Loading...
HomeMy WebLinkAboutMemo - Mail Packet - 6/8/2021 - Memorandum From Delynn Coldiron Re: Public Comment Procedure Comparison City Clerk 300 LaPorte Avenue PO Box 580 Fort Collins, CO 80522 970.221.6515 970.221.6295 - fax fcgov.com MEMORANDUM DATE: June 3, 2021 TO: Mayor Arndt and City Councilmembers THRU: Darin Atteberry, City Manager Kyle Stannert, Deputy City Manager FROM: Delynn Coldiron, City Clerk RE: Public Comment Procedure Comparison Over the course of the pandemic, the opportunities to participate in public meetings has been expanded with online involvement. This has enhanced public participation and, going forward, there have been questions on how to best leverage this opportunity. At a recent Leadership Planning Team meeting, staff was requested to look at best practices for public participation of peer cities. The purpose of this memo is to provide Council with the information obtained researching each municipality s public comment procedures. We surveyed 36 cities (11 from Colorado). In summary we found: Approximately 18 require public participation sign-up. Sign-up via an online form was most common (usually a phone or email option was provided as well). Some have a limit on the number of speakers allowed. Some prioritize speakers who have not commented within a certain number of meetings. Most have a time limit on public participation ranging from 30-60 minutes total. A few have additional (or all) public participation at the end of the meeting. Additionally, we found that 26 of the cities are still meeting remotely, 8 are using a hybrid approach to meetings and 1 is meeting in-person. A spreadsheet containing more in-depth information related to this is attached. CityPublic Participation Sign Up Ahead of Meeting?Technology used for Signups?Limit to Number of Speakers During Public Participation?Limit to Time of Speakers?Remote participation or something different?Is public comment on discussion items the same?Can public pull consent items?NotesBoulderYesOnline form with sign up by certain time prior - names drawn at random if more than 20 sign up202 min each/45 minutes totalAll remoteOnline form for each itemGreeleyNoSubmit comments, questions via email any time leading up to and during meeting/comment during virtual meetingsNoComments submitted via email are read by City ClerkAll remoteOnly Council or staffDenverYesOnline form or sign up by phone with sign up by certain time prior No30 minutes total/3 minutes per speakerAll remoteSign up for public hearings online - 3 minutesThorntonYesOnline formNo60 minutes total/3 minutes per speakerAll remoteSign up for public hearings online - 3 minutesLittletonNoNo3 minutes per speakerSame - also have an agenda item comment form onlineArvadaYes if doing so remotelyOnline form, phone, or emailNo3 minutes per speaker at beginning of meeting and 5 minutes per speaker at endHybridSame YesLongmontNoCan call in only during public comment - no Zoom participation allowedNo3 minutes per speakerAll remoteCan call in only during public comment - no Zoom participation allowedLovelandNoNo3 minutes per speaker unless speaker for 5 or more people, then 10 minutesAll remoteSameOnly Council unless it is quasi-judicial, then any member of the public can pullColorado SpringsNoNo60 minutes total/3 minutes per speakerAll remoteSameYes CityPublic Participation Sign Up Ahead of Meeting?Technology used for Signups?Limit to Number of Speakers During Public Participation?Limit to Time of Speakers?Remote participation or something different?Is public comment on discussion items the same?Can public pull consent items?NotesLakewoodNo but can comment online ahead of meeting in specific place for each agenda item, including public commentMust sign in on roster to speak during regular in-person meetingsNo3 minutes per speaker unless speaker for 3 or more people, then 10 minutesAll remoteSameWestminsterYes if wanting to speak, can also leave voice messages which are played at meetingEmail by noon day of meeting - email response includes link to remote meetingNo5 minutes per speakerAll remoteSameProvo, UTNoNo2 minutes per speakerAll remoteSamePublic can suggest removal, but Council must do soGainesville, FLYes if wanting to speak during regular, in-person meetings, can also leave voice messages which are played at meetingOnline form or in person with ClerkNo30 minutes total/3 minutes per speakerHybridSameOnly Commission membersSee "Welcome Neighbor" - Neighbor's Guide to City MeetingsEugene, ORYes during regular in-person meetings, no during virtual meetings (just call in, raise hand)Form available online or at meeting - submit to staff at meetingNo3 minutes per speakerAll remoteSameTacoma, WAYes during regular in-person meetings, no during virtual meetings (just call in, raise hand)Sign in at meeting, names are called in orderNo5 minutes per speakerAll remoteTypically public comment is for all items on agenda and happens once at beginningOnly Council membersOnce per month, community forum time (90 sec per speaker) is offered for citizens to talk about any topic CityPublic Participation Sign Up Ahead of Meeting?Technology used for Signups?Limit to Number of Speakers During Public Participation?Limit to Time of Speakers?Remote participation or something different?Is public comment on discussion items the same?Can public pull consent items?NotesGarland, TXNoNo3 minutes per speakerAll remoteMust fill out a speaker card during regular in-person meetingsYesBoise, IDEncouraged for remote participation- those not signed up are allowed to speak after Online linkNo3 minutes per speakerHybridSameYesOlathe, KSYesIn-person, telephone, or email; list posted at least 30 minutes prior to meetingNo30 minutes total/3 minutes per speakerHybridSame; separate list for each public hearing item; 5 minutes per person per itemCouncil member onlyGeneral public comment near end of meetingSanta Rosa, CANo but can comment online ahead of meeting in specific place for each agenda item, including public comment12 speakers selected randomly by Mayor for first public comment section and rest speak at second; all voice messages played during one or the other3 minutes per speakerAll remoteNo limit on number of speakers, 3 minutes per speakerCedar Rapids, IAYesOnline - all must be registered at least two hours before start of meeting then will be sent link info; must sign up on sheet during in-person meetings before meeting start then called in orderNo5 minutes per speakerAll remoteSameCouncil member onlyDenton, TXYesCan submit comments online specific to items or call with comments (can request a call back during the specific agenda item)No4 minutes per speakerAll remoteSamePublic Reports: 7 speakers allowed to pre-register via email or phone (4 minutes each)Santa Barbara, CANoNo30 minutes total/3 minutes per speakerAll remoteSameYes CityPublic Participation Sign Up Ahead of Meeting?Technology used for Signups?Limit to Number of Speakers During Public Participation?Limit to Time of Speakers?Remote participation or something different?Is public comment on discussion items the same?Can public pull consent items?NotesAnaheim, CANoNo3 minutes per speakerHybridSameCouncil member onlyBellevue, WAYesSign up on web page (link provided in agenda online)No (see notes)30 minutes total/3 minutes per speakerAll remoteDoes not appear public can comment beyond the 'oral communications' part of agendaThe total time for oral communications is 30 minutes. If the number of speakers signed up to speak will exceed the 30 minute period, the Mayor is authorized to give preference to (1) persons speaking to items on the meeting agenda or anticipated to come on the agenda within one month and/or (2) to persons who have not spoken to Council in the last quarter. Speakers will be allowed up to three minutes Athens, GAYesOnline form 20 for agenda items/10 for items not on the agenda3 minutes per speaker - 60 minutes for agenda items (beginning of meeting)/30 minutes for non-agenda items (end of meeting)All remoteNo need to register if input is on a zoning public hearing (can be in-person)No CityPublic Participation Sign Up Ahead of Meeting?Technology used for Signups?Limit to Number of Speakers During Public Participation?Limit to Time of Speakers?Remote participation or something different?Is public comment on discussion items the same?Can public pull consent items?NotesIrving, TXYesMust complete speaker's card by 7 PM day of meetingNo30 minutes total/3 minutes per speaker - anyone not heard at beginning go at end and anyone who has spoken within the last 90 days goes lastHybrid5 minutes per speaker for agenda items (must also fill out speaker's card)Council member onlyNorman, OKNot for general commentsNo3 minutes per speaker - at end of agendaAll remoteMust sign up online or by phone for each specific itemLincoln, NENoNo5 minutes per speaker during general comment (cannot be on current or future agenda topics)HybridNo - citizens can speak on public hearing items specifically and on consent items as a whole at beginning of meetingsGeneral public comment only allowed 2 of 4 meetings per month at end of meetingRichardson, TXYesMust submit a public comment card prior to the meeting or when public comment is opened for a public hearingNo5 minutes per speakerIn personSameYesCan also submit a public comment form online Coral Springs, FLYesOnline formNo3 minutes per speakerHybridSameAnn Arbor, MIYesCall beginning at 8 AM day off10 speakers with priority given to those who have not spoken at last 2 meetings and those who want to discuss an agenda item3 minutes per speakerAll remoteCan call in for public hearing itemsAlso general comment time at end of meeting with no advance sign up or limit on number of speakers CityPublic Participation Sign Up Ahead of Meeting?Technology used for Signups?Limit to Number of Speakers During Public Participation?Limit to Time of Speakers?Remote participation or something different?Is public comment on discussion items the same?Can public pull consent items?NotesCharlotteville, VABothOnline form, email, or call16 speakers (8 selected randomly from a list of people signed up in advance and 8 who signed in on first-come, first-served basis) for first public comment section - list of those selected is posted on web page day of meeting3 minutes per speakerAll remoteSign up sheets for public hearingsNo - 2 Council members must want to pull itemAlso general comment time at end of meeting with no advance sign up or limit on number of speakersAsheville, NCYesOnline form or callNo - list of speakers in order posted on webpage day of meeting3 minutes per speaker/60 minutes totalAll remoteOne hour time limit for speakers on public hearingsYesPalo Alto, CAYesSpeaker request cardNo3 minutes per speaker/30 minutes totalAll remoteSameNo - 3 Council members must want to pullPortland, MENoNo60 minutes total/3 minutes per speakerAll remoteSamePublic comment can be reopend at end of meeting by a voteBurbank, CANoCall in during meetingNo3 minutes per speakerAll remoteSame