Managing an Open Meeting Effectively

As schools have become the center of much public and political debate, Boards are well-advised to consider careful and appropriate measures to keep their meetings safe and well-organized. We have 10 quick tips for improved meeting management:

1. Set and enforce time limits on public comment. For example, 5 minutes per speaker. Time limits must be enforced for all speakers (not only the speakers that the Board may disagree with).
2. Do not permit speakers to cede time to others.  5 minutes per person, period. 
3. Use a timer that is visible to the speaker, audience, and Board of Education. A timer eliminates disputes over timekeeping, and visibly prompts a speaker when their time is winding down.
4. Listen, but do not interrupt or engage with a speaker during the speaker’s 5 minutes. Answering or engaging a speaker during public comment invites either the criticism that the speaker was given favorable treatment (more time), or that their time was effectively reduced by questions and argument.
5. Public comment is a one way street, the Board is not obligated to (and should not) answer questions during public comment.
6. If a Board Member wishes to engage with a speaker, the topic can be added to the Agenda as a discussion item AFTER public comment. Similarly, consider adding Board Member comments to the Agenda (generally after public comment or at the end of the meeting). This allows Board Members to respond to comments without creating a back and forth with the audience during public comment. 
7. Be honest about the anticipated length of public comment and schedule appropriately. 
8. If there will be a significant change to the Agenda, consider making it before public comment. For example, if a controversial action item will be removed from the Agenda, make and announce that change before public comment begins.  
9. Have a standing backup plan for large crowds. A meeting can be called to order and then reconvened in a larger space when necessary. Hot, crowded, standing-room-only settings do not generally lead to calm, level headed commentary.
10. Take breaks when necessary. A 10 minute water and restroom break can be both courteous and strategic.