Agenda - Council Work Session - 06/22/2021

Home

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: Notification not required. Time Frame/Observations/Alternatives: Each board and commission at the City utilizes remotely attendance slightly differently. Each individual Councilmember or Commissioner has their own level of comfort attending in person during the pandemic. The City Council previously agreed to allow attendance flexibility to remain. This is, however, an appropriate time to discuss parameters post -pandemic. It is Staffs assumption that the City Council will want to place some limitations on usage; somewhere between where we are today and the more restrictive policy that existed before the pandemic. As a starting point for discussion, Staff would recommend (post -pandemic) to increase the number of times per year to 3 times per year (matches guidance in Statute) and allow up to 2 board members to attend remotely at the same time. Summary/Highlights of 'pivot' back to Regular/Underlying Remote Attendance Requirements for Councilmembers and Commissioners: 1. Restrictions on number of times per year/no longer 'unlimited' use 2. Restrictions on number of Councilmembers/Commissioners at single meeting/no longer 'unlimited' use 3. Must use webcam/can no longer join via phone only 4. Must now disclose location (unless meet statutory exemption) 5. Must now make remote location accessible to the public (unless meet statutory exemption) Other Considerations 1. Staff Remote Attendance 2. Applicant Remote Attendance 3. Public Remote Attendance Staff Remote Attendance Staff has found efficiency in allowing Staff to attend remotely. Instead of requiring a couple hours of 'dead time' waiting for meetings, Staff can pop in for a shorter amount of time and only focus on their case presentation. Staff would ask for consideration to allow limited Staff remote attendance post -pandemic. Webcams would be required (cannot join via phone only). Applicant Remote Attendance Remote attendance has been especially beneficial to out-of-town Developers. Previously, out-of-town Applicants needed to incur travel expenses for short presentations. Especially for Development Proposals, the process may require 4-6 separate public meetings. Staff would ask for consideration to allow Applicants to join remotely. Webcams would be required (cannot join via phone only).