Agenda - Council Work Session - 05/25/2021

Home

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 for any particular meeting will be determined by the order in which notification was received by the City Administrator. 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. Notification: March 9, 2021 Minutes (2.04: Review and Discuss the Remote Attendance Policy) • Administrative Services Director Lasher reviewed the staff report. • Councilmember Riley asked how the City would know when the pandemic has ended. • City Administrator Ulrich stated that would refer to the emergency declaration by the Governor. • Councilmember Woestehoff referenced the public remote attendance noting that can be challenging for staff but appreciates that it provides additional opportunity for residents to participate. He suggested that perhaps that be allowed to continue for six months post -pandemic and then be reviewed after that time. • Councilmember Specht agreed that he would like to see the limitations put back in place following the pandemic. He stated that he also agreed that this should be left open to allow remote attendance for the public. • Mayor Kuzma asked for input from staff. • Deputy City Administrator Gladhill provided details on the staff work that is necessary for remote attendance. He stated that QCTV is available for residents to watch the meeting broadcast live and asked if the remote element would be desired for participation as well. He noted that if participation is desired, there should be additional consideration for IT needs. • Mayor Kuzma asked if there are additional CARES Act funds that would be available for equipment needs. • Deputy City Administrator Gladhill commented that additional funds may be available but believed that was slated for staff time and ongoing resources rather than equipment. • Councilmember Musgrove recognized that Deputy City Administrator Gladhill stays late to assist with remote meetings and asked if IT staff is also staying late. She asked if staff is being compensated for that time. She noted that some of the items in the policy are being waived because of the emergency declaration. She stated that she would like to return to normal as soon as possible as there is no guidance from the Governor as to how long this will go on. • Councilmember Heineman asked when the pandemic would be considered over. He stated that he liked the recommendation of staff and suggested that this be reviewed in three to six months rather than linking this to the pandemic terminology because that is ambiguous. • Deputy City Administrator Gladhill commented that people are getting more comfortable as more people become vaccinated. He noted that some Commission members will not be comfortable returning until more people are vaccinated. He stated that staff can continue to engage the Commission members to determine their level of comfort for in person meetings. • Councilmember Howell suggested that this policy be brought back in three to four months to determine what works for the City and removing the language that muddy the waters related to the pandemic. • Councilmember Heineman agreed that the timeframe would allow the evaluation to be based on the City and