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Sustainability board drafts process for outside-group presentations, asks staff to refine form
Summary
Board members reviewed a draft presentation-request form for outside groups, asked staff to add prioritized topics, time limits and submission guidance, and confirmed the form must be hosted on the city website and routed through staff.
The Lawrence Sustainability Advisory Board reviewed a draft form for outside organizations that want to present at the board’s meetings and asked staff to refine the language, clarify priorities and add logistical details.
Kathy Richardson, the city’s sustainability director, told the board the draft form is intended to collect a short presentation summary, organization contact information and whether presenters will provide slides or supplementary materials. Board members suggested several edits: move contact fields (name, organization, phone) to the top of the form; add a short-word-limit presentation summary (for example, 100–200 words); specify presentation timing (10 minutes for presentation, 5 minutes for questions); and mark the board’s first priority topic area (greenhouse-gas emissions) so applicants can see whether their topic aligns with the board’s current focus.
Richardson said the form will need to be a city-hosted form and routed through the city clerk per city rules; the board will not host a public Google Form. Once the form is on the city website, Richardson said staff will receive submissions, place qualifying requests on a future agenda and contact applicants about scheduling. The board confirmed that a separate public-comment period (three minutes per speaker under existing meeting rules) remains available for topics not suited to a presentation slot.
Board members discussed whether to limit presenting participants to one or two people; the staff liaison recommended capturing speaker names ahead of the meeting and the slide deck when available. Members also asked staff to label the priority topics on the form (example: “Board priority: greenhouse-gas emissions; other topics: waste diversion, municipal facilities energy”) and to include expected timing for staff responses and scheduling.
Richardson said she will update the draft language and circulate it to members for final input before the form is posted on the city website.
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