If Board approves, Residents Forum would become Members Forum

By Ann Peterson

Editor-in-Chief

Wednesday, May 7 (9:30 a.m.): Residents Forum might soon become Members Forum to describe more accurately what the public comment period is during GRF Board and committee meetings.

Jeff Beaumont, legal counsel for the GRF, signed off on most of the changes the Policy Committee is considering for providing public comments during the meetings – with the exception of one. He noted that the forum is really for members – those who own the manors in Rossmoor – not just residents, which might include tenants and caregivers.

“I question why the forms reference ‘resident’ and not GRF ‘members.’ I would imagine there are ‘residents’ that aren’t GRF members, such as tenants or caregivers,” he said in written remarks to the committee. “The forms, as written, give attendees the impression that any resident can speak, which is not consistent with the law. Typically, only members (i.e., owners of property within and shareholders of Mutuals) are permitted to attend and speak at meetings.”

During their May 1 meeting, committee members agreed that changing the name of Residents Forum to Members Forum would provide clarity.

While they were only discussing the forums held at Board and committee meetings, they also expressed interest in discussing the Rossmoor News’ Residents’ Forum. Currently, the Rossmoor News allows letters to the editor in its Residents Forum to come from anyone living in Rossmoor. At its June meeting, the committee will decide whether to recommend that only GRF members be allowed to submit letters in the newspaper.

“We should be consistent,” committee member James Lee said.

The committee unanimously moved to recommend adopting the revised “How to Provide Public Comment” and Members Forum submission forms to the GRF Board for a first reading in May. If not sent back to committee, the Board would vote on the revised policy in June.

For several months, public comments have been a central topic for the committee as it looks to expand ways for residents to contribute during the Board and committee meetings.

One idea included allowing email or written submissions that could be read aloud during the meetings. These would be limited to 250 words to observe the time limit of two minutes for speakers, and they would have to be received by 2 p.m. the day before the meeting.

The proposal also would limit these written comments to the first 10 received for high-volume topics, with the remaining included in the public record in the online agenda packet.

Under the changes, other residents also would be allowed to speak on behalf of another member so long as that member provides signed consent.

“This is critical as meetings are only open to, and can be attended by, GRF members,” Beaumont said. “However, many times members need assistance, and representatives are tasked with addressing the Board in meetings during (Members) Forums.”

While signed consent would be needed for speaking on someone else’s behalf, Beaumont said, Members Forum speakers who represent themselves in person and on Zoom could be covered under a disclaimer. Such a disclaimer would advise attendees that the meeting is being broadcast and recorded, and they are releasing GRF from liability when they speak.

Owners in Rossmoor who speak on their own behalf would see no changes to the current procedures.

Committee member Maxine Topper asked Executive Services Manager Deborah Rose to walk through each of the above scenarios, so residents understood how to provide public comment.

“It is kind of complicated, and I don’t want it to sound like so much legalese,” Topper said. “I just wanted to simplify it for those who are listening.”

Lee also asked for additional clarification, specifying that the 250-word limit in emails is only for those sent to the Board that will be read aloud.

The Policy Committee will hold its next meeting on Monday, June 16 at 10 a.m. in the Board Room at Gateway and over Zoom.