Board of Directors - How to Give Testimony

How to Give Testimony

THPRD invites anyone interested in sharing their perspective with the Board of Directors the opportunity to provide comments in person, by email or by mail. Your input is important to board members and helpful as they make decisions about park and recreation services.

Tips for Giving Testimony in Person

To ensure you are best prepared to share your views, please review these tips for providing testimony.

• Confirm the Meeting Information: Typically, the THPRD Board of Directors meets the 2nd Tuesday of the month at the Howard Terpenning Recreation Complex, Dryland Meeting Room (15707 SW Walker Rd). The meeting time and date can vary. Please double-check the meeting schedule. Members of the public are invited to speak during regular meetings of the Board of Directors.

• Complete a Testimony Card: At the board meeting, you will find a kiosk just inside the room with testimony cards. Please complete a testimony card with your name, address, and the topic with which you wish to address the board. It is important that you complete the card and turn it in at the basket where you found the cards. If you do not complete a testimony card, you will not be called during audience time. You must be present to speak to the board. Speakers are limited to one testimony time per meeting. Staff are available at the meeting to assist you with any questions you have about the card. Your full name and address are required for the public record.

• Preparing for Your Testimony: Speakers are allowed 3 minutes to address the board. It is important to keep this in mind because you will be asked to conclude your remarks when the three minutes have expired. It is helpful to practice reading your testimony to ensure you are able to make your most important points within the time limits allowed.

• Coordinating Your Testimony: When you are part of a group that has several people who wish to speak with the board, it can be very helpful to coordinate your talking points. For example, consider dividing up your ideas among speakers and have each person lead different points.

• How to Begin Your Testimony: You will be called forward to speak at the audience table. There will be a microphone at the table to capture your audio for the public record, it does not provide sound amplification for the room.

When you are called, please come forward and sit at the table. The following is a suggested way to prepare the beginning of your testimony. You will always want to include:

• Your full name
• Your address
• A brief 2-5 word description of the topic
• A brief opening statement clarifying your position (in favor of something / opposed to something / or concerned about something, etc.) Including how this helps the board members understand your position.

Sample opening statement:
“Board President & Members of the Board, for the record my name is ___[your name]____________. I live at _____[your address]__________. I am here tonight to speak with you about __________[briefly in 2-5 words name the topic]____. I am ________in favor of / opposed too / or concerned about___________.”

• Expectations for Testimony: Generally, board members will thank audience members for sharing their views. Sometimes they may be aware of the issue you are bringing forward – other times it may be completely new information to them. Typically, the board will ask the General Manager to have a staff person follow up on the item and to report back to the audience member and to the board at a later time. Because the board has a full agenda, they do not engage in a lengthy discussion during audience time. If board members do ask you questions about your testimony, it will not be counted against your allowed three minutes of testimony.

How to Give Testimony by Email

• Sending an Email: Board members appreciate it when members of the public reach out to express their views. Your contact is important to them. They also understand not everyone is comfortable speaking publicly or can make it to a public meeting. Emails are an effective way to communicate with the THPRD Board and Board Members are diligent in reviewing written materials.

• Email the Full Board: To email the full Board of Directors, email boardofdirectors@thprd.org. The email you sent will be shared with all five board members.

• Board Contact Form Option: You can also complete the Board Contact Form available on our website. This form will be sent to all five board members.

• Required Information: THPRD asks that you share contact information so staff or board members may contact you with follow up information or questions. Please include your full name, address, telephone number, email address, and a brief description of the topic and issue for which you are contacting the board.

How to Give Testimony by Mail

• Mailing Directions: You may also send your testimony by postal service or drop-off your testimony in-person to the THPRD Administration Office. The mailing address is 15707 SW Walker Rd. Beaverton, OR 97006. Please address your envelope to the “THPRD Board of Directors.”

• Required Information: THPRD asks that you share contact information so staff or board members may contact you with follow up information or questions. Please include your full name, address, telephone number, email address, and a brief description of the topic and issue in which you are contacting the board.

• Testimony for the Public Record: If your testimony is related to an item scheduled for a board agenda, please be sure to note that in your letter. Staff will be sure to enter your testimony into the public record and will provide the Board of Directors with copies of your testimony as part of the meeting materials. In order to ensure your testimony is included in the agenda materials, please be sure your testimony arrives to the THPRD Administration Offices by Noon on the day of the meeting at which the topic of interest will be discussed.

Accommodation or Language Needs

THPRD wants to ensure that all members of the public can communicate with the Board of Directors and staff. If you need any accommodations or interpretive services to be able to testify at a board meeting, please contact THPRD staff at least 48 hours before a board meeting. Since board meetings are typically held on Tuesdays, please try and contact us by Friday before the meeting. You can call 503-645-6433 or email jcollins@thprd.org to notify staff of your needs. We will do our best to accommodate you including providing free interpretive services.