A. Authorized: Any public body of the city may, by following the procedures and requirements of this section and those outlined by state law, convene and conduct an electronic meeting.
B. Definitions:
ANCHOR LOCATION: The physical location where a public meeting is held and from which the electronic meeting originates or from which the participant(s) is/are connected.
ELECTRONIC MEETING: A Lehi City meeting convened or conducted by means of a telephonic, telecommunications or computer conference.
ELECTRONIC NOTICE: Electronic mail or fax.
MONITOR: To hear live, by speaker or by other equipment, all of the public statements of each member of the public body who is participating in a meeting; or see, by computer screen or other visual medium, all public statements of each member of the public body who is participating in a meeting.
PARTICIPATE: The ability to communicate with all of the members of the public body, either verbally or electronically, so that each member of the public body can hear or see the communication.
PUBLIC BODY: The city council or other official city body or commission that is created by city ordinance or resolution and consists of two (2) or more persons and expends, disburses or is supported by tax revenue and is vested with the authority to make decisions regarding the public's business.
PUBLIC HEARING: A meeting at which comments from the public will be accepted. At public meetings, participation of the public is through observation/listening with public input being provided during any approved period of the meeting agenda that has been designated for such participation.
PUBLIC STATEMENT: A statement made in the ordinary course of business of the public body with the intent that all other members of the public body receive it.
REMOTE LOCATION: Any place, other than the anchor location, where a member is at, who participates in a telecommunications meeting.
TELECOMMUNICATIONS MEETING: A formal meeting of the city where one or more members participates from a remote location via telephone, internet, television or other telecommunication means now known or yet to be developed.
C. Procedures:
1. Same As For Nonelectronic Meeting: The meeting procedures to be followed at the electronic meeting shall be the same as those followed by the public body in a nonelectronic meeting.
2. Roll Call Method Used: A speakerphone, or similar amplifying electronic device, will be connected in such a manner that comments made by the members participating electronically will be broadcast through the public address system at the anchor location. Full participation of each member present and those participating electronically will be given to make inquiries and participate in the discussion through a roll call method. Votes taken in these circumstances shall be by roll call method, with each member audibly verbalizing their vote in accordance with subsection C5 of this section.
3. Electronic Participants Considered Present: City elected and appointed representatives and city staff shall be considered present as if the individuals were physically on site and present. Any form of telephonic, telecommunication, or computer assisted communication may be used, as long as it allows for real time interaction in the way of discussions, questions and answers, and voting.
4. Public Participation: Designated sites at which an electronic meeting is held will be open to the public unless specifically closed to the public under state law. Members of the public attending such a meeting may provide input during any meeting designated for public participation. Space and facilities will be provided at the anchor location so interested persons and the public may attend, monitor and participate in the open portions of the meeting.
5. Minutes To Record Participation: Minutes of the meeting shall record the presence of members participating through electronic means. The roll call for members present will be taken verbally and recorded.
6. Discussion Of Motions; Voting: Discussion of motions will take place in accordance with usual procedures with the exception of those present electronically must declare their intent verbally with their accompanying name(s). All voting and consensus requests shall be made verbally and by roll call when a voting participant is present electronically.
7. Public Notice: Public notice of the meeting shall be made in the manner and within the time frame as set forth in Utah Code Annotated section 52-4-202.
8. Premeeting Contact: Any member(s) participating from remote locations shall make contact with the City fifteen (15) minutes prior to the start of the meeting to ensure the equipment to be used is in proper working order.
9. Quorum: Members participating via telecommunications are to be considered present for purposes of establishing a quorum, as defined by law. In the event of failure of equipment, or other factor, which causes a lack of communication and thereby a lack of a quorum, no additional business may be conducted until the quorum can be reconstituted. Continuances may be granted as set forth by law. Business already conducted remains binding.
10. Location: Whenever a meeting is to be held with a member(s) via telecommunications, the anchor location identified in all notices shall be the City offices, 153 North 100 East, Lehi City, Utah County, Utah, or such other location as determined by the Council in accordance with law. Public participation is limited to the anchor location. Members participating via telecommunications may do so from any location where access can be had and the criteria of this subsection met.
11. Method: Any telecommunications method now known or hereafter developed may be used to conduct a telecommunications meeting, so long as the criteria set forth herein can be met. All persons at the anchor location shall be required to have real time video and/or audio contact with member(s) participating from remote locations, so as to know the entire discussion and deliberations of the Council. Members participating from remote locations shall have the obligation to use appropriate equipment or take other precautions to eliminate static or other disturbances for the orderly conduct of the meeting. If available, and not cost prohibitive, an audio and video feed is the preferred method of conducting a telecommunications meeting. (Ord. 35-2015, 7-14-2015)