(a) As used in this section:
(1) "Electronic meeting" is a meeting or hearing of a municipal body by teleconference, video conference, a combination of videoconference with audioconference or any other similar electronic technology.
(2) "Videoconference" is a meeting of a municipal body conducted among participants where at least two (2) members, inclusive of the meeting host, transmit and receive both audio and video data via computer, smartphone, etc.
(3) "Teleconference" is a meeting of a municipal body conducted among participants who transmit and receive audio only via computer, smartphone, telephone, etc.
(4) "In person meeting" is a traditional meeting of the municipal body with all members present physically located at a single meeting location.
(b) The City Council may authorize the use of electronic meetings for any municipal body with an affirmative vote of five (5) members, conducted during an in person meeting of the City Council.
(c) With a majority approval of the municipal body at a prior, in person meeting, an invited guest or applicant may appear before an in person meeting of the municipal body via teleconference or videoconference, provided all members and attendees present at the in person meeting can observe or hear the guest's electronic presentation.
(d) The following procedures shall apply to attendance at electronic meetings:
(1) All members attending the meeting of the municipal body must attend the meeting via the approved meeting format. A hybrid "in person" and "electronic meeting" format is not permitted for members.
(2) Members of the municipal body and members of the administration appearing for an electronic meeting conducted via videoconference format may attend via a voice only format.
(3) Members of the municipal body and members of the administration who are present for an electronic meeting conducted by the municipal body and who are participating via video format, shall leave the video camera on at all times, unless excused by the Chairperson of the municipal body.
(4) Attendees at an electronic meeting who are not members of the municipal body or members of the administration are not required to have a camera activated during the meeting. Additionally, such attendees are not required to identify themselves, unless they are asking for permission to address the municipal body.
(5) Members of a municipal body, attendees or members of the administration attending an electronic meeting need not be physically present in the City of North Olmsted to participate.
(e) The following shall apply to votes taken by the municipal body:
(1) All votes shall be by roll call or voice vote, as established by the rules of the municipal body, the ordinances or Charter of the City of North Olmsted. In the event of a audio technical reason hindering a member from making a voice or roll call vote, any physical manifestation communicated by a member via video that indicates an intent to vote may be accepted as a vote by the Chairperson and recorded as that member's vote.
(2) Members of the municipal body must have a working microphone. If a present member is disconnected for technical reasons from the electronic meeting during a roll call vote from a video and audio feed then the following shall apply:
A. If the member has voted but is disconnected during a roll call vote, then the member's vote shall be counted and the roll call shall continue.
B. If the member has not voted, then the meeting shall be recessed by the chairperson for not less than five (5) minutes or until the member rejoins to give the voting member a chance to rejoin the meeting.
C. If the member has not voted and is not able to reconnect after five (5) minutes, the Chair shall continue the vote. If the member is unable to reconnect before the chairperson announces the vote total, then the member will be deemed absent for that vote. If the member is able to rejoin the electronic meeting after the roll call has restarted but before the vote total has been announced by the chairperson, then the member shall be given a chance to vote before the roll call has ended and their vote shall be counted.
D. If while a member is disconnected from a meeting a question arises that requires a voice vote, then the meeting shall be recessed by the chairperson for not less than five (5) minutes or until the member rejoins to give the voting member a chance to rejoin the meeting and cast a voice vote.
(f) The Chairperson shall have the following additional authority during an electronic meeting of a public body:
(1) The Chairperson of the municipal body shall have the authority to mute the voice connection of any guest attending the meeting and to shut off a camera connection if that person engages in conduct that would be a violation of Codified Ordinance Section 509.04. At least two (2) verbal warnings shall be given before the camera or microphone connection is muted or shut off. Thereafter, the guest shall continue to attend the meeting without a microphone or camera connection, as the case may be.
(2) Members of the municipal body or administration shall not be removed from an electronic meeting. The Chairperson shall not shut off their cameras or microphones except as set forth herein. The Chairperson reserves the right to temporarily mute a microphone for a member or member of the administration who, in the opinion of the chairperson, is in violation of a rule of the body or otherwise ruled out of order.
(g) The chairperson may continue to conduct an electronic meeting if a member loses connection during an electronic meeting until a vote is required, whereupon subsection (e)(2) hereof shall apply.
(h) If a member of the municipal body loses connection during an electronic meeting and there ceases to be a quorum, the meeting is suspended until a quorum can be achieved. If the member does not reconnect within fifteen (15) minutes and a lack of quorum remains, then the meeting shall be adjourned to a later date and time to conclude the meeting.
(i) The following shall apply to informational or evidentiary submissions from attendees or applicants at an electronic meeting of the municipal body:
(1) Any guest at an electronic meeting wishing to share information (charts, graphs, photographs, petitions, etc.) or evidence at an electronic meeting of a municipal body shall submit such materials to the clerk of the body before the meeting in order to allow the clerk sufficient time to prepare the materials for presentation to all members of the body and the public. This submission requirement shall be included on the required public notices of the meeting date, time and shall be included on the agenda.
(2) An applicant on an agenda and appearing before a municipal body to give testimony and offer evidence shall submit such materials to the clerk of the body before the meeting in order to allow the clerk sufficient time to prepare the materials for presentation to all members of the body and the public. In the sole discretion of the chairperson, the chairperson may permit screen sharing to allow the applicant to share information with the body, provided the same information is thereafter submitted to the clerk for inclusion in the record of proceedings.
(j) All other rules, regulations and codified ordinances regarding the municipal body not modified herein shall remain in full force and effect.
(Ord. 2021-21. Passed 7-1-21.)