Motion to Update the Remote Attendance Policy

The current remote attendance policy was approved at the April 23, 2019 City Council meeting. The current policy significantly restricts the number of times an eligible user can can participate remotely. As technology has improved there may be value in approving a less restrictive policy.  

The standards for remote meeting attendance as provided by state law are included in the attached City Attorney's memo.  However, since the time of the City Attorney's memo, Section 13D.02 was amended twice (2019 and 2020).  It should be noted that all recent and future changes in the law will supersede the policy.  The amendments changed the following: 1)  Roll call votes are now required. (Previously, regular voice votes were sufficient), and 2) Previously, it was required that the public official who is attending remotely had to allow the public to participate from that remote location, wherever that is.  Now, the location does not have to be public IF the member is in the military and is at a required drill, deployed or on active duty, OR the member has been advised by a health care professional to not be in a public place and a state of emergency exists (or did exist within 60 days).  These two exceptions can only be used up to three times in a calendar year.  If those exceptions do not apply, the regular rule requiring public access at the remote location still applies. The remaining provisions of section 13D.02 remain in place.  Under all circumstances, the Remote Attendance Policy will follow state law.  
 
The current policy restricts remote participation to one member per meeting, twice annually, per member. Staff anticipates the potential need to revise the policy to allow for greater flexibility of the policy, while still abiding by state law.  The recommended revised policy is attached. 

Recommended changes to the policy include: 
1)  Added draft language:

• OTHER MEETING PARTICIPANTS: City staff, applicants, and other meeting participants may attend meetings remotely and are not subject to the policy or statutory limitations outlined within this policy.

2) Revised draft language: 

• MAXIMUM REMOTE ATTENDEES: There will be no maximum number of remote attendees so long as at least one (1) City Councilmember or member of a formally established commission of the City is physically present.  In the event that all members request remote attendance, eligible participants for any particular meeting will be determined by the order in which notification was received by the City Administrator.
• ANNUAL USE: An eligible user may attend via interactive television, an unlimited number of times per year, contingent upon the general expectation  that individuals will make every practical attempt to be physically present

Please see the attached marked-up draft for additional details.

No additional funding is required.  

Staff recommends approving the updated Remote Attendance Policy. 

Motion to approve an updated remote attendance policy.