Agenda Date: 08/17/2021
Subject:
Title
Motion to approve amendments to city council’s Legislative Rules
Body
|
Prepared by: |
Mark Relph, City Manager |
PURPOSE:
To approve amendments regarding the continued use of electronic or telephonic meeting formats in specific circumstances.
PRESENTATIONS:
Staff Presenter(s): Mark Relph, City Manager
Reid Betzing, City Attorney
Additional Presenter(s): N/A
SUMMARY:
The city council has adopted legislative rules (Rules) that in part “. . . , shall govern all meetings and proceedings of the city council, boards, commissions, and authorities and the order of business, and the conduct of the mayor, city council and board and commission members and persons in attendance at such meetings.”
PRIOR ACTIONS OR DISCUSSIONS:
On March 20, 2020 city council amended the Rules to allow for city council to appear electronically and telephonically in the event of a public emergency and to limit public comment.
On July 20, 2021 council received a staff briefing on the possible continued use of electronic or telephonic meetings (e.g. Zoom, TEAMS, or hybrid meetings) and provided direction to make appropriate amendments to the Legislative Rules to retain the use of these formats under the following circumstances:
• Weather conditions deemed unsafe by the City Manager, or their designee, at least 24 hours prior the meeting.
• For public health circumstances deemed unsafe by the City Manager, or their designee, at least 24 hours prior to the meeting.
• For city consultants participating in city meetings as approved by the City Manager, or their designee.
ANALYSIS:
Staff Analysis
The city council amended the Legislative Rules in March of 2020 to allow for electronic meetings and thereby maintain continuous operations of the city during the COVID-19 pandemic. While all state-wide COVID Emergency Orders have been lifted and council has approved to rescind the city manager’s State of Local Emergency, there remains benefit to having a contingency plan for some level of alternative meeting methods. Any approved amendments to the Legislative Rules will impact not only city council but all city authorities, boards, and commissions.
Council Goal, Objective, and/or Guiding Principle
Goal 8: Good Governance
Fiscal Impacts
Providing the level of service for electronic meetings through the pandemic was a considerable effort of resources and personnel. This was a unique circumstance, but that same level of service simply cannot be maintained after an examination of current resources. If council does wish to maintain some level of electronic meetings and depending upon the magnitude, staff would have to evaluate the details to decide what, if any, additional resources may be required.
Alternatives
Council may approve amendments to the Legislative Rules as presented or may opt to include further guidance for the ability to utilize electronic meetings. Council may also direct staff to review additional alternatives.
STAFF RECOMMENDATION:
Staff recommends amending the Legislative Rules to retain the use of electronic or telephonic meetings under the following circumstances:
• Weather conditions deemed unsafe by the City Manager, or their designee, at least 24 hours prior the meeting.
• For public health circumstances deemed unsafe by the City Manager, or their designee, at least 24 hours prior to the meeting.
• For city consultants participating in city meetings as approved by the City Manager, or their designee.
Additionally, there were a couple of cleanup provisions that were recommended to be adopted.
• One added study session to the list of meetings that require Council approval to extend past 10:00pm.
• The second cleanup was removing language where the mayor was approved by City Council given that voters passed the direct-elect mayor ballot question.
PROPOSED MOTION:
Proposed Motion
I move to approve the amendments to city council’s Legislative Rules.