Agenda - Council Work Session - 03/09/2021

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CC Work Session 2.4. Meeting Date: 03/09/2021 By: Colleen Lasher, Administrative Services Information Title: Review and Discuss the Remote Attendance Policy Purpose/Background: Applicable State Statutes governing remote attendance. 1. Chapter 13D.02 (regular remote attendance standards) 2. Chapter 13D.021 (emergency and pandemic -time guidance) Current 'Interim' Policy The Covid-19 Pandemic continues to be in effect as well as a State of Emergency declared in Minnesota. Currently, Ramsey continues to operate under Chapter 13D.021 which allows a more less restrictive use of remote meetings. Looking Forward: Post -Pandemic Remote Attendance The current remote attendance policy was revised at the July 14, 2020 City Council meeting. The original policy was adopted in 2019. An 'interim' revision was approved due to the current pandemic. However, at that time, it was requested that the policy be revisited in the near future. The purpose was to reconsider the number of meetings a Councilmember or Commissioner would be permitted to attend remotely in a calendar year. The current policy provides for unlimited remote attendance. 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 anytime a member of a board attends remotely. Previously, regular voice votes were sufficient. 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. History of the City's Remote Attendance Policy 1. The policy prior to July 2020, provided for, in part: No more than one (1) eligible user may participate in any single meeting via electronic medium. Eligible participants for any particular meeting will be determined by the order in which notification was received by the City Administrator. An eligible user may attend a maximum of two (2) regular meetings via interactive television per year. 2. The policy approved on July 14, 2020, provides for, in part: 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