Remote Public Meeting Attendance Policy

The City first adopted a remote meeting attendance policy in 2019.  Following the onset of the COVID-19 Pandemic, the policy was revised in 2020 to allow for more flexibility regarding the number of voting members who could join remotely and to the number of meetings per year they may join remotely.  This policy has been reviewed a couple of times since the amendment in 2020 as the pandemic was nearing an end. However, the last time that occurred was early 2021.  Both the original 2019 and the revised 2020 policies are attached.

Generally speaking, the policy works and is utilized by voting members of the City Council and the various boards and commission members.  There have been occurrences where issues have happened, but that is usually due to internet connection issues at the remote member's end.  Staff have utilized this flexibility at times. However, it is not as common in recent years.

Major points to the policy include:

• remote meetings/attendance must conform to state statutes
• members and attendees are encouraged to make every effort possible to be physically present
• all but one member may join remotely, with the exception during a time where it does not work for a member to be present at the normal meeting location due to health or other emergencies
• there is no limit to the number of times a member may join remotely
• professional locations and decorum of members and attendees must occur

This policy does provide for flexibility to voting members, staff, and other attendees to attend remotely and still effectively engage in the meeting.  Challenges do present themselves whenever technology is incorporated, however, it does allow for an additional avenue for transparent city business beyond the live stream by QCTV.

Staff is seeking input from the City Council on whether this policy is sufficient or if it needs revisions.  Two areas of the policy that could warrant revisions are the number of remote attendees and the number of remote attendance options per year.  It should be noted that in the event of a declared emergency, state statutes may prevail, thus providing more flexibility.

Final formatting adjustments to the attached policy will  occur prior to adoption.

Staff is seeking direction on any desired revisions.

Provide consensus direction on amendments to policy.