Conyers town‑hall policy on ex parte communications debated and tabled to May 6

City attorney Carrie presented a draft town‑hall policy intended to provide a transparent framework for informal public meetings and to reduce the risk of ex parte communications influencing quasi‑judicial decisions.

Carrie explained the policy is designed to be proactive, not reactive, and that it would give guidance on how to proceed if a council member realizes they’ve engaged in an ex parte communication — for example, when an individual sends an email or a council member is privately briefed about a pending development. She said the policy would also advise that gatherings described as 'town halls' should avoid becoming official meetings if a quorum of councilmembers is present.

Council members raised several concerns. Councilwoman Washington asked how the policy would affect everyday constituent conversations and outreach: "How would we encourage businesses to come?" she asked, noting that many residents approach councilmembers informally while shopping or in public places. Carrie responded the procedure is broader than a narrow 'gain' test and that paragraph 3(c) exempts general policy discussion that does not address the merits, facts or outcome of a specific pending covered proceeding.

After extended discussion about definitions, scope and the appearance of restrictions on responsiveness, one councilmember moved to table the item until May 6, 2026; the motion passed. Several members also suggested email feedback to the city attorney so she can redraft the policy with concrete edits before returning it for adoption at a future, properly noticed meeting.

Next steps: Carrie asked members to email concrete suggested edits; staff will revise the draft and return it to the council for consideration on or after the May 6 meeting. No policy was adopted at the work session.