HomeMy WebLinkAboutResolution 2009-069 procedures for participating in public meetings by electronic attendanceMARANA RESOLUTION N0.2009-69
RELATING TO MAYOR AND COUNCIL; ADOPTING PROCEDURES FOR MEMBERS OF
THE TOWN COUNCIL AND OF SPECIAL AND STANDING BOARDS, COMMISSIONS,
AND COMMITTEES OF THE TOWN TO PARTICIPATE IN PUBLIC MEETINGS BY
ELECTRONIC ATTENDANCE; AND DECLARING AN EMERGENCY
BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF
MARANA, ARIZONA, AS FOLLOWS:
SECTION 1. A member of the Town Council or a member of any special or standing
board, commission or committee of the Town of Marana may participate in a public meeting of
the public body by electronic attendance pursuant to and in a manner consistent with the
provisions of this resolution.
SECTION 2. A member may be present and participate in a public meeting of the public
body by electronic attendance, subject to the following requirements and conditions:
A. Except in cases of emergency, such as illness, a member who desires to participate
in a meeting of the public body by electronic attendance shall give notice of intent
to participate by electronic attendance to the Clerk and the Chair not less than 48
hours prior to the meeting.
B. The member participating by electronic attendance must call in to the Clerk at the
scheduled start time for the meeting and provide an individualized password to
confirm the member's identity. The member shall also advise the Clerk of the
member's location, phone number and whether other persons are with the
member. If the electronic connection is lost during the meeting and then re-
established, the member shall provide the Clerk with this information again.
C. The member must participate in the roll call at which time the Clerk will indicate
that the member is participating by electronic attendance.
D. A member participating by electronic attendance may vote on all matters in the
same manner as those members physically present. When a member participates
by electronic attendance, all votes shall be by roll call.
E. All reasonable efforts will be made to ensure that presentations before the body
will be available to members who participate by electronic attendance.
F. Reasonable means will be used to allow members of the public to hear or follow
the participation of all members, including those who participate by electronic
attendance.
G. Members may not participate in executive sessions by electronic attendance.
H. No more than one member may participate in a meeting by electronic attendance,
except that not more than two members may participate by electronic attendance
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from a single remote location and through a single electronic connection. If more
than one member asks to participate in a meeting by electronic attendance,
preference will be given to the first member to notify the Clerk.
SECTION 3. The following definitions shall apply to this resolution:
A. "Chair" means the Mayor for purposes of the Town Council and means the Chair
of the public body for other boards, commissions and committees.
B. "Clerk" means the Town Clerk for purposes of the Town Council and means the
staff member responsible for keeping the minutes and taking the roll of any other
public body.
C. "Electronic attendance" means the attendance of a member of the public body by
telephone, video conference, or other technological devices, where the member is
not physically present at the noticed location of the meeting.
D. "Public body" includes the Town Council and any other board, commission, or
committee of the Town of Marana.
SECTION 4. The agendas of all meetings for which a member of a public body may or
will participate by electronic attendance shall include a statement that one or more members of
the public body may participate by telephonic or video communications, by the insertion of the
following: "Members of [name of public body] may attend either in person or by telephone or
video conference call."
SECTION 5. If a member is participating in a meeting by electronic attendance, the
public meeting place shall have facilities that permit members of the public to hear all
communications from and to the member who is participating by electronic attendance.
SECTION 6. The minutes of any meeting in which a member is participating by
electronic attendance shall identify the members who are so participating and shall describe the
procedures used to provide the public with access to all communications during the meeting.
SECTION 7. The various Town officers and employees are authorized and directed to
perform all acts necessary or desirable to give effect to this resolution.
SECTION 8. Whereas it is necessary for the preservation of the peace, health and safety
of the Town of Marana that this resolution become immediately effective, an emergency is
hereby declared to exist, and this resolution shall be effective immediately upon its passage and
adoption.
PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF
MARANA, ARIZONA, this 21St day of May, 2009.
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`~a-~,..nono~ . Mayor E Hon a
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ATTEST: '~ie_a'~N-----~`_°%fl ~~ APPROVED AS TO FORM:
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.~jR Jocelyn C. Bronson, Town Clerk
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