800-13
TELECONFERENCING ATTENDANCE AT COUNCIL MEETINGS

POLICY & PROCEDURE

Subject:

TELECONFERENCING ATTENDANCE AT COUNCIL MEETINGS

Index: LEGISLATIVE

Number: 800-13

Effective Date

4/13/2015

Supersedes

n/a

Page

1 of 1

Staff Contact

Jay Covington

Approved By

Ed Prince, Council President

1.0 PURPOSE:

To establish teleconferencing attendance guidelines for City Council meetings.

2.0 ORGANIZATIONS AFFECTED:

City Council

3.0 REFERENCES:

RCW 42.30 Open Public Meetings Act

4.0 POLICY:

It shall be the policy of the City Council to, on the rare occasion to fulfill quorum requirements, allow its members to attend Council meetings by speakerphone or other audio/video equipment. The Council President, at his or her discretion, may call upon absent Councilmembers to attend remotely to ensure a quorum of the Council so that the City's business can be conducted in a timely manner.

5.0 DEFINITIONS:

5.1    Quorum: The minimum number of Councilmembers who must be present at a meeting in order to transact Council business.

5.2    Remote Attendance: The use of telephones and/or other audio/video equipment to hold a meeting with people who are in different places.

6.0 PROCEDURES:

Councilmembers who cannot be physically present at a Council meeting, but are willing to attend remotely, must notify the Council Liaison of his or her absence and willingness and availability to attend Council meetings remotely if necessary.

The Council Liaison will immediately notify the Council President of the potential lack of quorum at an impending Council meeting. If the Council President determines that a lack of quorum at a Council meeting will delay urgent and important Council business, he or she will, or direct the Council Liaison to, contact all absent Councilmembers who have indicated that they are willing to be available for remote attendance, to be prepared to attend remotely. Such contact shall be made at least 30 minutes prior to the start of the meeting.

The Councilmember attending via speakerphone and/or other audio/video equipment must ensure the equipment will allow him or her to hear all speakers in the meeting room, and all persons in the meeting room must be able to hear the Councilmember.