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36 All members must be able to hear and see each other, as well as any discussion and 37 testimony presented at any location where at least one member is present. 38 All members of the public at the regular meeting location must be able to hear and see 39 all discussion, testimony, and votes. 40 All votes must be conducted by roll call, so each member’s vote can be identified and 41 recorded. 42 Meeting minutes must include the names of members attending via interactive television 43 technology and state the reason for their remote participation. 44 Staff is bringing this information forward for the City Council to consider what, if any 45 changes, should be made to the Remote Participation rule in the Rules of Procedure. Some 46 things to consider when deciding whether to change the existing rule regarding remote 47 participation include: 48 Should the City limit the number of times a Council member or Commission member 49 participates in a meeting virtually? 50 Should Commission members be considered differently as it relates to remote 51 participation compared to City Council members? 52 Should Council members be allowed to meet in closed executive session virtually? 53 What prior notice should be given to staff by a Council member or a Commission 54 member that they will be participating remotely? 55 Should there be any changes to virtual participation in meetings by staff, 56 consultants, and the public? 57 58 59 Policy Objectives 60 Ensuring clear and defined procedures for conducting City Council and Commission 61 meetings is important in providing transparency and building trust with the public that City 62 business will be conducted in a fair and consistent manner. 63 64 Equity Impact Summary 65 The implementation of the Rules of Procedure for city council meetings is intended to 66 create a structured, inclusive, and transparent framework. There are various components 67 that promote equity and inclusivity. For example, the rules mandate live-streaming and 68 recording of meetings, which enhance access for those unable to attend in person. 69 Additionally, on the city's YouTube channel, videos have closed captioning, which 70 increases accessibility for individuals. The city has also recently updated its equipment for 71 those needing assisted listening devices. 72 73 Budget Implications 74 There is no expected budget impact. The City currently has the hardware and software to 75 conduct virtual meetings. 76 77 Staff Recommendations 78 Staff recommends the City Council discuss whether adjustments need to be made to Rule 79 7 of the City Council and Advisory Commission Rules of Procedure based on recent state 80 law changes governing public officials participating virtually at meetings. Page 2 of 3 Qbhf!74!pg!286