Citizens Advisory on Transit Meeting Summary - December 17, 2025

The Citizens Advisory on Transit (CAT) convened on December 17, 2025, to address routine administrative tasks, approve minutes, and establish the meeting schedule for 2026. The meeting featured a presentation by Deputy City Attorney Brent Carlson on legal compliance, open meeting laws, and data practices acting as a records custodian. The primary focus of the deliberations was transitioning from quarterly to monthly meetings and clarifying the responsibilities of board members regarding attendance and communication.

Consent Calendar

• Approval of Minutes: The minutes from the August 14, 2024, meeting were approved unanimously after confirming a quorum was present.

Public Comments & Testimony

• Attendance: No members of the public were present to offer comments during the open comment period.

Discussion Items

• Meeting Frequency and Schedule for 2026:

  • Proposal: Staff recommended shifting to a monthly meeting cadence to align with city growth and transit changes. A motion was made and passed to hold monthly meetings on the second Thursday of every month at 5:00 PM at City Hall.
  • Speaker Positions on Time: Jesse O'Christville suggested 5:00 PM would be more convenient to allow time for members arriving from work or via skybridges, though Parker and Ken expressed flexibility. The board agreed to move the start time from 4:30 PM to 5:00 PM to accommodate staff schedules and building access. The location was confirmed as City Hall, though the transportation center was noted as a potential alternative if access issues persist.
  • Attendance Requirements: A discussion clarified that while city bylaws state three unexcused absences may result in termination, the board retains discretion to designate absences as either excused or unexcused based on circumstances (e.g., illness, family emergencies). New members were advised that they must attend at least 80% of scheduled meetings to remain in good standing.

• Secretary Appointment:

  • Issue: The role of Secretary became vacant as Tracy completes her term. The board discussed whether a secretary is legally required by the CAT bylaws.
  • Discussion: Deputy City Attorney Brent Carlson noted that the bylaws do not explicitly mandate a secretary, and staff currently drafts minutes. Concerns were raised about whether staff should have sole control over minute phrasing without a board member's oversight.
  • Decision: The motion to table the appointment of a secretary until the January 2026 meeting was passed, with the City Attorney to verify the bylaws regarding the necessity of the role.

• Legal Compliance and Open Meeting Laws (Presented by Brent Carlson):

  • Data Practices: Board members were reminded that as records custodians, they must preserve all government data (emails, texts, social media posts) related to official business if a data request is made. Private devices are subject to the same rules.
  • Communication Restrictions: Members were warned against emailing each other about business topics (even individually) or engaging in public discussions on social media platforms that could constitute a "string meeting" (a quorum discussing business outside a public setting). All inquiries from the public should be forwarded to staff (RPT) to ensure consistent responses.
  • Open Meetings: The necessity of posting agendas and meeting minutes online, the definition of an open comment period versus a public hearing, and the procedure for recording votes were reviewed.
  • Conflicts of Interest: Members were advised on the distinction between abstaining and recusing themselves, emphasizing that recusal requires physically leaving the room during the discussion and vote.

• Staff Updates and Future Agenda Items:

  • Social Media: The board discussed adding social media presence to the agenda. However, legal counsel advised against boards maintaining their own social media pages due to the risk of accidental open meeting law violations (public record requirements and the inability to moderate comments effectively without creating a public forum).
  • Miscellaneous Discussion: The proposal to add a "Miscellaneous Discussion" or "Other Business" item to the agenda for unstructured board communication was accepted as part of the agenda structure.
  • Future Planning: Staff suggested a monthly ridership report, updates on the Request for Proposal (RFP) for a new transit operator, spring service changes, and a presentation by the new Mode Shift Coordinator. Staff recommended moving the Mode Shift Coordinator presentation to February to allow ample time for discussion.

Key Outcomes

• Meeting Schedule Adopted: The CAT will meet monthly on the second Thursday of every month starting in January 2026 at 5:00 PM at City Hall.
• Secretary Role Deferred: The appointment of a Secretary for 2026 is postponed until the January meeting pending a review of the bylaws by the City Attorney.
• Agenda Items Tabled: Agenda Items 8, 9, and 10 (including Staff Updates, Social Media Presence, and Miscellaneous Discussion) were tabled and moved to the January 2026 meeting.
• Future Agenda Suggestions Accepted: Staff was directed to include a summary of the 2025 operational data (riderhip/service) and the Fall/Spring service change updates on the January agenda.
• Recusal and Data Protocols Established: The board accepted the legal guidance provided by the Deputy City Attorney regarding data retention, open meeting laws, and conflict of interest recusal procedures.

The meeting was adjourned following the approval of the motion to adjourn.