Title
Resolution Providing for Remote Council Member Meeting Participation via Electronic Means
Purpose
PURPOSE/BACKGROUND:
To provide for a means of participation of all City Councilmembers during periods of excused absence.
Discussion:
It is in the best interest of the City's residents and taxpayers that the fullest participation and attendance of the governing body in all Council meetings be achieved whenever possible.
Impact:
This would allow for full Council participation in meetings so that they could participate in discussion, receive presentations, and vote on legislative items, even in the event a member of the governing body could not be physically present.
Recommendation:
Rec
Recommendation is to pass this resolution.
Body
At a meeting of Hampton City Council held on the 8th day of April 2020, in accordance with Section 2.2-3708.2 (A) and (C) of the Code of Virginia, the Hampton City Council hereby adopts a policy governing the participation of members of a public body in a meeting by electronic communication from a remote location that is not open to members of the public.
WHEREAS, the Hampton City Council believes it is in the best interest of its residents and taxpayers that the fullest participation and attendance in all Council meetings be achieved whenever possible;
WHEREAS, the Hampton City Council also believes that it is in the best interest of its members to be able to continue participation in Council meetings and associated activities even if they are unable to be physically present during periods of prolonged, excused absence; and
WHEREAS, the use of electronic conferencing for meeting attendance and voting requirements is permissible so long as the meeting is conducted in accordance with the Virginia Freedom of Information Act;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HAMPTON, VIRGINIA, that the Council members may, during any period of excused absence, fully participate by remote electronic means in any Council meeting at which a quorum is present and just as if such Council member were physically present.
BE IT FURTHER RESOLVED, that the following requirements shall apply to all instances of remote meeting participation:
1. On or before the day of the meeting, a member of the public body holding the meeting notifies the Chair of the public body that such member is unable to attend the meeting due to:
(a) temporary or permanent disability or other medical condition that prevents the member's physical attendance; or
(b) an emergency or personal matter and the member identifies with specficity the nature of the emergency or personal matter. Electronic participation pursuant to subdivision (b) by each member shall be limited to two meetings per calendar year.
The public body holding the meeting shall record in its minutes the specific nature and the remote location from which the member participated. If a member's participation is disapproved, such disapproval shall be recorded in the minutes.
(c) Participation by a member is only authorized if approved by a majority of a quorum of the public body physically assembled at the primary or central meeting location; and
(d) The public body shall make arrangements for the voice of the absent member(s) to be heard by all persons in attendance at the primary or central meeting location.