The Public Risk Manager’s Role in Mediating Public Meeting Mayhem

Whether citizens who attend public meetings are representative of citizens not in attendance regarding their attitudes, communication, behaviors, past experiences elected and appointed officials, faith in the local government rule and lawmaking processes, and demographic characteristics, is open to debate. What is not debatable, however, is the increase in inappropriate behavior during public board meetings ranging from disruptions to violence or threats of violence. Enter the risk manager. Unlike more traditional risks which can often be avoided or transferred, the risks associated with public meetings must be managed and mitigated.

It has been my experience that public boards generally conduct themselves honestly and professionally. However, some boards are their own worst enemy when it comes to dealing with those outspoken, rude, or hostile citizens who differ with a board’s perceptions or actions.  The risk manager should ensure that the public boards or committees in their organization publish rules regarding the manner in which public meetings are conducted. Further, when it comes to the citizen comment portion of the meeting, it is essential that the board or committee in question educate the public as to the mechanics of these rules, as well as provide training as to how to effectively present their concerns to the board. For instance, a board can hold a workshop for citizens and other stakeholders who wish to address the board, and suggest that the person(s) desirous to speak:

• Learn when and where the board is meeting
• Request a copy of the agenda in advance of the meeting (most states have public records laws designed for such a purpose)
• Request a copy of the board’s public comment policy which will provide citizens with the length of time allotted, as well as whether the board will engage citizens, rather than merely letting them speak
• Discuss a specific topic in the time allotted
• Be clear about what they want the board to do, e.g., change a particular policy, introduce a new program or better support an existing one
• Follow up with a letter or testimony to the entire board, even if the stakeholder has previously spoken to an individual  board member, to reiterate one’s points
• Remind stakeholders that not all board meetings are open to the general public. Most states permit certain boards to meet in closed session to discuss threatened or ongoing litigation

Along with assisting the public in effectively appearing before the board, the board must enforce its public comments policy consistently and uniformly, and have the wherewithal to eject from the meeting, persons who disrupt the governmental process, make threats of violence, etc.

In summary, the risk manager should strive to inculcate in board and committees that the work they put in before meeting is crucial to running successful meetings where public business should be conducted in a civil and professional manner, while permitting the general public to have a voice. Public boards and committees must have easily understood and legally defensible policies in place, and board members and administrators must understand their roles in meetings. When citizens wishing to address a board know the rules of the game, and know that they will be treated fairly and equitably, a board can go a long way in minimizing meeting mayhem, while enhancing its relationships with the citizenry it was designed to serve.

*The views and opinions expressed in the Public Risk Management Association (PRIMA) blogs are those of each respective author. The views and opinions do not necessarily reflect the official policy or position of PRIMA.*