Public Comments at Board Meetings

 Key rules for Public Comments at Board Meetings- Adopted by the Kootenai Shoshone Soil and Water Conservation District on July 9, 2025.

 Sign-up procedures

Call the office and request to be added to the agenda, sign up in advance to speak during the public comment section of the meeting. This helps keep proceedings orderly.

Time limits

There is a 1 -3 minute time allotment for public comments per guest. The board may reserve the right to end public discussion at its discretion. There will also be a 1-3 minute time allotment for the board to ask questions about the public’s comments. 

Rules of decorum

It’s important to ensure that all public comment is directed to the Chairman or presiding officer, not the audience. All participants must adhere to proper meeting etiquette to uphold civility.

Maintaining order

The Chairman or presiding officer must ensure that order is maintained throughout the proceedings. They must enforce the board’s established meeting rules to manage the public comment session.

Common guidelines:

During Public Comment:

• Addressing the Chairman: All remarks should be directed to the presiding officer or chairman, not to individual board members or the audience.
• Time Limits: A set time limit for each speaker is enforced, often with the help of a visible timer. Time limit 1-3 minutes.
• Relevance to Agenda: Comments may be limited to specific agenda items or within the general subject matter jurisdiction of the body.
• Respectful Language: Speakers are expected to use respectful language and focus on the issues at hand.
• No Debate: Public comment is generally not a time for debate or back-and-forth discussions with the governing body.
• Disruptions: Disruptive behavior, including shouting, booing, or interrupting, is not permitted.
• Nonverbal Cues: Guests should be mindful of their nonverbal cues and avoid behaviors that may be distracting. 

The Role of the Chair:

• Enforce Rules: The chair is responsible for enforcing the public comment rules, including time limits.
• Maintain Order: The chair must balance the right to free speech with the need to maintain order during the meeting.
• Thank Speakers: The chair should thank each speaker, regardless of the nature of their comments.
• Avoid Debate: The chair should generally refrain from engaging in debate or back-and-forth exchanges with the public. 

Meeting etiquette rules that you should consider following for our board meetings

1. Be on time

Being on time is the most basic rule of etiquette when it comes to meetings. Arriving late is not only disrespectful to the other attendees, but it also disrupts the flow of the meeting. Plan to arrive at least five minutes early so you can get settled and prepared.

2. Come prepared

Before the meeting, make sure you have everything you need, such as notes, reports, or other relevant documents. Consider using a mini whiteboard notepad for jotting down ideas and notes as a paperless eco-friendly choice. If there's an agenda or pre-reading materials, make sure to review them before the meeting. Being prepared shows that you respect the other participants' time and effort.

3. Turn off your phone

A ringing phone or a notification sound can be very distracting, and it can disrupt the meeting's flow. Turn off your phone or put it on silent mode before the meeting starts.

4. Listen actively

Active listening is essential in any meeting. It means paying attention to what others are saying, asking questions, and providing feedback. Active listening shows that you value others' opinions and ideas.

5. Speak respectfully

When you speak during a meeting, speak clearly and concisely. Avoid using jargon or technical terms that others might not understand. Also, be mindful of your tone of voice and body language. Speak respectfully and avoid interrupting others or talking over them. If you disagree with someone, express your opinion politely and respectfully.

6. Stay on topic and on time

Going off-topic can waste time, and it can be frustrating for the other meeting attendees. Staying on topic helps to stick to the set time limit of the meeting. Going over the time limit can disturb people's schedules and create frustration. If the meeting is running over, suggest wrapping up and scheduling another follow-up session.

7. Follow up after the meeting

After the meeting, follow up with the participants to summarise what was discussed, what decisions were made, and what actions need to be taken. If there were any action items assigned to you, make sure to complete them on time. Following up after the meeting ensures that everyone is on the same page and that progress is being made.

Putting etiquette for meetings into practice

Following meeting etiquette rules can help ensure that your meetings are not only productive but a safe space to share opinions. Whether you are leading the meeting or simply participating, arriving on time, being prepared, actively listening, speaking respectfully, staying on topic, and following up after the meeting are important practices to follow. By demonstrating respect for other participants' time and efforts, you can help create a positive and professional meeting environment. So, next time you attend a meeting, remember to follow meeting etiquette best practice, and set an example for others to follow.