1006 - DEPARTMENT POSITION - PRESENTATION AT HEARINGS AND MEETINGS
Issued July 8, 1993

Commission Policy No. 1032 Dated:  January 1, 1977

Office of Policy and Program Development

DEPARTMENT POSITION - PRESENTATION AT HEARINGS AND MEETINGS

At the many public hearings and meetings in which the Department is involved, It is highly important that the Department's position on the matter at hand be clearly and forthrightly presented.  To maintain that the Department is a "neutral arbiter" is not a realistic position to advocate.  The general public needs to know the purpose of the hearing or meeting and the nature of any proposal.  Any other course of action will result in misunderstandings detrimental to the Department.

The Department's latitude for public dialogue and interaction in public meetings is normally greater than through public hearings.  Public meetings are useful to facilitate communication and understanding when public input or reaction is sought prior to setting a definite course of direction.  Dialogue and interaction with the public in public hearings is more formal involving legal requirements for public notice and taking of recorded testimony.  Public hearings are usually the direct result of specific statutory provisions.  The requirements set forth in this policy are not intended to apply to the informal contact Department staff may have with various members of the public who seek advice and assistance under a variety of situations and circumstances on a day-to-day basis.  It does apply to statutory requirements for hearings and to deliberate initiatives the Department undertakes when it seeks public input or response to these initiatives.

In all public hearings and meetings conducted by the Department, an opening presentation clearly explaining the purpose of the meeting or hearing shall be made.  The presentation shall explain the purpose and any proposal at hand.  In the situation where a license or permit application are involved with the Department deciding the matter, the explanation must be sufficient to provide the public a reasonable understanding of the application.

Presentations by Department staff should include:

1.         A clear statement of the purpose with sufficient background and focus to convey a reasonable description of it.

2.         Discussion of any alternatives considered.

3.         Statement explaining the next step anticipated in the process for decision.

Presentations should be made by a Department spokesperson other than the meeting chairperson or hearings officer.  Presentations should be prepared in writing and made a part of the hearing record or meeting file.  Once the presentation has been made, the hearings officer or meeting chairperson should direct the remainder of the meeting or hearing.  In no case should Department employees engage in emotional debate or argument during the hearing or meeting.  The meeting chairperson/hearings officer should guide conduct.

This policy replaces Department Letter No. 193.