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Home My WebLink AboutManual re Boards and CommitteesSTATE OFWASHINGTON COUNTY OFJEFFERSON Inthe Matter ofAdopting Open Public Meeting RESOLUTION NO. 50-22ActGuidelinesForJeffersonCountyBoards, Commissions & Committees WHEREAS, theWashington Legislature recently adopted changes totheWashington Open Public Meetings Act (OPMA), Chapter 42.30RCW; and, WHEREAS, thesignificant changes toOPMA, Chapter 42.30RCW involve mandatory publiccomments before anydecision canbemade and the requirement ofaphysical location for open publicmeetings, unless there isadeclared emergency; and, WHEREAS, theBoard ofCounty Commissioners directed Staff tocreate asetofdraft guidelines (Draft Guidelines) toensure that allofJefferson County Boards, Commissions and Committees maintain compliance withOPMA; and, WHEREAS, Staff prepared DraftGuidelines, theBoard ofCounty Commissioners received public comments ontheDraft Guidelines andconducted several workshops onthe Guidelines, resulting inpositive changes totheDraftGuidelines; and, NOW, THEREFORE, BEITRESOLVED, by theBoard ofJefferson County Commissioners that: 1. TheOpen Public Meeting ActGuidelines ForJefferson County Boards, Commissions & Committees attached asAppendix Aishereby adopted; and, 2. Aschedule oftraining onthe OpenPublic Meeting Act Guidelines ForJefferson County Boards, Commissions & Committees forallmembers andemployees who staffJefferson County Boards, Commissions and Committees shall beprepared and implemented by Board staff; and, 3. The training required bythis resolution isinaddition toOpenPublic Meetings Acttraining required by Stateorlocal law; and, 4. ThisResolution shallbeeffective uponadoption. SIGNATURES FOLLOW ONTHE NEXT PAGE) Page1of6 APPROVED AND ADOPTED this Y'day of O(.ID be ,2022. SEAL; r JEFFERSON COUNTY BO•°• a OF COMMISSIONERS Heidi Ei a-lour, • ,it AT/fEST: 'I eg Mir-- on,Member Kate Dean, Member Carolyn iallaway, CMC 0 Clerk of the Board Approved as to form only: 14cOctober25, 2022 Philip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney Page 2 of 6 APPENDIXA OPMA GUIDELINESFOR JEFFERSON Resolution No.: 50-22COUNTYBOARDS, COMMISSIONS & COMMITTEES Adoptedon October24, 2022 TABLE OFCONTENTS OPMA GUIDELINES FOR JEFFERSON COUNTY BOARDS, COMMISSIONS & COMMITTEES .....................................................................................................................4 I. COMPLIANCE WITH THEOPEN PUBLIC MEETINGS ACTREQUIRED ......................4 A. Purpose ofthese Guidelines. ............................................................................................4 B. Important Provisions ofOPMA. ......................................................................................4 C. OPMA Controls Over these Guidelines............................................................................5 D. Significant Liability from Violation ofOPMA. ................................................................5 E. AsktheProsecuting Attorney’sOffice Questions about OPMA Compliance. ..................5 II. JEFFERSON COUNTY BOARDS, COMMISSIONS ANDCOMMITTEES THAT ARE SUBJECT TOTHEOPEN PUBLIC MEETINGS ACT ........................................................5 III. NOTICE ................................................................................................................................6 A. Notice forEvery Open Public Meeting IsRequired..........................................................6 B. Notice Requirements foraRemote Meeting Without aPhysical Location. .......................6 IV. PUBLIC COMMENT REQUIREMENT ...............................................................................7 A. Public Comment IsRequired Before Making aDecision..................................................7 B. Public Comment MayBeOral orWritten. .......................................................................7 C. Written Public Comment Must beDistributed Prior toMaking aDecision. ......................7 D. AReasonable Deadline forWritten Publiccomment May BeSet. ...................................7 E. Email Addresses andLinksforSubmission ofWritten Public Comment. .........................8 V. AGENDAS AND HEARING NOTICES...............................................................................8 A. Format ofAgendas. .........................................................................................................8 B. Packet forMeeting. Thepacket forthemeeting should be madeavailable electronically. Materials tobediscussed atthemeeting should bemadeavailable onlineatleast72hours before themeeting. ..........................................................................................................8 C. 24-HourAdvance Notice Requirement. ...........................................................................8 D. Content Requirements. ....................................................................................................8 E. Amending orUpdating Agendas After Posting. ...............................................................9 F. Physical Location Requirement. ......................................................................................9 G. Requirement foraCostFreeAlternative forParticipation Where Attendance isLimited or Prohibited. .......................................................................................................................9 H. Public Comment Requirement. ...................................................................................... 10 VI. CONDUCT OFTHE MEETING......................................................................................... 10 A. Chair. ............................................................................................................................ 10 B. Agenda Requirement. .................................................................................................... 10 C. Quorum Requirement. ................................................................................................... 10 D. Procedure forCancelling orRescheduling aMeeting. .................................................... 11 E. CalltoOrder. ................................................................................................................. 11 F. Recording OpenPublic Meetings. .................................................................................. 11 1 G. Required PublicComments. .......................................................................................... 11 H. PublicHearings. ............................................................................................................ 11 I. Order ofDiscussing Items Listed atSpecific Times ontheAgenda. ............................... 12 J. Listing Recesses. ........................................................................................................... 12 K. List KeyTopics ofDiscussion and Items Where There IsaPotential forDecision. ........ 13 L. Adjournment. ................................................................................................................ 13 M. Consider theBoard orCommittee’sOwnProcesses. ...................................................... 13 N. Regular and Special Meetings. ....................................................................................... 13 VII. REGULAR MEETING REQUIREMENTS (RCW42.30.070) ....................................... 13 A. Notice. ........................................................................................................................... 13 B. Posting oftheAgenda. ................................................................................................... 13 C. Additional Business Items Allowed. .............................................................................. 13 VIII. SPECIAL MEETING REQUIREMENTS (RCW 42.30.080) .......................................... 14 A. Special Meetings Are Meetings NotatthePublished Date TimeorLocation ontheAnnual List ofRegular Meetings. .............................................................................................. 14 B. Notice. ........................................................................................................................... 14 C. Posting theNotice andtheAgenda. ............................................................................... 14 D. Additional Business ItemsProhibited. ........................................................................... 14 IX. DETAILED MEETING INFORMATION........................................................................... 15 A. CalltoOrder. ................................................................................................................. 15 B. Public Comment Period. ................................................................................................ 15 C. Motions. ........................................................................................................................ 15 D. Executive Sessions. ....................................................................................................... 16 E. Recess. .......................................................................................................................... 18 F. Adjournment. ................................................................................................................ 18 X. CREATION OFWRITTEN MEETING MINUTES (RCW42.30.035) ............................... 18 A. Written Minutes AreRequired. ...................................................................................... 18 B. Minimum Requirements forMinutes. ............................................................................ 18 C. TipsfortheClerk ofthe Meeting. .................................................................................. 19 XI. LIMITS ON COMMUNICATIONS BETWEEN MEMBERS ............................................. 19 A. Meetings ofOther Organizations orGroups Where aQuorum oftheBoard, Commission orCommittee isPresent. ................................................................................................ 19 B. Written Communications Between Members. ................................................................ 20 XII. UNUSUAL SITUATIONS ............................................................................................. 20 A. Emergencies. ................................................................................................................. 20 B. Field Trips orTours. ...................................................................................................... 20 C. Meeting Agenda NotWithin 24Hours oftheStart oftheMeeting. ................................ 21 D. Disruptions. ................................................................................................................... 21 XIII. OPMA VIOLATIONS ANDLIABILITY (RCW 42.30.120).......................................... 21 2 A. Personal Liability........................................................................................................... 21 B. Some Actions Taken AreNull andVoid. ....................................................................... 21 C. County Liability forAttorney’sFeesand Costs.............................................................. 21 XIV. FORMS .......................................................................................................................... 21 A. Agenda. ......................................................................................................................... 21 B. Hearing Notice. ............................................................................................................. 22 C. Agenda Request. ............................................................................................................ 22 D. Executive Session Notice. .............................................................................................. 22 E. Minutes. ........................................................................................................................ 22 F. Notice of Adjournment. ................................................................................................. 22 G. Hearing: In-Person Disruption. ...................................................................................... 22 H. Hearing: On-LineDisruption. ........................................................................................ 22 APPENDIX A – AGENDA FORM ........................................................................................... 23 APPENDIX B – HEARING NOTICE FORM ........................................................................... 26 APPENDIX C – AGENDA REQUEST FORM ......................................................................... 28 APPENDIX D – EXECUTIVE SESSION NOTICE FORM ...................................................... 29 APPENDIX E – MINUTES FORM .......................................................................................... 30 APPENDIX F – NOTICE OFAJOURNMENT ........................................................................ 33 APPENDIX G – SCRIPT FORIN-PERSON DISRUPTIONS ATOPEN PUBLIC MEETINGS 34 APPENDIX H – SCRIPT FORON-LINE DISRUPTIONS ATOPEN PUBLIC MEETINGS ... 38 3 OPMAGUIDELINESFORJEFFERSONCOUNTYBOARDS, COMMISSIONS & COMMITTEES I. COMPLIANCE WITH THE OPEN PUBLIC MEETINGS ACTREQUIRED A. Purpose ofthese Guidelines. These guidelines areintended toassist Jefferson County Boards, Commissions and Committees tomaintain compliance with the Washington Open Public Meetings Act, Chapter 42.30RCW (OPMA). B. Important Provisions ofOPMA. 1. TheWillofthePeople IsTransparency. RCW42.30.010states: The legislature finds anddeclares thatallpublic commissions, boards, councils, committees, subcommittees, departments, divisions, offices, andallother public agencies ofthisstate andsubdivisions thereof existtoaidintheconduct ofthe people'sbusiness. Itistheintentof thischapter thattheir actions betaken openly andthattheirdeliberations beconducted openly. Thepeople ofthis statedonotyield their sovereignty totheagencies which serve them. The people, indelegating authority, donotgivetheir public servants theright todecide whatisgood forthe people toknow andwhat isnotgoodforthemto know. Thepeople insistonremaining informed and informing thepeople’sservants oftheirviews sothattheymay retain control overthe instruments theyhave created. 2. All Meetings ofPublicAgencies Must BeOpen tothePublic. RCW 42.30.030 states, “Allmeetings ofthegoverning body ofapublic agency shall beopen andpublic andallpersons shall bepermitted toattend anymeeting ofthegoverning bodyofa public agency, except asotherwise provided inthischapter.” 3. Every Ordinance, Resolution, Rule, Regulation, Order, or Directive ofaPublicAgency MustBeAdopted inanOpen Public Meeting—No Secret Ballots. RCW 42.30.060(1) states, “Nogoverning body ofapublic agencyshalladopt anyordinance, resolution, rule, regulation, order, ordirective, except inameeting opentothepublic and then only atameeting, thedate ofwhich isfixedbylaworrule, oratameeting ofwhich notice has beengivenaccording totheprovisions ofthis chapter. Anyaction taken atmeetings failing to comply withtheprovisions ofthissubsection shall benullandvoid.” 4. PublicComments. RCW 42.30.230(1) requires that a “governing bodyofapublic agency shallprovide an opportunity atorbefore every regular meeting atwhich final action istaken for public comment.” “Final action” isadefined term inOPMA, butforpurposes clarity, unless quoting OPMA, these Guidelines usetheterm decision. 4 5. OPMA Compliance InAllRespects IsMandatory. Itistheintention andrequirement ofJefferson County thatOPMA befollowed byevery Board, Commission orCommittee subject toOPMA. This isnecessary for transparent government which engenders thegreatest public support. C. OPMA Controls OvertheseGuidelines. While these guidelines areintended toenhance compliance withOPMA inJefferson County, OPMA always controls ifthere isanyinconsistency between these guidelines andOPMA. D. Significant Liability from Violation ofOPMA. Failure tofollow OPMA canhavesignificant consequences, including personal liability for Board andCommittee members forviolations and voiding anydiscussion ordecision taken at ameeting thatviolates OPMA. See Section XIIIofthese Guidelines fordetails. E. Ask theProsecuting Attorney’sOffice Questions about OPMA Compliance. Questions about OPMA compliance should bebrought totheattention oftheProsecuting Attorney’sOffice. II. JEFFERSON COUNTY BOARDS, COMMISSIONS AND COMMITTEES THAT ARESUBJECT TOTHEOPEN PUBLIC MEETINGS ACT Most, ifnotall, meetings ofJefferson County Boards, Commissions and Committees are subject toOPMA. AnyBoard, Commission orCommittee whose by-laws orother operating procedures require compliance with OPMA, mustcomply with OPMA. Inaddition, any Board, Commission orCommittee that makes recommendation thatmust beconsidered bythe Board ofCounty Commissioners ortheBoard ofHealth issubject toOPMA. Thefollowing isanon- exclusive listofJefferson County organizations subject to OPMA: 1. Behavioral Health Advisory Committee. 2. Board ofCounty Commissioners. 3. Board ofHealth. 4. Budget Committee. 5. Canvassing Board. 6. CivilService Commission. 7. Climate Action Committee. 8. Conservation Futures Citizen’sOversight Committee. 9. Developmental Disability Advisory Board. 5 10. Economic Development Council (EDC) Team Jefferson. 11. Elected Official/Department Director Quarterly Meeting. 12. Finance Committee. 13. Housing Fund Board. 14. Intergovernmental Collaborative Group. 15. Intergovernmental Coordination Committee. 16. Jefferson County/City ofPort Townsend LEOFF IRetirement/Disability Board. 17. Lodging Tax Advisory Committee. 18. Marine Resources Committee. 19. Parks andRecreation Advisory Board 20. Planning Commission. 21. Public Infrastructure Fund Board. 22. Risk Management Committee. 23. SolidWaste Advisory Committee. 24. Tourism Coordinating Council. 25. Veteran’sAdvisory Board. Thislist doesnotinclude separate publicagencies towhich aJefferson County employee has been appointed orisamember. Those public agencies are responsible fortheir own OPMA compliance. III. NOTICE A. Notice forEvery OpenPublic Meeting IsRequired. Notice mustbegiven foranymeeting subject toOPMA. Foraregular meeting, notice canbe given viaapublished schedule foranentire year. RCW 42.56.075. Forspecial meetings, notice mustbegiveninaparticular way atleast 24hours inadvance. RCW 42.56.080. This is discussed ingreater detailbelow. B. Notice Requirements foraRemote Meeting Without aPhysical Location. Notice ofaremote meeting without aphysical location orameeting atwhich the physical attendance bysome orallmembers ofthepublic islimited duetoadeclared emergency must 6 beprovided under OPMA andmust include instructions onhow thepublic may listenliveto proceedings and onhow thepublic may access anyother electronic means ofremote access offered bythe public agency. RCW 42.30.230(4). IV. PUBLIC COMMENT REQUIREMENT A. Public Comment IsRequired Before Making aDecision. RCW 42.30.240(1) requires thata “governing body ofapublic agency shall provide an opportunity atorbeforeevery regular meeting atwhich final action istaken forpublic comment.” Final action” means acollective positive ornegative decision, oranactual vote byamajority ofthe members ofagoverning bodywhensitting asabodyorentity, upon amotion, proposal, resolution, order, orordinance. RCW 42.30.020. Ifamotion relates toanitemonanagenda, thenpublic comment any timeprior tomaking a motion satisfies thepublic comment requirement. Butforanyitemaddedtoaregular meeting notontheagenda, where amotion ismade, public comment isrequired before finaldecision onthemotion. B. Public Comment May Be OralorWritten. The public comment required under RCW 42.30.240 “may betakenorally atapublic meeting, orbyproviding anopportunity forwritten testimony tobesubmitted before oratthemeeting.” RCW 42.30.240(2). These Guidelines usethetermpublic comment throughout torefertoboth written ororal public comment. Where necessary, adistinction ismade between oral public comment andwritten public comment. InOPMA, the terms “public comment” and testimony” aresometimes usedinterchangeably. These Guidelines usethe term “testimony” torefer tooralorwritten publiccomments made during ahearing. C. Written Public Comment Must beDistributed Prior toMaking aDecision. Ifwritten public comment isaccepted bythe Board, Commission orCommittee, this written public comment mustbedistributed toBoard, Commission orCommittee before making a decision. SeeRCW 42.30.240(2). D. AReasonable Deadline forWritten Public Comment MayBeSet. TheBoard, Commission orCommittee may setareasonable deadline forthesubmission ofwritten public comm before anymeeting atwhichthereisapotential fordecision. RCW 42.30.240(2). Written publiccomment received after thedeadline inthisSection IV.D. willnot beincluded intheofficial record ofanyhearing butwillbedistributed totheBoard, Commission, orCommittee ascomments fortheirnextmeeting. 7 E. Email Addresses andLinks for Submission ofWritten Public Comment. Jefferson County shallprovide each Jefferson County Board, Commission orCommittee subject toOPMA anemail address forsubmission ofwritten public comment. Emails sentto thedesignated email address shall bemonitored bystafftoensure thatallwritten public comments onan itemreceived by email shall beprovided tothemembers ofthe Board, Commission orCommittee before adecision ismade onanitem. EachJefferson County Board, Commission orCommittee subject toOPMA withawebpage shall provide alink tothe designated emailaddress. Jefferson County alsoshallprovide alink on itswebpage for public comment for every Jefferson County Board, Commission or Committee subject toOPMA. V. AGENDAS AND HEARING NOTICES Wellbefore any meeting subject toOPMA isheld, theChair andanystaff supporting aBoard, Commission orCommittee mustconsider whether ahearing notice willberequired forany hearing conducted. Forbothregular meetings andspecial meetings, anagenda must bemade available online at least 24hours before themeeting. (RCW 42.30.077 (regular meetings) andRCW 42.30.080(2) special meetings).) Notice andpublishing anagenda areseparate OPMA requirements. RCW 42.30.077(1). A. Format ofAgendas. Agendas forJefferson County Boards, Commissions andCommittees should beuniform to format (Seethe Agenda Form inAppendix A). B. Packet forMeeting. Thepacket forthemeeting should bemade available electronically. Materials tobediscussed atthemeeting should bemade available on line atleast 72hours before themeeting. C. 24-HourAdvance Notice Requirement. Anagenda mustbeposted onJefferson County’swebsite atleast24hours before either a regular (RCW 42.30.077) oraspecial meeting (RCW 42.30.080(2)). Departments who staff meetings ofBoards, Commissions andCommittees maypostanagenda ontheirownwebpage, but the agenda also must beposted ontheCounty’scalendar ofmeetings. D. Content Requirements. Whether forregular orspecial meetings, allagendas must (atminimum) include: 1. Date, time, andlocation ofthemeeting (include even ifthemeeting isonlyvirtual). 2. Title ofthemeeting. 8 3. Type ofmeeting (regular orspecial). 4. Whether themeeting virtual, hybrid orin-person. 5. Ifvirtual orhybrid, include information onhowpeople canjointhemeeting. 6. Ifthereisameeting passcode, include thepasscode ontheagenda. 7. Adeadline for submission ofwritten publiccomments forconsideration bytheBoard, Commission orCommittee before decision. 8. Atimeforpublic comment before any decision bythe Board, Commission or Committee. RCW 42.30.240(1). 9. “Potential Decision.” Itisbest practice thatifthereisapotential todecideonanitem toaddtheterm “Potential Decision” next tothat agenda item. Adding “potential decision” alerts the public they may wanttogive public comment onthat item. E. Amending orUpdating Agendas After Posting. Agendas forregular meetings can beupdated orchanged after they areposted (RCW 42.30.077(1)), even during themeeting, butagendas should beupdated everywhere. Agendas forspecial meetings canbeamended orchanged, butonlyifatleast24-hours advance notice ofthechanged orupdated agenda canbegiven. RCW 42.30.080(2). F. Physical Location Requirement. There mustbeaphysical location wherethepublic canattend listed intheagenda, unlessa local, state orfederal emergency has been declared and thereisadetermination bythe Governor ortheBoardofCounty Commissioners thatpublic meetings cannot beheldin-person duetotheemergency. RCW42.30.230. Thisdetermination ismadeatthetime ofthemeeting agenda ornotice ofhearing for the meeting isadvertised. Check withstaffintheBoard of County Commissioners’ Officeto determine whether in-person meetings havebeen prohibited. Adiscussion ofthenotice requirements foraremote only meeting areinSection III.B. ofthis Guidance. G. Requirement foraCost Free Alternative forParticipation Where Attendance isLimited orProhibited. Ifthemeeting isheldremotely orthepublic attendance islimited orprohibited, acost-free option toattend inreal-time, either bytelephone oranother readily available alternative, is required. RCW 42.30.230(1). 9 H. Public Comment Requirement. Comply withalltherequirements inSection IV ofthese Guidelines. Every agenda forevery regular meeting must listatime forpublic comment before anydecision ismade. This canbe atthebeginning of themeeting orbefore anitem istobediscussed. “Decision” meansa collective positive ornegative decision, oranactual vote byamajority ofthemembers ofa governing body whensitting asabody orentity, uponamotion, proposal, resolution, order, or ordinance. RCW 42.30.020(3). Multiple public comment periods areallowed topermit more focused, topic-specific comments. Allow atimeforreceipt ofpublic comments before decision onanyitemintheagenda. If written public comments arerequired orbeingconsidered, include information onthe agenda onwhere thepublic cansend theirwritten publiccomments, give adeadline with adate and time, andprovide alinkonwhere thepublic can view those comments received. Ifreceiving written comments, make sure theBoard, Commission orCommittee hastime toreview all written comments beforethestart ofthemeeting. (SeetheAgenda Form inAppendix A). VI. CONDUCT OFTHE MEETING A. Chair. TheChair ofthe Board orCommittee presides over all meetings where they are present. The Chair isappointed orelected bythemembers. Atthefirstmeeting oftheyear, there maybean election ofofficers fortheyear todepict Chair, ViceChair, Secretary, etc. B. Agenda Requirement. Anagenda posted atleast24hours inadvance isrequired forbothregular and special meetings. Cancel anymeeting if24-hour notice wasnot given beforethemeeting. C. Quorum Requirement. Aquorum ofaBoardorCommittee isamajority ofthemembers (RCW 42.30.020(3)), unless otherwise stated intheBoard orCommittee’sby-laws. Without aquorum the meeting cannot startorcontinue. Ifnoquorum exists, therearetwo choices: (1) the meeting canbecancelled bythe Chair; or, 2) theChair can waittostart the meeting untilaquorum arrives. Ifatanypoint during themeeting there ceases tobeaquorum ofthemembers, theChair must adjourn themeeting promptly, citing alackofquorum. IftheChairisnot present, Clerk of the Meeting shalladjourn themeeting. ForthisGuidance, theterm “Clerkofthemeeting” means either aperson appointed tobetheClerk of aBoard, Commission orCommittee orthe staff person designated tosupport theBoard, Commission orCommittee. 10 D. Procedure forCancelling orRescheduling aMeeting. Tocancel ameeting, put acancellation notice onthe door (ifin-person orhybrid), andpostthe cancellation ontheCounty website. Rescheduling ameeting before thenextregular meeting makes themeeting aspecial meeting, requiring publication ofanew24-hoursadvance notice andanagenda. E. CalltoOrder. Themeeting starts when theChair callsthemeeting toorder. F. Recording OpenPublic Meetings. All openpublic meetings mayberecorded into anaudio fileorvideo file. Recordings must remain available online for6months (RCW 42.30.220). Audio files and video files where recordings ofopen public meetings arestored shallbemaintained consistent with therequirements forrecords retention inChapter 40.14RCWandChapter 434-600WAC. G. Required Public Comments. Comply with alltherequirements inSection IV ofthese Guidelines fororal orwritten public comments. H. Public Hearings. 1. Sometimes Public Hearings AreRequired forDecisions byaBoard, Commission or Committee. Sometimes hearings arerequired onparticular agenda items byastatute orordinance. Although thepublic often may participate inpublic meetings, public participation in meetings isnotrequired bystatelaw. Apublic hearing primarily isintended toobtain oral andwritten testimony before significant decisions are made. Apublic hearing can occur aspart ofaregular meeting oraspecial meeting. Apublic hearing must occur whendueprocess isrequired, orwhen aspecific statute orlocal regulation requires one. Apublic hearing maybeheld when public inputisdesired onasensitive or controversial policy issue. InJefferson County, mostpublic hearings areheld bythe Board ofCounty Commissioners, theBoard ofHealth, orthePlanning Commission, asrequired by statute orordinance. 2. ForAnyDecision Required byaBoard, Commission orCommittee, Determine Ifa Public Hearing IsRequired. 11 Always consult anyapplicable statute orordinance related totheaction being taking to determine ifahearing isrequired. MRSC hasabooklet titled Local Ordinances for 1WashingtonCitiesandCounties thatcontains alistofstatutes where ahearing is required initsAppendix C. When indoubt whether apublic hearing isrequired, consult theProsecuting Attorney’sOffice. 3. Jefferson County Policy onPublic Hearings. Ataminimum, Jefferson County Boards, Commissions andCommittees shall comply withanystatute orordinance requiring ahearing notice ororal orwritten testimony before decision. For any ordinances proposed for adoption bytheJefferson County Board of Commissioners orthe Jefferson County Board ofHealth, ahearing notice shall be published inthelegal notices ofJefferson County’snewspaper ofrecord andonthe Jefferson County web siteatleast once noless than 10daysbefore thehearing foran ordinance orresolution beingconsidered. TheChair oftheJefferson County Boardof Commissioners ortheJefferson County Board ofHealth may require publication ofa hearing notice foranordinance being considered bytheBoard twice inconsecutive weeks andnolessthan10daysbefore thehearing inthelegal notices ofJefferson County’snewspaper ofrecord and ontheJefferson County website, iftheChair determines thereissignificant public interest intheordinance. 4. Required Contents foraHearing Notice. A hearing notice mustcontain the dateand time and any deadline forsubmission of oralorwritten testimony. (SeetheHearing Notice Form inAppendix B.) Adraftof the proposed ordinance orresolution shallbeposted on-line bythedatethehearing notice ispublished. I. Order ofDiscussing Items Listed atSpecific Times ontheAgenda. Iftheagenda hasaspecific timelisted fordiscussion ofanitem, thediscussion cannot starton that topicuntilthespecified time. Discussion ofthe topiccanbelater than thespecified time. Ifthe timespecified forthe next item ontheagenda hasnot come yet, arecess canbecalled untilthe specified time forthenexttopic. Because ofthislimitation, itisbestpractice tonot puttimes onspecific items, unless required, asinahearing notice. J. Listing Recesses. Toputarecess inthemeeting, theChair candoso. A starttimefortherecess neednotbein theagenda. 1 https://mrsc.org/getmedia/44e20d0f-a536-473f-baac-bd7504323330/Local-Ordinances-For-Washington- Cities-And-Counties.pdf.aspx?ext=.pdf, Accessed onJune23, 2022. 12 K. ListKey Topics ofDiscussion andItems Where There IsaPotential for Decision. List keytopics ofdiscussion and actions where there isapotential for decision. L. Adjournment. Forin-person orhybrid meetings, have theChairsign anadjournment noticeand postoutside meeting room door. (See Adjournment Notice ForminAppendix G.). Noadjournment notice needed forallvirtual meetings. M. Consider theBoard orCommittee’sOwnProcesses. A Board, Commission orCommittee’sprocesses may affect theguidance listed below. However, allBoard, Commission andCommittee’sprocesses mustcomply with OPMA. N. Regular and Special Meetings. SeeSection VIIofthese Guidelines forrequirements forregular meetings andSection VIIIfor special meetings. VII. REGULAR MEETING REQUIREMENTS (RCW 42.30.070) A. Notice. Regular meetings are heldunderaschedule fixed byordinance, resolution, bylaws, orby whatever otherrule isrequired fortheconduct ofbusiness. Ifatany time anyregular meeting 2fallsonaholiday, such regular meeting shall beheldonthenextbusiness day. Make sure theregular meeting schedule hasbeen advertised inJefferson County’slegalpaper ofrecord each January fortheyear. Any meetings outside theadvertised regular meeting schedule willbeaspecial meeting andmust follow allrequirements forspecial meetings. B. Posting oftheAgenda. Agendas must beprovided ontheBoard, Commission orCommittee’swebsite atleast24hours before themeeting. Departments whostaffmeetings ofBoards, Commissions orCommittees may postanagenda on the Department’sown webpage, buttheagenda alsomust beposted onJefferson County’scalendar ofmeetings. C. Additional Business ItemsAllowed. During aregular meeting, the Chair may addadditional business items, andtheBoard, Commission orCommittee can discuss theadditional itemandmakeadecision onthe additional business item, eveniftheadditional business itemisnot ontheagenda. That isnot allowed foraspecial meeting. 2 RCW 42.30.070. 13 VIII. SPECIAL MEETING REQUIREMENTS (RCW 42.30.080) A. Special Meetings Are Meetings NotatthePublished Date TimeorLocation onthe Annual ListofRegular Meetings. Aspecial meeting isany meeting notincluded intheannual listofregular meeting dates. See RC. Ifanyportion ofameeting isheldoutside thenormal meeting location, itisaspecial meeting. SeeRCW 42.30.070. B. Notice. Noticeofanyspecial meeting mustbedelivered orposted atleast24hours before thetimeof suchmeeting asspecified inthe notice. RCW 42.30.080(2)(c). C. Posting theNotice andtheAgenda. Send thespecial meeting notice andagenda toeach local newspaper ofgeneral circulation and localradio ortelevision station that hasonfilewith theBoard ofCounty Commissioners a written request tobenotified ofsuch special meeting orofallspecial meetings (media contacts) atleast24hours inadvance. RCW 42.30.080(2)(a) TheBoardofCounty Commissioners’ staff has anup-to-datelistofmedia contacts. Again, donot meet ifthere waslessthan 24-hours’ notice. The special meeting notice andagenda alsomust beposted onJefferson County’swebsite 24 hours beforethemeeting. RCW 42.30.080(1)(b). Ifin-person orhybrid, notice ofthemeeting location must beprominently displayed 24hours inadvance atthemain entrance ofthe agency’sprincipal location andthemeeting site, ifthe meeting siteisnot being held atthe agency’sprincipal location. RCW 42.30.080(2)(c). Forremote only meetings, thenoticeand agenda mustbeposted onawebsite hosted orshared bytheagency. RCW 42.30.080(2)(c). Thespecial meeting notice and agenda alsomustbesent toeachmember oftheBoard, Commission, orCommittee unless waived inwriting bythemember. RCW 42.30.080(1). D. Additional Business ItemsProhibited. Adding additional business oritems fordecision during aspecial meeting isprohibited by OPMA. RCW 42.30.080(3). 3Ifthereareitemsthatneedtobediscussedbutdonotrequiredecision ataspecial meeting, 4theitemsmustbeontheagendabecauseunderOPMAdiscussionis “action.” Do not change special meeting agenda after the startofthemeeting, andadd noadditional business items. 3 RCW 42.30.020(3). 4 RCW 42.30.020(3). 14 IX. DETAILED MEETING INFORMATION A. CalltoOrder. TheChairwillcallthemeeting toorder afteraquorum has beenestablished. Call toOrder is sometimes accompanied withintroductions ofmembers andstaffpresent. The Chair willhave theagenda andwillconduct business asoutlined intheagenda. B. Public Comment Period. Follow thepublic comment requirements inSection IVofthese Guidelines. Ifanitemrequires orallows fororalpubliccomments, each member ofthepublic must beallowed toprovide oral public comments before adecision ismadeonanitem. The timeforeachoralpubliccomment canbelimited soallpersons wishing toprovide public comment can speak. Typically thetime limit is2or3minutes each, attheChair’sdiscretion. Unless theitem isahearing, people commenting need notgive theirname, address, orotherinformation becausecommenters must 5beabletoremainanonymousiftheywish. (Hearings aredifferent, name/place ofresidence arerequired fortestimony during hearings.) C. Motions. 1. Public Comment Requirement. Boards, Commissions andCommittees must provide an opportunity for publiccomment before adecision ismadeonany motion. How aBoard, Commission orCommittee handles public comment isthemost important change in OPMA effective in2022. Thebiggest practical change will beforhow motions are handled. Deciding anymotion ismaking adecision. So, public comment isnow required before adecision onanymotion. Ifamotion relates toanitemonanagenda, thenpublic comment any time priorto making amotion satisfies thepublic comment requirement. But forany itemadded to aregular meeting not ontheagenda, where amotion ismade, public comment is required before finaldecision onthemotion. 62. Motion Procedure. Onemember makes amotion. Thereshallbeonlyonemotion under consideration ata time. Another member must second themotion tocontinue on with discussion. Otherwise, themotion willfaildue tolack ofasecond. 5 RCW42.30.040states, “Amemberofthepublicshall notberequired, asacondition toattendance atameeting ofagoverning body, toregister hisorhernameandotherinformation, tocomplete aquestionnaire, orotherwise tofulfill anycondition precedent tohisorherattendance.” 6 Theprocedure belowwasadaptedfromRobertsRules ofOrderforSmallBoards. 15 Before thevoteistaken onamotion, itmay beamended withthe consent ofthemember whomade themotion. No vote onanamendment toamotion isrequired. Ifthe amendment isagreeable, theChair must askforafinal vote ontheamended motion. After asecond and anyamendments, theChair should callfordiscussion onthe motion. These principles should befollowed during discussion onthemotion: TheChair should always remain impartial inmanaging themeeting. Noperson shouldspeak until recognized bytheChair. Only onequestion atatimemaybeconsidered. Only oneperson may havetheflooratanyonetime. Fullandfreediscussion ofevery motion isrequired. TheChair mustprotect therights of allmembers, including themembers inthe minority onthemotion. Silence gives consent. Those who donot vote allow the decision tobemade bythose whovote. Personal remarks orsidediscussions during discussion areoutoforder. Amajority ofthemembers decides amotion, unless basic rights ofmembers areinvolved oraruleprovides otherwise. Members have a right to know what the pending question is and to have it restated before avoteistaken. Sometimes, ifthediscussion after amotion has seconded goes onforalongtime, members willforget what theexact original motion wasand ask the Clerk oftheMeeting. Because ofthispossibility, itisgoodpractice fortheClerk ofthe Meeting totypeoutorwrite down themotion asitisbeingmade, thenconfirm the accuracy ofthetranscription withtheperson making themotion. Afteranydiscussion iscomplete, theChaircan callforavote onthemotion. Thechair calls foravote byasking “All infavor?” Those infavorsay “Aye.” Then asking, “All opposed?” Those opposed will say “no.” TheChair thenannounces theresult. Ifall members arepresent forameeting, andallmembers voted forthemotion, theterm is motion carried byaunanimous vote.” Ifnot allmembers arepresent, butamajority ofthemembers voted infavor, theterm is “motion carried.” Ifthemotion isnot carried byamajority, thetermis “motion didnot carry.” D. Executive Sessions. 1. Executive Session Topics. RCW42.30.110authorizes non-public discussion ofcertain topics inexecutive sessions during aregular orspecial meeting forcertain matters that donotrequire thepresence of legal counsel (including butnot limited tolabor negotiations and qualifications ofpersons seeking employment) andcertain matters thatrequire thepresence of legalcounsel (including matters related toactual or potential litigation). Legal counsel must beinattendance forall potential oractual litigation executive sessions. 2. Agenda Listing ofExecutive Sessions Required Only forSpecial Meetings. Forspecial meetings, the executive session fortopicscovered byRCW 42.30.110must beincluded inanagenda foraspecial meeting. Forregular meetings executive sessions fortopics 16 covered byRCW42.30.110 canbeaddedduring theregular meeting, evenifnoton theagenda published fortheregular meeting. 3. Required Announcement foranExecutive Session. RCW42.30.110(2) states, “Before convening inexecutive session, thepresiding officer ofagoverning body shallpublicly announce thepurpose forexcluding thepublic from themeeting place, andthe time when theexecutive session willbeconcluded.” 4. Executive Sessions MayBeExtended. RCW42.30.110(2) authorizes extension ofthe executive session toastated later time byannouncement oftheChair. 5. Recordings Must Be Stopped During theExecutive Session. Allrecordings must stop andtheClerkoftheMeeting must beexcused andcannot takenotes during executive sessions. 6. Confidentiality. Persons Attending Executive Sessions Must Maintain the Confidentiality oftheDiscussions. 7. SignandPostthe Executive Session Notice. The Clerk ofthe Meeting willsignand postExecutive Session Notice tothedoor ofthemeeting (ifin-person orhybrid). If meeting isallvirtual, Clerk ofthe Meeting willsignacopyoftheExecutive Session Notice tobekept inthefile. (SeetheExecutive Session Notice Form inAppendix D.) 8. No Decision CanBeMade During anExecutive Session. Nodecisions onanyitems discussed inexecutive session canbemade during theexecutive session. A “straw poll” orsimulated vote isadecision thatcannot bemade inexecutive session. Decisions can bemadeonly inopensession, after therecessed regular orspecial meeting hasresumed. 7RCW42.30.060(2). 9. Coordination withRegular Session orSpecial Session. Starting anexecutive session follows arecess from aregular session oraspecial session. Themembers cannot come backtotherecessed regular orspecial meeting until after thetimethatChair announced that theexecutive session would end. Ifthediscussion onthetopic fortheexecutive session iscomplete before theannounced end time, themembers only cancome back totherecessed regular orspecial meeting atthe announced end time forthe executive session. Attheendofexecutive session, theChair willannounce thatitistheend of executive session andthatthemembers will resume the recessed regular orspecial session. 10. Motion orNoDecision Necessary. Ifadecision isproposed after anexecutive session, amotion proposing adecision shouldbemade. Ifnodecision wasproposed atthe executive action, state: Nodecision isnecessary. 7 Nogoverning bodyofapublicagencyatany meeting required tobeopentothepublic shallvotebysecret ballot. Any votetakeninviolation of thissubsection shallbenullandvoid, andshallbeconsidered an ‘action’ under thischapter.”) 17 11. Required Public Comment onAnyMotions AfteranExecutive Session. Ifamotion is made following anexecutive session, then theChair should askwhether discussion is necessary. After anydiscussion, oralpublic comment isrequired before avote onthe motion. 12. VoteonMotion and Announce theResult. After amotion ismadefollowing an executive session and afteroralpublic comment isreceived, vote on themotion and announce theresult ofthe vote. E. Recess. Sometimes recesses arenecessary iftherearetechnical issues, orifthereisquick homework todothat needs tobebrought back fordiscussion. The Chair cancallforarecess butmust statehowlong therecess willbeforandwhat time therewill beareturntothesession. F. Adjournment. Attheendoftheagenda, theChair canstate therearenootheragenda items andcanadjourn themeeting. The Chair can ask: “Arethere any additional items forthegood oftheorder? Hearing none, thismeeting isadjourned.” Some Boards, Commissions andCommittees takea voteontheadjournment, butthat isnotrequired. X. CREATION OFWRITTEN MEETING MINUTES (RCW 42.30.035) A. Written Minutes AreRequired. 8OPMArequiresthecreationofwrittenmeetingminutes. Themeeting minutes aretheofficial record ofdecisions anddiscussion thattookplace during themeeting. Ifcreating decision-onlyminutes (recommended), minutes willresemble the agenda. B. Minimum Requirements forMinutes. Atminimum, written meeting minutes must: 1. List thedate, time, location, titleandtype ofmeeting (regular orspecial). 2. StatewhowastheChair forthemeeting thatcalled themeeting toorder. 3. State which members participated inthemeeting (theminutes also can say whowas absent). 4. Document theresult of allitemsdiscussed. The item fromtheagenda and acouple sentences about the discussion oneachtopic must beintheminutes. 8 RCW 42.30.035. 18 5. Beintheorder ofitems discussed. Meeting minutes mustbeinthe order oftheitems discussed, typically minutes look liketheagenda, butwithmore detail. 6. Describe thedecision onanitem. Theresults ofALLmotions onanyitem made must bedocumented, even ifamotion wasmoved, butfailedlacking asecond. 7. Statethedateand timefrom the agenda scheduled foranyexecutive session orclosed sessions. Then, aftereach session, state theactualtimesthesession began andended, who participated inthesession, andwhat RCW wasthelegal basis forthesession. (See theMinutes ForminAppendix E.) 8. State allrecessand reconvene times. 9. Minutes should listthestart, extension, and endtimes ofExecutive Sessions andClosed Sessions (RCW 42.30.140). 10. Listalladditional business items discussed thatwerenotoriginally listed onaregular meeting agenda. Listthese intheminutes as “Additional Business: Discussion re: XXX” andthen include anydecisions notoriginally listed that took place. 11. State thetimewhen theChair adjourned themeeting. 12. The signature pageshould besigned bytheChair andtheClerk oftheMeeting, unless theby-lawsdictate otherwise. C. Tips fortheClerk oftheMeeting. 1. Tip – Create aboiler plate forminutes withmeeting elements typically included, with itemsinred where updates will most likely beneeded (date, who firstandseconded a motion, adjournment time, executive session times, etc.) (See theMinutes Form in Appendix E.) 2. Tip – Keep allmeeting materials inafolder. This includes anything emailed to members, items submitted during themeeting, public comments (emailed orsubmitted inperson). XI. LIMITS ON COMMUNICATIONS BETWEEN MEMBERS A. Meetings ofOther Organizations orGroups Where aQuorum oftheBoard, Commission orCommittee isPresent. Members ofaBoard, Commission orCommittee canattend ameeting ofanother organization orgroup without violating OPMA, provided noquorum ofthemembers ispresent. Even ifaquorum ispresent, members ofaBoard, Commission orCommittee would notviolate OPMA, unless thetransaction ofofficial business occurs. RCW42.30.020. Membersshould takecarewhentheyattendsuchmeetingswhereaquorumofthemembersispresent nottoconsiderordiscussofficialJeffersonCountybusiness. 19 Whennecessaryforaquorumofmemberstoattendsuchmeetingswhereofficial businessmaybediscussed, thenoticerequirements inSectionIIofthisGuidanceandthe agendarequirementsinSectionVmustbefollowed. B. Written Communications Between Members. Written communications (emails, text messages) between members isallowed under OPMA whenthemembers isnot aquorum ofthemembers, evenifofficial business isdiscussed. However, written communications between aquorum ormore members about official business violates OMPA. See RCW42.30.020 (thetransactionofofficialbusinessincludes discussions, considerations, reviews, andevaluations.) Donotuse "ReplyAll" orany otherprocessthatcouldpossiblyleadtoanillegalmeeting, inviolationofOPMA. XII. UNUSUAL SITUATIONS A. Emergencies. Intheevent ofanemergency such asfire, flood, earthquake orother emergency, ameeting may beheldatasite other than theregular meeting site, andthenoticerequirements under 9OPMAaresuspendedduringsuchanemergency. RCW42.30.070. B. Field Trips orTours. 1. Special Meeting. Afieldtriportouralways willbeaspecial meeting because itisnotbeing heldinaregular meeting location. RCW 42.30.070. 2. Public Attendance Required When AQuorum isPresent. For “field trips” ortours byat least aquorum oftheBoard, Commission orCommittee, thepublic must beabletoattend. Ifthepublic cannot attend, aquorum oftheBoard, Commission orCommittee cannot go, but lessthanaquorum cango. 3. Agenda Must ListSitesofField TriporTour. Theagenda mustlistaddresses ofthesite(s) tobevisited and thetimes proposed foreach site visit. Sitesmust bevisited inthe order listed. RCW42.30.080(3). 4. Procedure forRecessing aMeeting for aField TriporTour. Ifaquorum willattend the fieldtrip, theentire meeting willbeaSpecial Meeting, regardless ifthemeeting startsat theusual regular meeting location. Ifaquorum oftheCommittee will notbeattending the field trip, themeeting canremain aRegular Meeting andthe Chair will callforarecess andreconvene when themembers wholeftareback. Themembers whoattended cangive adebrief atthereconvened meeting. 9 If, byreasonoffire, flood, earthquake, orotheremergency, thereisaneedforexpedited actionbyagoverning bodytomeettheemergency, thepresiding officer ofthegoverning bodymayprovide forameeting siteother thantheregular meeting site, foraremote meeting without aphysical location, orforameeting atwhich the physical attendance bysomeorallmembers ofthepublic islimitedduetoadeclared emergency, andthenotice requirements ofthischapter shallbesuspended duringsuchemergency.”) 20 C. Meeting Agenda NotWithin 24Hours oftheStartoftheMeeting. What happens if ameeting starts but then thereisadiscovery that therewasafailure to post theagenda tothepublic within 24hours ofthe meeting? Anyordinance, resolution, rule, regulation, order, ordirective adopted during thatmeeting isnull andvoid. RCW 42.30.060. Stop the discussion ofanyordinance, resolution, rule, regulation, order, ordirective and start over ateitherthe nextregular meeting orataproperly noticed special meeting. Iftheerror is discovered the meeting mustbeimmediately adjourned. D. Disruptions. RCW42.30.050 contains theprocedure forinterruptions atanopenpublic meeting. Appendix Gisascript forin-person disruptions atopen public meetings. Appendix Hisascript foron-linedisruptions atopen public meetings. XIII. OPMA VIOLATIONS ANDLIABILITY (RCW 42.30.120) A. Personal Liability. Anymember ofaBoard, Commission orCommittee subject toOPMA and whoparticipates in ameeting that doesnot comply with OPMA issubject toacivilpenalty of $500 forthefirst 1011OPMAviolationand $1,000.00foreach subsequent OPMA violation. B. Some Actions Taken Are NullandVoid. Any ordinance, resolution, rule, regulation, order, ordirective adopted during thatmeeting is nullandvoid. RCW 42.30.060. C. County Liability forAttorney’sFeesandCosts. The County isliable for attorney’sfeesand costs inlawsuits seeking tovoidactions, ifa meeting isheldinviolation ofOPMA. RCW 42.30.120(4). XIV. FORMS Theforms attached intheAppendix should befollowed. A. Agenda. Appendix AisanAgenda Form. 10 RCW 42.30.120(1). 11 RCW 42.30.120(2) 21 B. Hearing Notice. Appendix B isaHearing Notice Form. C. Agenda Request. Appendix C. isanAgenda Request Form. OnlytheJefferson County Board ofCommissioners usesanagenda request form. ButanyBoard, Commission orCommittee mayestablish a procedure that requires orallows foranagenda request form. D. Executive Session Notice. Appendix DisanExecutive Session Notice Form. E. Minutes. Appendix EisaMinutes Form. F. Notice ofAdjournment. Appendix FisaNotice ofAdjournment Form. G. Hearing: In-Person Disruption. Appendix Gisascript forin-person disruptions atopenpublic meetings. H. Hearing: On-Line Disruption. Appendix Hisascript foron-linedisruptions atopen public meetings. 22 APPENDIX A – AGENDA FORM StateRegularorSpecialMeetingHere\] MeetingAgenda NameofBoard, CommissionorCommitteeHere\] Day Here\], \[Date, Month & Year Here\] @ \[Time Here\] MeetingRoomLocationHere\] StreetAddress Here\] (\[TypeofMeetingHere. Example: In-person, VirtualOnlyor Hybrid\]) You can join thismeeting byusing these methods: ZoomMeeting: \[URLHere, Example: https://us06web.zoom.us/j/91098454388\] Thisoptionwillallow youtojointhemeeting live. Participation willbeuptotheChairor ClerkoftheMeeting. Audio-only: Dial: \[Area CodeandTelephone NumberHere\] anduseAccessCode: Access Code Here\] Thisoptionwillallow youtolistentothemeeting live. Participation willbeupto theChair orClerkoftheMeeting. Accessforthehearing impaired andotherscanbe accommodated usingWashington RelayServiceat \[AreaCode andTelephone NumberHere\] Website ortoView Document(s): \[Information onHowtoAccessMeeting Documents Here\] TECHNICAL DIFFICULTIES: Ifthere aretechnical difficulties, atleastonemethodabovewillbeaccessible tothepublic. Pleasetryallmethodsfirstbefore calling \[AreaCodeandTelephone Number Here\] toreport anyissues. SUBMITTING PUBLICCOMMENTS FORMEETING: During social distancing fortheCOVID- 19pandemic, citizens cansubmit public comments remotely byemailregarding items listed below. Board members andstaffwillreadand consider yourcomments beforethemeeting. Emailyourcomments by \[TimeHere\] thedaybeforethemeeting usingthisdedicated emailaddress: \[URLHere\] Toreviewanywrittencomments received: \[URLHere\] 23 AGENDA CALL TO ORDER PUBLIC COMMENT PERIOD Ifthe Members Brief thePubliconMeetings andSchedules\] BRIEFING SESSION IfthereisaConsent Agenda\] APPROVAL AND ADOPTION OFCONSENT AGENDA Items listed below have been distributed tothemembers inadvance forstudy andwillbe enacted byonemotion. Ifseparate discussion isdesired onanitem, thatitem mayberemoved from theConsent Agenda andplaced ontheRegular Agenda, ataspecific timeattherequest ofany member.) 1. \[Consent Agenda Item Here\] 2. \[Next Consent Agenda Item Here\] ADDITIONAL PUBLIC COMMENT BEFORE ANYDECISION ONCONSENT AGENDA Ifthere meeting minutes toapprove\] APPROVAL OFMEETING MINUTES: \[Date(s) of Meeting(s) Here\] DISCUSSION: \[ListSeparately Every Item forDiscussion Using This Format.\] IfanyCommittee Reports\] COMMITTEE REPORTS: \[ListSeparately Every Committee Report Using This Format\] 1. \[Name ofCommittee Here\] Committee – Lead: \[ListPersonGiving Report\] 2. \[Next Name ofCommittee Here\] Committee – Lead: \[ListPerson Giving Report\] WORKSHOP: \[ListSeparately Every Workshop UsingThis Format\] \[For Each Workshop Where A Decision Might BeTaken Add Additional Public Comment. (“Decision” means a collective positive ornegative decision, oranactual vote byamajority ofthemembers ofa governing body whensitting asabody orentity, uponamotion, proposal, resolution, order, or ordinance. RCW 42.30.020.)\] ADDITIONAL PUBLIC COMMENT BEFORE ANY DECISION AFTER ANY WORKSHOP POTENTIAL DECISION: \[ListSeparately Every Item Where Decision MayBeTaken Using This Format.\] \[ForEach Workshop Where FinalMight beTaken, Add Additional Public Comment. (“Decision” means acollective positive ornegative decision, oranactual vote bya majority ofthe members ofagoverning body whensitting asabody or entity, upon amotion, proposal, resolution, order, orordinance. RCW42.30.020.)\] 24 ADDITIONAL PUBLIC COMMENT BEFORE ANY DECISION AFTER A WORKSHOP EXECUTIVE SESSION: \[List Separately Every Executive Session. ForEachExecutive Session, After Which Decision Might BeTaken, AddAdditional Public Comment. Decision” means acollective positive ornegative decision, oranactual votebyamajority ofthemembers ofagoverning body when sitting asabody orentity, uponamotion, proposal, resolution, order, orordinance. RCW 42.30.020.)\]\] Theexecutive session will beheldunder RCW \[List thesubsection ofRCW 42.30.110that authorizes theExecutive Session Here\], which authorizes executive sessions todiscuss \[Listtypeofauthorized executive session here.\]. ADDITIONAL PUBLIC COMMENT BEFORE ANY DECISION AFTER AN EXECUTIVE SESSION CLOSING REMARKS ADJOURNMENT BY: \[ListTime Here\] ATAREGULAR MEETING, THE MEMBERS MAY ADDAGENDA ITEMS AND TAKE ACTION ONOTHER ITEMS NOTLISTED ONTHISAGENDA. Americans with Disabilities Act (ADA) Accommodations Provided Upon Request 25 APPENDIX B – HEARING NOTICE FORM Pleasepublish \[oneortwo\] times: \[Date(s) Here\] \[The Moving Party Sends Notice ToPaper\] Contact Person: \[ListMoving PartyHere\] Billto: Jefferson County Commissioners P.O. Box 1220 Port Townsend, WA98368 NOTICE OFPUBLIC HEARING Title ofHearing) List TitleofHearing Here\] NOTICE ISHEREBY GIVEN thatapublic hearing isscheduled bytheJefferson County Board ofCommissioners for \[DayHere\], \[FullDate Here\] at \[Time Here\] inthe \[Location andFull Street Address Here\]. Notice ofthehearing istobe published intheofficial newspaper ofJefferson County. List Reason forHearing Here\] The2022-2023 subrecipient grant isavailable forviewing ontheCounty website at \[URL Here\] \[BoCC Staff WillAdd The Link\] You are welcome toparticipate. Youwillneedtojoin themeeting by \[Time Here\] usingthese methods: VIRTUALLY: Viathe following Zoom, link: https://zoom.us/j/93777841705, PHONE: Dial1-253-215-8782and enter access code: 937-7784-1705# andpress *9to “raise yourhand” to becalled upon. Access forthehearing impaired can beaccommodated using Washington Relay Service at1-800-833-6384, IN-PERSON: Thisoption isonlyavailable provided ahybrid meeting canbeheldwithreasonable safety, namely thattheCOVID-19 risk is Very Low, Low orModerate per thedashboard at https://www.co.jefferson.wa.us/1429/COVID-19perJefferson County Resolution No. 24-22. If in-person isavailable, seating capacity may also belimited to50%. (thered istoconfirm linkto the meeting) Toview documents orwatch thismeeting live with noparticipation, goto www.co.jefferson.wa.usFollow thelinks under “QuickLinks: Videos ofMeetings: Today.” If youexperiencedifficultiesjoiningthemeetingorviewingdocumentspleasecall360-385-9100to reportanyissues. Written testimony isalsoinvited beginning on \[StartDateHere\] and ending attheendofthe Public Hearing, unless extended bytheBoard ofCounty Commissioners. Written public testimony may besubmitted byEmail to: jeffbocc@co.jefferson.wa.us; orby Mail to: Jefferson County Commissioners’ Office; POBox 1220, PortTownsend, WA98368. Atthe hearing, there will beanopportunity for oraltestimony. Written testimony mustbereceived bytheBoard ofCounty Commissioners bytheend ofthetestimony period atthehearing. Signed this \[DayHere\] dayof \[Month Here\], \[YearHere\]. 26 JEFFERSON COUNTY BOARD OFCOMMISSIONERS S/\[Name ofChairHere\], Chair 27 APPENDIX C – AGENDA REQUEST FORM JEFFERSONCOUNTY BOARDOFCOUNTY COMMISSIONERS AGENDA REQUEST TO: Board ofCommissioners FROM: \[Name Here\] DATE: \[Leave Date Blank\] RE: \[Short Description ofAgenda ItemHere\] STATEMENT OFISSUE: Discuss theIssue ToBeAddressed Here—What DoYouWant theMembers toDo?\] ANALYSIS: State HeretheReasons WhytheMembers Should Do What You WantThem ToDo\] FISCAL IMPACT: Discuss Here theFiscal Impactof WhatYou Want theMembers ToDo\] RECOMMENDATION: StateWhat YouWant theMembers ToDo\] REVIEWED BY: Name Here\], County Administrator Date 28 APPENDIX D – EXECUTIVE SESSION NOTICE FORM 29 APPENDIX E – MINUTES FORM StateRegularorSpecialMeetingHere\] MeetingMinutes NameofBoard, CommissionorCommitteeHere\] Day Here\], \[Date, Month & Year Here\] @ \[Time Here\] MeetingRoomLocationHere\] StreetAddress Here\] (\[TypeofMeetingHere, Example: In-person, VirtualOnlyor Hybrid\]) CALLTO ORDER: \[ListPersonsPresenting Information attherequestoftheBoard, Commission orCommittee Here\] werepresent. \[ListPersonWhoCalledtheMeetingtoOrder Here\] calledthemeeting toorderattheappointed time. PUBLIC COMMENT PERIOD: Thefollowing isasummary of comments made by individuals inattendance atthemeeting andreflecttheiropinions: \[Listand Summarize Any PublicComments Here\]. TheMembers and \[NameAnyStaffMember WhoResponded toPublicComments Here\] responded topublic comments andconcerns made during thePublicComment Period and responded towritten comments received. Ifthere isaConsentAgenda\] APPROVAL ANDADOPTION OFTHECONSENT AGENDA: \[ListtheMember WhoMovedforApproval Here\] movedtoapprove theitemson theConsentAgendaaspresented. \[ListtheMember Who MovedforSeconded Here\] seconded themotion, which carried byavote of \[ListAllVotes ForandAgainst Here\]. \[Listand Summarize AnyPublicComments Here\]. ListAll Recesses UsingThisFormat\] RECESS: Themeetingwasrecessed at \[TimeHere\] and reconvened at \[TimeHere\] withthefollowing Members present: \[ListMembers Present Here\]. IftheMembers BriefthePublic onMeetings and Schedules\] MEMBERS’ BRIEFING SESSION: TheMembers discussed recent meetingsthey attended andreviewed theirmeeting schedules. DISCUSSION: \[Summarize Separately for EveryItemontheAgendaforDiscussion.\] IfanyCommittee Reports\] COMMITTEE REPORT: \[ListPersonGivingReport\] ofthe NameofCommittee Here\] Committee reported tothemembers andresponded toquestions fromthemembers andstaff. 30 WORKSHOP: 1. Discussion: \[Summarize theDiscussion atEvery Workshop Using ThisFormat\]. 2. Motion orNoDecision Necessary: \[IfDecision isProposed, AMotion Proposing Decision Should BeMade. IfaMotion IsMade, Then Public Comment IsRequired Before aVote ontheMotion\]. 3. PublicComment: \[ListandSummarize AnyPublic Comment, After aMotion IsMade to MakeaDecision\]. 4. Decision: \[If AMotion WasMade and Public Comment Was Heard, VoteandState the Results oftheVote. IfNoDecision Was Taken, State NoDecision Was Taken. Example: Amotion wasmadeby \[Person\] andseconded by \[Person\] to \[Quote theMotion\] andthe motion passed bya voteof \[State thevotes for andagainst\], with \[ListMembers\] voting forand \[ListMembers\] voting against.\] DECISION: 1. Discussion: \[Summarize the Discussion Before anyDecision Was Taken\]. 2. Motion: \[AMotion Proposing a Decision Should BeMade. ThenPublic Comment Is Required Before aVoteontheMotion\]. 3. PublicComment: \[ListandSummarize AnyPublic Comment, After aMotion IsMade to MakeaDecision\]. 4. Decision: \[VoteandState the Results oftheVote ontheMotion. Example: Amotion was madeby \[Person\] andseconded by \[Person\] to \[QuotetheMotion\] andthe motion passed byavote of \[State thevotes forandagainst\], with \[ListMembers\] voting forand \[List Members\] voting against.\] EXECUTIVE SESSION: 1. At \[List TimeHere\], anexecutive session washeld under RCW \[List the subsection of RCW42.30.110 thatauthorized the Executive Session Here\], whichauthorizes executive sessions todiscuss \[List type ofauthorized executive session here.\]. These persons were present: \[List Members andOther Persons Present attheExecutive Session Here\]. 2. Extensions: \[List the Times forEvery Extension oftheExecutive Session Here\]. The Executive Session wasextended to \[TimeHere\] andto \[Time Here\] byannouncement of thechair ofthemeeting. 3. Resumption ofMeeting After Executive Session: TheExecutive Session concluded and themeeting resumed at \[Time Here\]. 4. Motion orNo Decision Necessary: \[IfaDecision IsProposed, AMotion Proposing a Decision Should BeMade. IfNoDecision WasProposed attheExecutive Action, State: 31 Nodecision isnecessary. IfaMotion IsMade, ThenPublic Comment IsRequired Before aVoteonthe Motion\]. 5. PublicComment: \[ListandSummarize AnyPublic Comment, After aMotion IsMade to make aDecision\]. 6. Decision: \[For Each Executive Session After Which AMotion for Final WasMade and Public Comment WasHeard, Voteand StatetheResults ofthe Vote. IfNoDecision Was Made, State NoDecision Was Made\]. ADDITIONAL DISCUSSION ITEMS: The Commissioners andCounty Administrator reviewed: \[Listand Summarize Any Additional Items Discussed Not ontheAgenda\]. NOTICE OFADJOURNMENT: The ChairoftheMeeting Eisenhour adjourned themeeting at TimeHere\] untilthenextregular meeting orspecial meeting asproperly noticed. These minutes are approved: NAME OF BOARD, COMMISSION ORCOMMITTEE HERE\] SEAL: Name Here\], Chair ATTEST: \[Name Here\], Member Name Here\] \[Name Here\], Member Clerkof the \[Board, Commission orCommittee Here\] 32 APPENDIX F – NOTICE OFAJOURNMENT NameofBoard, Commission orCommitteeHere\] NOTICE OFADJOURNMENT Date:_________________________________________ Time: _________________________________________ Approved: Chair Name ofBoard, Commission orCommittee Here\] Next Meeting: Time: Regular Monday Meeting on \[DateHere\] at \[Time Here\] orSpecial Meeting ifproperly noticed under RCW 42.30.080. Place: \[State Location andFullAddress Here\] 33 APPENDIX G – SCRIPT FORIN-PERSON DISRUPTIONS ATOPEN PUBLIC MEETINGS 12ProcedureforAddressingIn-Person Disruptions atOpenMeetings Thisprocedure discusses thestepsagoverning body must follow toaddress anin-person disruption atanopenmeeting. Thegoverning bodymust follow allthesteps before itcan adjourn themeeting andreconvene theopen meeting inanother location. The basisforthis 13procedureisRCW42.30.50, quoted attheendofthisProcedure. Protection ofFirst Amendment Rights Required: Openpublic meetings arelimited public forums and First Amendment protections apply. Speech dealing withthe functioning ofgovernment, including the efficiency of management and operations ofagencies, are matters ofpublic concern. This includes criticism ofpublic officials ortheirpolicies. Sprague v. Spokane Valley FireDep’t, 189 Wn.2d858, 883, 409P.3d160, 175 (2018). Because thelinebetween speech unconditionally guaranteed andspeech which may legitimately beregulated, suppressed, orpunished isfinely drawn, ineverycase thepower toregulate must besoexercised asnot, inattaining apermissible end, unduly toinfringe theprotected freedom. Gooding v. Wilson, 405U.S. 518, 522, 92 S. Ct. 1103, 1106, 31 L.Ed.2d408, 414 (1972). The governing body shouldtolerate offensive conduct byattendees iftheconduct doesnot cause anactual disruption. Thegoverning body should attempt othermethods toaddress aperceived disruption before resorting toejection. The governing bodyshould treat alldisruptions inasimilar manner toavoid claims thatits decision toejectresulted fromtheviewpoint expressed rather thanthedisruption itself. For example: stoEjectionforgivingasilentNazisaluteviolatedthe1 Amendment asviewpoint discrimination, evenifafter public comment period. Norse v. City ofSantaCruz, 629F.3d966, 976 (9thCir. 2010). o Provision offederal law prohibiting registration oftrademarks that may “disparage orbring . . . intocontemp\[t\] ordisrepute” any “persons, living ordead” violated 12 Revisions: DavidAlvarez created thisdocument onFebruary20, 2007andreviseditonFebruary 17, 2011. PhilipHunsucker revised thisdocument onJuly24, 2017andonJuly12, 2022. 13 There isanexcellent MRSC articleonthistopicathttp://mrsc.org/Home/Stay-Informed/MRSC-Insight/April- 2012/Addressing-Disruptions-at-Public-Meetings.aspx, Accessed onJuly10, 2022. 34 stthe1 Amendment asviewpoint discrimination. Matal v. Tam, 137S. Ct. 1744, 1748, 198L.Ed.2d 366, 371 (2017). stoOrdinanceprohibiting “insolent” behavior violated the 1 Amendment as viewpoint discrimination. Acosta v. CityofCosta Mesa, 694F.3d960, 973 (9thCir. 2012). Thegoverning body should never limit anattendee’sspeech because itdoes notlike the viewpoint expressed. Time, place andmanner restrictions arepermissible ifviewpoint neutral andenforced ina uniform manner, sopersons withunpopular viewpoints cannot claimthey arebeing limited basedontheir viewpoint. Time, place and manner restrictions canallow forthe ejection ofanattendee, butonlyif theattendee’sactions disrupt, disturb orotherwise impede theorderly conduct ofthe meeting. Forexample: o Agoverning body, where thepublic mayaddress thegoverning body, isthefocus ofhighly important individual and governmental interests. Citizens have an enormous firstamendment interest indirecting speech about public issues tothose whogovern. Partly for thisreason, suchmeetings, once opened, havebeenregarded aspublic forums, albeit limited ones. Whitev. Norwalk, 900F.2d1421, 1425 (9th Cir. 1990). o Aspeaker may disrupt apublic meeting byspeaking too long, bybeing unduly repetitious, orbyextended discussion ofirrelevancies. Themeeting isdisrupted because thegovernmental body isprevented fromaccomplishing itsbusiness ina reasonably efficient manner. Such conduct mayinterfere with therights ofother speakers. White v. Norwalk, 900F.2d1421, 1426 (9thCir. 1990). o Regulations restricting public commentary tothreeminutes peritemattheendof eachmeeting arethereasonable time, place, and manner restrictions that preserve aboard’slegitimate interest inconducting efficient, orderly meetings. Kindt v. SantaMonica RentControl Bd., 67F.3d266, 271 (9thCir. 1995). Procedure forAddressing Disruptions: RCW 42.30.050 suggests theseprogressive steps toaddress actions thatdisrupt, disturb or otherwise impede theorderly conduct ofanopen meeting: 1. Yelling. Courts have heldthat yelling canberegulated asdisruptive behavior. Commenters yelling during avirtual open public meeting canbeaskedtostopinterrupting. a. TheChairshould politely askanycommenter yelling tobring down thevolume oftheir voice because itisdisrupting themeeting. 35 b. Warning: Ifthe commenter again yells, thecommenter politely should bewarned to bringdown thevolume oftheirvoice. Chair politely should ask thedisrupting person(s) toplease stopinterrupting asecond timeandshould warn thatone more interruption will leadtothedisrupting person(s) beingescorted outofthemeeting. c. Ifthecommenter willnotstop yelling, thecommenter should berequested topresent theirpublic comments inwriting andadvised thatthey arewelcome totry public comments inanyfuture meeting, aslongastheyarenotdisruptive. Atthispoint, Chair mayrequest thataSheriff’sDeputy come tothe meeting. 2. Threats toHarm Someone. Threats toharmsomeone disrupt thepurpose ofpublic comments, namely topromote public discourse. Commenters making threatening comments during avirtual openpublic meeting canbeasked tostopmaking threats: a. TheChair should politely askanycommenter making threats tostopbecause itis disrupting themeeting. b. Ifthecommenter doesnotstop making threats, theChair should politely inform the commenter thatiftheydonot stop, they willbeasked toleavethemeeting. Atthis point, Chairmayrequest thataSheriff’sDeputy come tothemeeting. 3. Requirements forAdjournment ofthe Governing Body: After being requested toleave, if thedisruptive person doesnotleave quietly, thenthegoverning body may vote toadjourn themeeting and reconvene atanother location. Only amajority voteofthegoverning body canresult inanadjournment and reconvening atanother location. 4. Requirements AfterAdjournment: a. Notice: The media inattendance andthose persons inattendance notpartofthe disruption mustbeprovided withnoticeofanewlocation. b. Posting an Order: Ifthemajority vote istoadjourn, thenthegoverning body must postanorder ofadjournment, citingthenewtimeand location ofthemeeting atthe doorway ofthelocation ofthedisrupted meeting. c. Limits onDecisions. Ifthemeeting isadjourned, the governing body mayonly decide ontheitems ontheagenda fortheadjourned meeting. 5. Possible Criminal Conduct for Failure toComply with Request toLeave the Meeting: Failure toleavequietly attherequest oflawenforcement mayconstitute disorderly conduct underRCW 9A.84.030orafailure todisperse under RCW 9A.84.010. RCW42.30.050 Interruptions--Procedure Intheeventthat any meeting isinterrupted byagroup orgroups ofpersons torender the orderly conduct ofsuchmeeting unfeasible and order cannot berestored bytheremoval of individuals interrupting themeeting, themembers ofthegoverning body conducting the 36 meeting may order themeeting room cleared andcontinue insession ormayadjourn the meeting andreconvene atanother location selected bymajority voteofthe members. Insuch asession, finaldisposition maybe taken only onmatters appearing onthe agenda. Representatives ofthe press orother newsmedia, except thoseparticipating inthedisturbance, may attend any session held under thissection. Nothing inthis section shall prohibit the governing bodyfromestablishing aprocedure forreadmitting anindividual orindividuals not responsible fordisturbing theorderly conduct ofthemeeting. 37 APPENDIX H – SCRIPT FOR ON-LINE DISRUPTIONS AT OPEN PUBLIC MEETINGS ProcedureforAddressingOn-LineDisruptions 14atOpenPublicMeetings This procedure discusses thesteps agoverning body mustfollow toaddress anon-line 15disruptionatanopenpublicmeeting. Thebasis forthisprocedure isRCW 42.30.50, quoted attheendofthisProcedure. Protection ofFirst Amendment Rights Required: Openpublic meetings arelimited public forums and First Amendment protections apply. Speech dealing withthe functioning ofgovernment, including the efficiency of management and operations ofagencies, arematters ofpublic concern. This includes criticism ofpublic officials ortheirpolicies. Sprague v. Spokane Valley FireDep’t, 189 Wn.2d858, 883, 409P.3d160, 175 (2018). Because thelinebetween speech unconditionally guaranteed andspeech which may legitimately beregulated, suppressed, orpunished isfinely drawn, ineverycase thepower toregulate must besoexercised asnot, inattaining apermissible end, unduly toinfringe theprotected freedom. Gooding v. Wilson, 405 U.S. 518, 522, 92S. Ct. 1103, 1106, 31 L.Ed.2d408, 414 (1972). The governing body shouldtolerate offensive conduct byattendees iftheconduct doesnot cause anactual disruption. Thegoverning body should attempt othermethods toaddress aperceived disruption before resorting toejection. The governing bodyshould treat alldisruptions inasimilar manner toavoid claims thatits decision toejectresulted fromtheviewpoint expressed rather thanthedisruption itself. For example: stoEjectionforgivingasilentNazisaluteviolatedthe1 Amendment asviewpoint discrimination, evenifafter public comment period. Norse v. City ofSantaCruz, 629F.3d966, 976 (9thCir. 2010). o Provision offederal law prohibiting registration oftrademarks that may “disparage orbring . . . intocontemp\[t\] ordisrepute” any “persons, living ordead” violated 14 Revisions: DavidAlvarez created anin-personscript onFebruary 20, 2007andrevised itonFebruary17, 2011. PhilipHunsucker revised the in-person script onJuly24, 2017andadapteditforon-linemeetings onSeptember 6, 2022andreviseditonJuly10, 2022. 15 There isanexcellent MRSC articleonthistopicathttp://mrsc.org/Home/Stay-Informed/MRSC-Insight/April- 2012/Addressing-Disruptions-at-Public-Meetings.aspx, Accessed onJuly10, 2022. 38 stthe1 Amendment asviewpoint discrimination. Matal v. Tam, 137S. Ct. 1744, 1748, 198L.Ed.2d 366, 371 (2017). stoOrdinanceprohibiting “insolent” behavior violated the 1 Amendment as viewpoint discrimination. Acosta v. CityofCosta Mesa, 694F.3d960, 973 (9thCir. 2012). The governing bodyshould never limit anattendee’sspeech because itdoesnotlikethe viewpoint expressed. Time, place and manner restrictions arepermissible ifviewpoint neutral and enforced ina uniform manner, sopersons withunpopular viewpoints cannot claimthey arebeing limited basedontheirviewpoint. Time, place and manner restrictions canallow forthe ejection ofanattendee, butonlyif theattendee’sactions disrupt, disturb orotherwise impede theorderly conduct ofthe meeting. Forexample: o Agoverning body, where thepublic mayaddress thegoverning body, isthefocus ofhighly important individual and governmental interests. Citizens have an enormous firstamendment interest indirecting speech about public issues tothose who govern. Suchmeetings, onceopened, havebeen regarded as publicforums, albeit limited ones. White v. Norwalk, 900 F.2d1421, 1425 (9thCir. 1990). o Aspeaker may disrupt apublic meeting byspeaking too long, bybeing unduly repetitious, orbyextended discussion ofirrelevancies. The meeting isdisrupted because thegovernmental body isprevented fromaccomplishing itsbusiness ina reasonably efficient manner. Such conduct mayinterfere with therights ofother speakers. White v. Norwalk, 900F.2d1421, 1426 (9thCir. 1990). o Regulations restricting public commentary tothreeminutes peritemattheendof eachmeeting arethereasonable time, place, and manner restrictions thatpreserve aboard’slegitimate interest inconducting efficient, orderly meetings. Kindt v. SantaMonica RentControl Bd., 67F.3d266, 271 (9thCir. 1995). Procedure forDealing with Off-Topic, Yelling, orThreatening Public Comments: RCW 42.30.050suggests progressive steps toaddress actions that disrupt, disturb orotherwise impede theorderly conduct ofanopen meeting. Because aspeaker atanopen public meeting conducted viaZoomcan beprevented fromspeaking, itisunlikely that anopenpublic meeting conducted viaZoom wouldeverneed tobeshut down. Thefollowing advice isprovided: 1. NoBanning. Banning someone from thepublic comment space might beviewed as unconstitutional viewpoint discrimination. 2. Off-TopicComments. Jefferson County allows comments onanytopic tobediscussed during publiccomment period. Therefore, trying tolimit topicsofdiscussion, mightbe viewpoint discrimination. 39 3. Yelling. Courts haveheldthatyelling canberegulated asdisruptive behavior. Commenters yelling during avirtual openpublicmeeting can beasked tostop yelling: a. TheChair should politely askanycommenter yelling tobringdownthevolume of theirvoice because itisdisrupting themeeting. b. Ifthecommenter doesnot stop yelling, theChair should politely inform the commenter thatiftheydonot bring down thevolume oftheirvoice, their microphone willbeturnedoff, but theymayusetherestoftheirallotted timeatthe endofthepublic comment period andtheyshould beasked toremain ontheline. c. Thecommenter should becalled upon again attheend ofthelastpublic comment andgiving their remaining time tocomment. d. Ifthecommenter again yells, thecommenter politely should bewarned tobring down the volume oftheirvoice. Thecommenter then politely should beadvised that iftheydonot bring down thevolume oftheirvoice, their microphone will be turned off. e. Ifthecommenter willnot stop yelling, thecommenter should berequested to present theirpublic comments inwriting and advised that theyarewelcome totry public comments inany futuremeeting, aslongastheyare notdisruptive. Then, thecommenter’smicrophone canbeturned off. 4. Threats toHarm Someone. Threats toharm someone disrupt thepurpose ofpublic comments, namely topromote public discourse. Commenters making threatening comments during avirtual openpublic meeting canbeasked tostopmaking threats: a. TheChairshould politely askanycommenter making threats tostopbecause itis disrupting themeeting. b. Ifthecommenter doesnot stop making threats, theChairshould politely inform the commenter that ifthey donot stop, theirmicrophone will beturned off, butthey may use the restoftheir allotted time attheendofthepublic comment period and they should beasked toremain onthe line. c. Thecommenter should becalled upon again attheend ofthelastpublic comment andgiving their remaining time tocomment. d. Ifthe commenter willnotstopmaking threats toharmsomeone, the commenter shouldberequested topresent their public comments inwriting andadvised that theyarewelcome totrypublic comments inanyfuture meeting, aslongastheydo notthreaten harm toaperson. Then, thecommenter’smicrophone canbeturned off. RCW42.30.050 Interruptions--Procedure 40 Intheeventthat any meeting isinterrupted byagroup orgroups ofpersons torender the orderly conduct ofsuchmeeting unfeasible and order cannot berestored bytheremoval of individuals interrupting themeeting, themembers ofthegoverning body conducting the meeting may order themeeting room cleared andcontinue insession ormayadjourn the meeting and reconvene atanother location selected bymajority vote ofthemembers. Insuch asession, finaldisposition maybe taken only onmatters appearing onthe agenda. Representatives ofthepress orother news media, except those participating inthedisturbance, may attend any session held under thissection. Nothing inthis section shall prohibit the governing bodyfromestablishing aprocedure forreadmitting anindividual orindividuals not responsible fordisturbing theorderly conduct ofthemeeting. 41 Regular Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Philip Hunsucker Chief Civil Deputy Prosecuting Attorney DATE: October 24,2022 SUBJECT: WORKSHOP re: Open Public Meetings Act (OPMA) Guidelines for Boards and Commissions and Committees; and,ADDITIONAL PUBLIC COMMENT STATEMENT OF ISSUE: Staff created a set of draft guidelines (Draft Guidelines) to ensure that all of Jefferson County Boards, Commissions and Committees maintain compliance with the Washington Open Public Meetings Act(OPMA), Chapter 42.30 RCW. The draft guidelines create uniform processes and provide practical advice for complying with OPMA. The Draft Guidelines were reviewed with the Board on July 18, 2022. A written public comment and an oral public comment were received on July 18, 2022. The Draft Guidelines were again reviewed with the Board on July 25, 2022, where three questions were presented to the Board for input: 1. Public Comment: How much additional Public Comment should be required? 2. Hearings: Should BOCC establish County standards for hearings? 3. Roberts Rules of Order for Small Boards: Should this be required? The Board discussed the Draft Guidelines and took public comment. Two persons provided oral public comments. One written public comment was sent to the Board on July 21, 2022. Then, the Board directed staff to make revisions to the Draft Guidelines and obtain comments from staff who facilitate County Boards, Commissions and Committees, Electeds and Department Heads. Based on the discussion with the Board and the public comments,the Draft Guidelines were revised and a new draft was sent to staff who facilitate County Boards, Commissions and Committees, Electeds and Department Heads,requesting comments by September 15,2022. One general comment from staffwho facilitates a County Boards was received—that staff person thought the Draft Guidelines were helpful. Another workshop on the Draft Guidelines was held on October 10, 2022. Public comments were received. The Board directed staff to make additional changes to the Draft Guidelines. A copy of the revised Draft Guidelines intended to address the additional public comments and direction from the Board is attached as Appendix A. A draft resolution adopting the Draft Guidelines is attached as Appendix B. 1 Consent Agenda Commissioners Office ANALYSIS: It is the intention and requirement of Jefferson County that OPMA be followed by every Board, Commission or Committee subject to OPMA. This is necessary for transparent government which engenders the greatest public support. While these guidelines are intended to enhance compliance with OPMA in Jefferson County, OPMA always controls if there is any inconsistency between these guidelines and OPMA. Failure to follow OPMA can have significant consequences, including personal liability for Board and Committee members for violations and voiding any action taken at a meeting that violates OPMA. FISCAL IMPACT: None, other than staff time. Once adopted, training on the guidelines will be necessary. Adopted guidelines will increase uniform compliance with OPMA, reduce risk and reduce uncertainty about how to comply with OPMA. RECOMMENDATION: Review the attached Draft OPMA Guidelines for County Boards, Commissions and Committees and draft resolution adopting them and take action or direct Staff to make additional changes. REVI D BY: V74 cCauley, County Admini trator Date 2