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Board reminded to disclose ex parte contacts and avoid conflicts of interest
Summary
Planning staff warned board members to avoid unsanctioned ex parte communications, disclosed that members should leave the dais when a conflict exists, and encouraged transparent disclosures for outside conversations that could influence proceedings.
During an orientation segment, planning staff cautioned board members against ex parte communications and stressed the need to disclose outside discussions that could reasonably be seen as discussing board business. The presenter said if a member has a disqualifying interest — for example a family financial interest in an application — that member should leave the room for the item.
Staff also described permissible use of subcommittees smaller than a quorum for focused work and reminded members about open-meetings rules and the appearance of discussing items in social settings. "If you have more than a quorum, 4 or more people, present, you really shouldn't be seen together because there's the inherent look of you talking business," the presenter said, urging transparency and disclosure as needed.
