A opportunity. Members of the public are only permitted to speak during Judiciary and Administrative meetings (separate from Council meetings) that occur once a month. They are not permitted to speak during Council meetings unless called upon to answer a question by a Council Member. They are required to list their La Crosse N/A N/A Not posted. N/A name, address and topic prior to the J&A meeting Members of the public are not permitted to speak at meetings unless there is a public hearing. There is no sign up required for a public hearing. Members of the public are welcome to Wauwatosa N/A N/A Posted on website and entrance. N/A address issues during the Council committee meetings. The Council meetings have a public comment section as one of the first agenda items. There is a limited speaking time of 5 min. During public hearings that are advertised 20 days in Advance- must sign up by advance, individuals may sign up the evening of the meeting Shebovqan Yes noon of meeting date Posted on website and entrance. Yes near the entrance. There is a citizen participation segment during the Council meetings. Anyone can speak but there cannot be any dialogue between Council/audience. If someone would like to address a particular issue and engage in dialog they need to contact the chairperson of the committee that relates to that issue and West Allis No N/A Posted by entrance. N/A request to speak. City of Oshkosh Common Council Sign up Sheet for Citizen Participation General Rules for citizen participation: • Citizens speaking during citizen statements must address items that are not listed on the Council Meeting agenda for action are limited to issues that have an impact on the City of Oshkosh and the Common Council may address at a future meeting, and must not include endorsements of any candidates or other electioneering. Items on the agenda should be addressed at the time they are considered. • When speaking to an agenda item please address only that particular agenda item. • Citizens are to address the Council only. • Statements are limited to five (5) minutes. • Handouts must be provided to the City Clerk prior to the start of the meeting. Please Print Clearly: Name: Address: I am interested in addressing the following agenda item. Agenda item: I would like to address a topic not scheduled for action on the agenda or not on the agenda. Subject: Please complete this form and give to the City Clerk prior to the start of the meeting. City of Oshkosh Common Council Sign up Sheet for Citizen Participation General Rules for citizen participation: • Citizens speaking during citizen statements must address items that are not listed on the Council Meeting agenda for action are limited to issues that have an impact on the City of Oshkosh and the Common Council may address at a future meeting, and must not include endorsements of any candidates or other electioneering. Items on the agenda should be addressed at the time they are considered. • When speaking to an agenda item please address only that particular agenda item. • Citizens are to address the Council only. • Statements are limited to five (5) minutes. • Handouts must be provided to the City Clerk prior to the start of the meeting. Please Print Clearly: Name: Address: I am interested in addressing the following agenda item. Agenda item: I would like to address a topic not scheduled for action on the agenda or not on the agenda. Subject: Please complete this form and give to the City Clerk prior to the start of the meeting. CITY OF OSHKOSH COMMON COUNCIL Sign Up Sheet for Citizen Participation Date of meeting Citizens wishing to SPEAK to the Common Council for an item on the Agenda may do so by signing in on this form. When you address the Council please state your name, address and comments clearly and concisely. General Rules for citizen participation: • Citizens speaking during citizen statements must address items that are not listed on the Council Meeting agenda for action are limited to issues that have an impact on the City of Oshkosh and the Common Council may address at a future meeting, and must not include endorsements of any candidates or other electioneering. Items on the agenda should be addressed at the time they are considered. • When speaking to an agenda item please address only that particular agenda item. • Citizens are to address the Council only. • Statements are limited to five (5) minutes. • Handouts must be provided to the City Clerk prior to the start of the meeting. Legibly PRINT your name, street address, city or town and the topic on which you wish to speak. Handouts should be given to the City Clerk prior to the start of the meeting. Name Address Citizen Statement Topic -Agenda Item # Handout 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24.