All regular and special meetings of the Board are open to the public, but in order for the Board to conduct business in an orderly, efficient and professional manner, any individual or organization wishing to appear before the Board may do so by written request to be placed on the agenda.
The SMPRD Board requires that members of the public wishing to appear before the Board must make arrangements in advance so that such appearances are scheduled on the agenda. If appropriate, the topic for discussion is stated and clarified, and background materials for the Board are prepared in order to be fully versed on the subject matter, whether question or concern. This procedure is established to afford the Board the ability to respond in an appropriate manner.
Individuals or organizations will make their request to appear before the Board in writing, delivered to the SMPRD office by 12:00 noon, one week prior to the regular monthly meeting of the Board. The requesting party will detail their subject matter and provide background material.
The Chairman, in consultation with the District Director, will determine if the request to appear will be placed on the agenda. Questions and concerns regarding programs and facilities, operating procedures or policies, capital projects and planning will be referred to proper administrative staff for review before it is considered for placement on the Board agenda. The Board will not hear personal complaints against any employee connected with the District. The individual or organization will be notified if they will be placed on the agenda or what action has been taken on the request.
Those who speak are urged to limit their remarks to a maximum of five minutes. Any group addressing a common concern should designate a spokesperson. If a citizen or group wishes to share more information than time allows, please place the concerns in a written form and provide them to the District office for distribution to the Board as background material. Written comments must include name, address and phone number.
During the presentation, the Board is privileged to question speakers to clarify concerns, but, as a general rule, will not debate such concerns or take any formal action, if required, until the Director has presented a position statement if requested by the Board at a subsequent Board meeting.
