School board weighs shorter public comment periods, written replies

People wanting to voice their opinions to the school board may have to be more prepared with their thoughts if the board adjusts its policy for receiving public comment.

The Grand Coulee Dam School District Board of Directors reviewed proposed revisions to its public comment procedure Sept. 14, discussing shorter speaking limits, a sign-in requirement and a shift away from answering residents on the spot.

The changes to their procedure for audience participation were taken up as a discussion. Superintendent Rod Broadnax told the board a procedure does not require a first reading or a vote.

"My office handles the procedures," he said. "You just tell me what you want me to change, and we can change it."

Broadnax said the revisions grew out of a difficult year. "One of the things we talked about is how can we make sure that our meetings are ran more effectively and efficiently without them becoming out of control," he said.

Under the draft, time allotted to each subject placed on the agenda would drop to 10 minutes from 20, and general public comment would be limited to five minutes per speaker, down from 10. Broadnax said his office has bought a timer. Some districts allow three minutes, he said, but five "gives them enough time to speak to the board." The board could extend the limit by unanimous consent for presentations.

Residents wishing to speak would sign in at the door, listing a phone number, email address and their topic. Board member Alex Tufts said the topic field would let the board group speakers. "If multiple people are here to talk about the same thing, we can lump them together," he said.

Tufts also asked that public comment move earlier in the agenda so residents can weigh in before votes rather than after. "We just made our decision without your input," he said, describing the current order. Broadnax agreed to move it up.

The longest exchange concerned whether board members should answer questions during the meeting. Broadnax urged them not to, recommending a written response issued on the board's behalf instead.

"Listen to the public, but not respond right away," he said. "It's a collective answer together that shows that the board is together."

He tied the change to enrollment, saying some families have withdrawn students because "it looks like at board meetings that all of us are against each other."

Board Chair Shannon Nicholson questioned how members would agree on a response between meetings without violating the state Open Meetings Act. Broadnax said the chair would speak with members individually, then work with him on a reply, noting the limit on serial conversations: "Two of you can talk, but three of you can't."

A person participating remotely warned that unanswered questions migrate online. "I hear something, and I'm like, 'Oh, that's a great question,' and then I never get the answer," she said. "It's going to blow up all over Facebook."

The board agreed responses would be taken up at the following meeting under board comments and could be posted to the district website. At Tufts' urging, the procedure will also tell residents they may contact any board member directly. "I don't want any board chair to take the brunt of it," he said.

Board member Karen Wapato called the document "a lot of verbiage" and cautioned against writing steps the board might not follow. "I've been called into court about procedures," she said.

Broadnax said he would produce a short summary to post with the sign-in sheet, add the guidelines to the district's Zoom link and website, and mail a letter to parents. He expects to begin implementing the changes within the next meeting or two.

He said a form for requesting to be put on the agenda will be available at the district office.