Public Comments Procedures Document 7

District of Columbia Public Library Public Comments Procedures The District of Columbia Board of Library Trustees designates a portion of each of its meetings to hear public comments. In order to respect the time of all in attendance, the Board will discuss and vote on changes to the current process. The Board asked staff to survey the practices of other major urban libraries and other library systems in the metropolitan area. The changes we are considering are totally consistent, though less restrictive, than those of other library boards. Recommended changes are as follows: • • • •

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Any member of the audience may address the Board during the public comments period Questions are to be directed to the Chair of the Board All speakers will be asked to begin by stating their name and address There will be a three-minute time limit per individual, unless otherwise ruled by the Chair. Time limit to include question and response. A timer will be provided and speakers advised when one-minute remains. If there is a delegation or group to speak on one topic, the group will be asked to select a representative who will use the three minutes to speak for all in the group. A period not to exceed thirty (30) minutes shall be set aside for these public comments In the event that more than 10 people wish to speak, the time will be extended so that all have the opportunity to ask questions for the three minute period If fewer than ten people have questions, the remaining time within the 30 minute set-aside can be used by people who wish to ask a follow-up question. The time will be equally divided among the number of people remaining. For example, if 10 minutes remain and 10 people have follow-up questions, then each person shall have one minute to speak Public comments may be submitted in writing and made part of the meeting record.

The Board believes that by structuring and adding time limits to the public comments portion of all Board meetings, the public dialogue will be more diverse and more attendees will participate in Board meetings.

Document #7 Board of Library Trustees Meeting March 19, 2008