HomeMy WebLinkAbout 14-47 Telephonic Meeting Participation PolicyRESOLUTION NO. i `i `4�
A RESOLUTION ADOPTING A POLICY FOR TELEPHONIC PARTICIPATION DURING
MEETINGS OF THE BOARD OF TRUSTEES DURING EMERGENCIES
WHEREAS, the Board of Trustees finds that while telephone participation at meetings of the
Board can be a useful tool that is not prohibited by law, such participation has inherent limitations
and therefore should be limited and governed by a specific policy; and
WHEREAS, the Board of Trustees therefore desires to adopt the policy set forth herein for
telephone participation during meetings of the Board.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE
TOWN OF FIRESTONE, COLORADO:
Section 1. The Board of Trustees hereby adopts the following provisions regarding
telephonic participation during Board of Trustees meetings:
Telephonic Participation During Meetings of the Board of Trustees
I. Purpose.
The purpose of this Policy is to specify the circumstances under which a member of the Board of
Trustees of the Town of Firestone (the "Board") may participate in regular and special meetings of
the Board by telephone. While telephonic meeting participation is not precluded by law, telephonic
participation has inherent limitations because such participation effectively precludes a Board
member from viewing documentary information presented during meetings, from viewing speakers,
from viewing and evaluating nonverbal language, and from observing nonverbal explanations (e.g.,
pointing at graphs and charts). Limitations inherent in telephonic participation may produce
inefficiencies in meetings, increase the expense of meetings, and may undermine the decision -
making process, and therefore telephone participation should be the exception rather than the norm
for Board member participation.
II. Statement of Policy.
A member of the Board may participate in a meeting of the Board by telephone only in accordance
with this Policy. Telephonic participation shall be made available and shall be limited as follows:
A. Telephonic participation shall be made available to a Board member only during an
emergency that has been declared to be a state of local disaster pursuant to Section
2.60.040 of the Firestone Municipal Code or that the Governor has declared to be a state
of disaster emergency for an area encompassing all or a portion of the Town.
B. Telephonic participation must permit clear, uninterrupted, two-way communication for
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the participating Board member(s).
C. Telephonic participation shall not be available to a Board member during an executive
session as such participation precludes assured compliance with the executive session
requirements and procedures of applicable open meetings laws.
D. A Board member may neither participate nor vote telephonically in a quasi judicial
public hearing as such participation precludes a Board member fiom viewing
documentary information presented during hearings, from viewing speakers, from
viewing and evaluating nonverbal language, and from observing nonverbal explanations
(e.g., pointing at graphs and charts). However, a Board member may maintain the
telephone connection and monitor or listen during the public hearing.
E. More than one Board member may participate telephonically during the same meeting
where the telephone conferencing system permits clear, uninterrupted, and two-way
communication for all participating Board members.
F. The Board may discontinue the use of telephonic participation by one or more members
during a meeting where the participation results in delays or interference in the meeting
process; e.g., where the telephone connection is repeatedly lost, the quality of the
telephone connection is unduly noisy, or a participating member is unable to hear
speakers using a normal speaking voice amplified to a level suitable for the meeting
audience in attendance. Such determinations shall be made by the presiding officer.
III. Arranging for Telephonic Participation.
A. To arrange telephonic participation during an emergency, the Town Clerk shall endeavor
to contact the Board members at the earliest possible time in advance of the meeting, and
whenever possible not less than two (2) hours prior to the meeting, to provide special
calling instructions needed to facilitate the telephone contact.
B. For meetings where telephonic participation is authorized, the Town Clerk shall endeavor
to establish the conference bridge not more than 10 minutes prior to the scheduled time of
the meeting. In case of a conference bridge disconnection during a meeting, the Town
Clerk shall make one attempt to re -initiate the connection unless the presiding officer
instructs to discontinue the telephonic participation in accordance with ILF above.
Participation via telephone is limited to Board members and to Town staff and appointed
officers as outlined in V. below.
IV. Effect of Telephonic Participation.
Telephonic participation shall constitute actual attendance for purposes of establishing a quorum or
for any other purpose.
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V. Telephonic Participation by Town Staff and Appointed Officers.
Upon approval by the Town Manager, Town staff and appointed Town officers (e.g., the Chief of
Police, Town Clerk, Town Treasurer, Town Attorney, etc.), may participate in a meeting of the
Board by telephone in accordance with this this Policy. Upon approval by the Mayor or two Board
members, the Town Manager may participate in a meeting of the Board by telephone in accordance
with this Policy.
VI. Limited Applicability of Policy.
This Policy shall only apply solely to regular and special meetings of the Board of Trustees of the
Town of Firestone.
INTRODUCED, READ, and ADOPTED this 0 day of , ZU14.
ATTEST:
Town Clerk
tOWN
TOWN OF FIRESTONE, COLORADO
Paul Sorensen, Mayor
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