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Board clarifies public-delegation timing; staff to update form to reflect 15-minute rule
Summary
Board members agreed the 15-minute public-registration rule is in West Virginia code and asked staff to align the delegation form and public instructions to say delegates must be in the meeting room with a completed form by 5:45 p.m.; the superintendent offered electronic signing as an option.
Board members reviewed and clarified the delegation policy language that governs when members of the public must register to speak during meetings.
Several board members noted a line in the policy that delegates must register "no later than 15 minutes before the meeting is scheduled to begin," and one member observed that the delegation form and the written instructions did not match that timing. A staff member confirmed the 15-minute requirement is in West Virginia code and recommended the board update the delegation form to match the policy language.
One board member summarized the practical approach: ask delegations to notify staff by 5:30 p.m. so they can arrive by 5:45 p.m. and complete the form, or make the form available electronically and require completion by 5:45 p.m. "I think the statement just needs to be out somewhere that says, delegations are permitted to speak any night that there's a board meeting as long as you're in the room where the board meeting is held with the form filled out by 05:45," a board member said.
The superintendent said staff will align posted instructions and forms before the next meeting and will not require a formal policy change unless the board chooses to pursue one. The clarification is intended to reduce confusion for constituents who contact the office to request to speak.
