Council adopts revised public-comment policy for standing committees and task forces with flexibility for microphones and handouts

The Verona Common Council approved a policy easing some technical requirements for public comment at standing committee and task-force meetings and clarifying how materials may be shared during those meetings. The council passed the policy June 23 after editing language on microphone use and handouts.

Alders debated two changes: replace wording that required speakers to walk to a podium and speak into a microphone with a requirement that they “must speak into a microphone if a microphone is available,” and change a prohibition on handing out materials to a conditional rule allowing handouts “if these items can be clearly viewed virtually.” The city attorney advised that anything the committee sees should be simultaneously viewable by other meeting participants under Wisconsin public meetings law.

Proponents said the changes recognize that many commission and task force meeting rooms lack podiums or microphones and that residents might need to show photos or documents to explain their comments. The council approved the motion to adopt the policy as amended; the motion was moved by Alder Tucker Long and seconded by Alder Harrison.

The policy applies to standing committee and task-force meetings (not plan commission meetings). The attorney reminded the council that materials handed to committee members may become public records. The council did not record any additional enforcement details; staff said they would publish the policy and noted the city’s large conference room has equipment to share digital materials with virtual attendees.