During a work session last week, Platte Co. School District No. 1 Board members discussed ways to clear up lines of communication with their constituents, particularly when emails are sent addressing the whole board.

“We need to let people know we hear their concern, and we care,” School Board member Lu Lay, said. She explained there have been cases where members aren’t sure if the query or comment was responded to or addressed because there is no one specifically designated to respond to such emails. Lay presented a draft of an email response for the Board to consider as part of the response to people who send emails to the Board as a whole.

“We really cannot make any decisions until all members meet and vote. We do want people to contact us, but we have to follow procedure,” Lay said.

“[The Board] has to be careful: while we can have our opinion or response as individuals, action cannot be taken [in any matter] unless it is approved by the board in a regular meeting,” affirmed Board Member Shawn Hoffman.

There was positive feedback from all board members that the emails addressing the whole board would be forwarded to one person they may designate, who could then make sure everyone is notified that needs to be involved in the situation. 

The Board also discussed how to help the public understand, whether in emails or public comment during a board meeting, issues addressing personnel or students needs to go through the proper chain of command first and cannot be dealt with - even at the board level – in public session. It must be discussed in executive session as a personnel issue. 

Board Member Shawn Hoffman emphasized, if a member of the public wants to talk about someone they need to let the Board know before the meeting so we can make sure they are heard, but in the proper time and place. For instance, it was suggested someone wanting to thank a teacher or coach could be mentioned in Good Things Happening, and if there is a complaint concerning an individual or group, that needed to be in executive session.

“The Wyoming School Board Assoc. has been clear, that while a school board meeting is held in the public, it is not necessarily a public meeting,” Hoffman said.

Several members of the Board affirmed it would be a good idea to have a three-minute time limit on visitor comments. It was also mentioned that anyone wanting to get an item on the agenda for the board meeting must let them know by Monday before a regular meeting. This is because the agendas are made publicly available several days before the meeting.

Additionally, the Board agreed to make sure to have available to all visitors at the meeting, the current policy for “Public Participation at Board Meetings,” which has been in place since 1997 and reviewed in 2011. The policy explains that during the meetings, “public participation will be permitted, but may be limited, at each meeting ... If several people wish to speak, each person may be allowed an equal [amount] of time until 30 minutes is used … the period of public participation may be extended by a vote of the majority of the Board.”

“In no way do we want to stifle public participation in board meetings. What we’re trying to do is make public comments efficient [during Board meetings],” Lay emphasized.

There was no official action taken during the December 11 meeting, as it was a work session.