Forest Grove board sets up shared testimony repository and flags open‑meetings pitfalls

The Forest Grove School District Board on Feb. 19 reviewed a new shared folder, prepared by staff, intended to house submitted testimony, topic ideas and reference materials for board members and (potentially) the public.

Chair Christy Katke described the folder as a place to "house our testimony and what kinds of things in this folder, the board, ideas we have" and invited members to review and suggest additions. Board members discussed access rules and the distinction between draft materials and final testimony to avoid public confusion about what constitutes official board policy.

"I don't want being floated around in public," Director Pete Truax said, urging safeguards so draft text does not become misinterpreted as formal board positions. Suzanne warned that collaborative drafting can inadvertently violate open-meetings laws: "It is easier than you might think to violate public meeting laws," she said, and recommended that the board consider authorizing one or two members to present testimony on the board’s behalf with prior sharing to the full board.

Board members proposed practical steps: keep only finalized testimony in publicly accessible folders, allow leadership (chair and designated staff) to manage drafts internally, and adopt operating procedures that specify when the board authorizes individuals to speak on behalf of the board for urgent filings. Chair Katke also suggested that leadership capture questions and surface topics to Bethany to add to the shared list for later review.

The board agreed to refine the workflow and return recommended procedures to the board leadership for approval. The meeting began with approval of the agenda and concluded with adjournment at 12:58 p.m.