Will the Windham Town Council’s new meeting agenda be akin to watching a car accident in slow motion or a flower bloom in time-lapse?

To a local government junkie like myself, it will, without a doubt foster some criticism in the future. As cooked up, this new agenda promises more substantial discussion of topics and greater public input, as well as freeing up municipal staff time. On the surface, these professedly positive features seem good and the negatives, while present, are few. This break with the way Windham has traditionally conducted meetings and workshops will need to be paired with a great deal of discretion and common sense on the part of the Council, along with flexibility and civility from the public.

The new schedule and agenda departs with the way meetings and workshops have been customarily conducted in the following ways:

There will be fewer meetings if you consider a workshop as a meeting. Traditionally, the council has regularly scheduled meetings on the second and fourth Tuesday of each month and holds workshops on the first and third Tuesdays. Meetings are generally short, include public participation, council participation, the Town Manager’s report, public hearings, and business items and general orders on which the council takes action. Workshops are typically longer with a focus on presentations and in-depth discussion of various topics that may require action at an upcoming meeting, general edification, town business, and agendas and scheduling. Public participation and actions taken do not occur at workshops.

The new meeting schedule will eliminate the workshops in favor of a hybridized meeting and workshop to take place on the second and fourth Tuesday of each month. As drafted, the schedule looks like a typical meeting, with one exception; the addition of presentations and discussions, similar to those held at workshops but with the opportunity for public comment. These presentations and discussions that precede business and general orders may be voted on later in the night, or be slated for action at a later council meeting. If needed, for items requiring comprehensive presentation and discussion, a meeting may be scheduled for one of the alternate Tuesday evenings.

The expanded opportunity for public input is the greatest benefit this new schedule offers. Currently the public only shares their concerns and proposals at the beginning of a meeting during “Public Participation” if the item does not appear on the agenda later that night, or when an item comes up on the agenda for action, way too late in many people’s eyes to provide information that may alter the Council’s actions. The public will soon be able to comment following a presentation and discussion. The upside is expanded public input, which should be approached by speakers with decorum and in a manner that allows the council to conduct their business efficiently. This is a great opportunity that comes with responsibility.

There are downsides to having public comment immediately preceding presentations and discussions, especially if the item is on the agenda for action that night. Public comment may be viewed as reactive, rather than fully formed and researched and thus taken less seriously. Generally the public relies on these presentations and council discussion to form alternate proposals and ideas which take time and research. There are ways to solve this potential pitfall. Flipping the presentation and discussion with the time actions are undertaken during the meeting will assure that actions happen two weeks later, allowing the public to lobby councilors and prepare final comments for public discussion before an action. Of course, this is also where council discretion and common sense should prevail. Should an agenda item come up for action, which received expansive public comment and dissension, it would be prudent to postpone the item to an upcoming meeting for action.

Finally, there has been some talk of the reduction in staff time that will be needed for the preparation and delivery of council packets. My hope is that with more time between meetings, the Town Manager and staff will have prepared the upcoming meeting agenda and council packets well in advance of the upcoming meeting. This will allow the public and council to prepare and bring meaningful ideas to the table.

Patrick Corey lives in Windham. Visit his blog at patrickcorey.com to ask questions and leave comments.