HomeMy WebLinkAboutV(B) Approval and Authorization to Implement the Policy Regarding Public Comments Process Agenda 9-02-2003
Mayor Center of Good Liy CommissItem V B
ioners
S. Scott Vander rift
g Danny Howell, District 1
Scott Anderson, District 2
City Manager F' Rusty Johnson, District 3
Jim Gleason ) ? A Nancy J. Parker, District 4
STAFF REPORT
TO: The Honorable Mayor and City Commissioners
FROM: Jean Grafton, City Clerk
DATE: August 18, 2003
RE: Commission Meeting Public Comments Process
ISSUE
The progress made through technology that makes it possible for citizens to view the City
Commission meetings on TV and to submit their opinions for the record by telephone and e-mail
requires that a system be put in place to ensure the comments received from the public in that
manner are entered into the record.
BACKGROUND/DISCUSSION
Several different approaches have been attempted to satisfy this need, and a flow chart has been
worked out that will eliminate the problems incurred with each approach. A laptop will be set up
in the staff room(conference room) for each meeting; the telephone is already in place. Staff will
attend to the answering of the telephone by filling out a speaker form for the caller and handing it
to the Commissioner closest to the staff room. Staff will attend to the e-mail messages received
by assuring that the name and address of the sender are included in the message before it is
printed out and handed to the Commissioner closest to the staff room. In keeping with the
established practice regarding written communications, no anonymous messages will be
accepted, acted upon, or preserved. This will provide a way for all valid messages to be read
into the record, as well as avoid the problem of dual access to the e-mail site. At the end of the
meeting the messages will be collected by the clerk and included in the minutes.
RECOMMENDATION
Staff respectfully requests approval of the procedure outlined above and adoption as policy for
the handling of communications during televised City Commission meetings.
Commission Meeting Public Comments Process
Staff receives phone call to Staff fills out speaker form
► (407)905-3120 ► for caller(including name —
and address)
Staff hands message or An elected official
Public comments are
printouts to the elected reads the public passed to the Clerk after
—► official closest to the staff —► comment for the the meeting for inclusion
in the meeting's public
room record record folder
Staff receives an e-mail to roes e-mai
Public ► citizens@ci.ocoee.fl.us include full name
.nd address
Yes
Print 6 copies of Forward e-mail to
No ► commission —
1 the e-mail
distribution list
Staff replys to —
e-mail requesting
full name and
physical address
Citizen fills out Citizen hands The Meeting Chair
► public speaker ► public speaking ► reads the public
form form to the comment for the
Meeting Chair record