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HomeMy WebLinkAbout4.a. Hold discussion and provide direction to staff on Board Policy No. BP 007 - Teleconferencing Page 1 of 4 Item 4.a. CENTRAL SAN Y-109-ITMEN ME February 7, 2023 TO: ADMINISTRATION COMMITTEE FROM: KATIE YOUNG, SECRETARYOF THE DISTRICT REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER SUBJECT: HOLD DISCUSSIONAND PROVIDE DIRECTION TO STAFF ON BOARD POLICY NO. BP 007 - TELECONFERENCING As requested at the February 2, 2023, Special Board meeting, the current Board Policy BP 007 - Teleconferencing was requested to be reviewed by the Committee. Should the Committee recommend changes, the policy will be brought to the full Board for consideration of any proposed revisions. Strategic Plan re-In GOAL FOUR: Governance and Fiscal Responsibility Strategy 1 - Promote and uphold ethical behavior, openness, and accessibility, Strategy 2- Encourage and facilitate public participation GOAL SEVEN: Innovation and Agility Strategy 3- Be adaptable, resilient and responsive ATTACHMENTS: 1. BP 007 - Teleconferencing February 7, 2023 Regular ADMIN Committee Meeting Agenda Packet- Page 4 of 52 Page 2 of 4 Number: BP 007 Related Admin. Procedure N/A Authority: Board of Directors Effective: May 5, 2011 -- Revised: May 5, 2022 Reviewed: April 12, 2022 CENTRALSAN Initiating Dept./Div.: Secretary of the District BOARD POLICY BOARD MEMBER TELECONFERENCING PURPOSE To encourage physical attendance by all members of the Board of Directors at all meetings and set forth guidelines' for Board Members to participate in Central San meetings via teleconference in accordance with California Government Code Section 54953. POLICY A Board Member may participate in a Board meeting via teleconferencing in accordance with the procedures in California Government Code Section 54953, when the Member is unable to resolve a scheduling conflict, or in situations of family emergencies. The Code defines teleconference as a meeting of the legislative body in different locations and connected by electronic means (e.g., audio, video, or both). If a Member anticipates being absent from a Board meeting at which an item of significance is being discussed, he/she may ask that the matter be moved to a meeting at which he/she will be in attendance. Staff will, to the extent practical, consider planned absences when scheduling matters for Board action if District business will not be hindered by any delay or advancement of schedule. GUIDELINES A. Government Code: Section 54953 of the Brown Act (California Government Code Sections 54950-54963) provides that in connection with a meeting, "....the legislative body of a local agency may use teleconferencing for the benefit of the public and the legislative body." The Code requires that: ' This policy guideline is for standard Brown Act compliance and does not pertain to situations of State or Local Emergency declarations where other forms of teleconference or virtual participation may be enacted under separate guidelines. February 7, 2023 Regular ADMIN Committee Meeting Agenda Packet- Page 5 of 52 Page 3 of 4 Number: BP 007 BOARD MEMBER TELECONFERENCING Page 2 of 3 1. A quorum of the members of the legislative body must participate from locations within the agency's jurisdiction. 2. Agendas must be posted identifying all locations where members of the legislative body will be present during the meeting, and posted as required by law at all such locations. 3. All locations must be accessible to the public and the public must be given an opportunity to address the legislative body directly at all such locations. 4. All votes taken during a teleconferenced meeting shall be by roll call and publicly reported of the vote or abstention of the action taken. B. Board Member: If a Board Member will be unavailable to participate in a Board or Committee meeting (i.e., scheduling conflict, such as travel, or family emergencies) and wishes to participate via teleconference, he/she must notify the Secretary of the District either in-person or via live phone conversation (not voicemail) at least 96 hours (four days) prior to the start of the meeting to provide location information and allow time for the Secretary of the District to comply with legal noticing requirements for teleconferenced meetings. He/she shall comply and/or assist with the required posting requirements. C. Secretary of the District: The Secretary of the District will: 1. Confirm that a quorum of the remaining Board Members will participate in the meeting from locations within the agency's jurisdiction. 2. Confirm that the teleconference location is ADA accessible, and has technology to enable the public to participate in the meeting (i.e., speakerphone, internet access). 3. List the address, room number and telephone number of the teleconference location immediately after the Adjournment item on the agenda with wording substantially similar to the following example: Teleconference Location: Board Member will participate by teleconference from the following location: 123 Main Street, Anytown, Michigan 99999 (meeting will commence at p.m. Michigan time) Pursuant to California Government Code Section 54953(b)(3), any member of the public wishing to address the legislative body directly may do so at each teleconference location at the time the item is considered. February 7, 2023 Regular ADMIN Committee Meeting Agenda Packet- Page 6 of 52 Page 4 of 4 Number: BP 007 BOARD MEMBER TELECONFERENCING Page 3 of 3 4. Arrange for the agenda to be posted at the teleconference location as required by law and for an agenda packet to be at the teleconferencing site for the public. 5. Notify the Information Technology Department to set up any necessary equipment in the Board Room or Conference Room. 6. Consult District Counsel as necessary to ensure Brown Act compliance. 7. As a courtesy, inform the Board President of the remote participation and quorum status. D. Meeting Etiquette 1. Ideally, each Board Member or member of staff speaking at the meeting will first identify themselves so any listeners know who is speaking. 2. Each Board Member or staff member shall allow the teleconference party the opportunity to finish speaking in case of a technical or connection difficulty. [Original Retained by the Secretary of the District] February 7, 2023 Regular ADMIN Committee Meeting Agenda Packet- Page 7 of 52