GUIDELINES FOR
PUBLIC PARTICIPATION
AT ADVISORY COMMISSION MEETINGS
AND
REQUESTS FOR INFORMATION
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These written guidelines are to assure that all individuals are informed of the practice and procedures of the Water & Sewer Department regarding requests to personally appear before the Advisory Commission and requests relative to the Public Information Act. This function to accommodate individuals is the responsibility of the Office Associate IV position that also serves as the Advisory Commission’s Recording Secretary.
Description of Procedure
1. The Office Associate IV position within the Water & Sewer Department will handle all requests from individuals/groups to appear before the Advisory Commission.
2. The Office Associate IV will keep the Executive Associate in the County Commissioner’s office informed of the Advisory Commission’s meeting schedule. The Executive Associate typically forwards all county board and commission meeting dates, times, and locations to the local newspaper monthly. This meeting notice appears in the Daily Mail and Morning Herald newspapers at the beginning of each month.
3. As requests to appear before the Advisory Commission are received, the Office Associate IV will advise the individual(s) of the next available meeting date. The Office Associate IV will make the individual(s) aware of Advisory Commission meeting procedure. The Office Associate IV will determine if a specific allotment of time is needed by the individual(s) making the request. Typically, most of the requests are from current customers or potential customers and will be addressed underneath the agenda topic "Citizen Participation." However, these guidelines apply to all persons who wish to make any statement or present a request to the Advisory Commission.
A. If the Office Associate IV concludes that a topic or issue warrants more time than a typical issue, he or she will coordinate a specific allotment of time for groups or individuals to make their presentation to the Advisory Commission.
B. An individual will have five minutes to make their presentation.
C. Groups will have ten minutes to present their issue to the Advisory Commission. A group may elect to appoint a spokesperson to make their presentation.
4. Individuals or groups may want to submit their request or comments supporting their issue in writing to the Advisory Commission. If this is the case, the Office Associate IV must receive the document(s) by noon on the Friday before the Advisory Commission’s regularly scheduled meeting.
5. After the individual/group present their request/comment to the Advisory Commission, the Advisory Commission will take the request/comment under advisement. The Advisory Commission will consider any documentation submitted and review applicable departmental policies as necessary. If required, the Advisory Commission will take any action as necessary at their next regularly scheduled meeting.
6. The Office Associate IV is responsible for accommodating requests for information. Other Water & Sewer Department staff may be called upon to provide information. The Water & Sewer Department will charge for services as follows:
A. The first two hours of staff time for research, duplication, responding to questions, etc. will be at no cost to the individual(s) making the request.
B. After the first two hours the cost of staff time will be $35.00 per hour.
C. The cost for duplication will be twenty-five cents per copy (8½ X 11" or 11 X 14").
D. The cost for duplicating maps, plats, etc. for a standard (24" X 36") blueprint will be $2.00 per copy.
End of Procedure
Prepared by: Vicky Malott/McKenzie
March 20, 1998
Reviewed by: County Attorney Douglas
Revised: June 8, 1998
Formally Adopted by Advisory Commission:
August 13, 1998