Standard Operating Procedure #01-2020-SBCC Addressing Electronic Meeting Attendance

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Filed in Clerk's Office Standard Operating Procedure# 01-2020-SBCC L.M1' 2 0 2020 jR.,ioRES Addressing OUTH BEND,IN Attendance by Common Council Members at South Bend Regular and Special Common Council Meetings by Electronic Communication Effective Date: May 26, 2020 Updated: May 26, 2020 Purpose: This Standard Operating Procedure (SOP) establishes the policies,rules, and procedures for attendance at South Bend Common Council meetings by Council Members by electronic communication as authorized by Ind.Code 5-14-1.5-3.6. The purpose is to provide an alternative method for Council members to attend meetings, participate in discussions and vote on issues when Common Council members are unable to attend in person due to extraordinary circumstances beyond the Council member's control. Scope: This SOP establishes the permissible parameters for attendance of Common Council members at regular and special Common Council meetings and meetings by electronic communication. Responsibility: It is the responsibility of the Common Council member seeking to attend a meeting by electronic communication and the presiding Council member attending the meeting in person to comply with this SOP. Procedure and Governing Rules: The following are requirements and instructions for Common Council members to participate in regular and special Common Council meetings by electronic communication when the Council member cannot attend the meeting in person due to extraordinary circumstances beyond the Council member's control. Compliance with these policies, rules, and procedures entitles a Council member to attend meetings,participate in discussions and vote of issues by electronic communication. 1) The decision of whether extraordinary circumstances beyond a Council member's control exist is subject to the exclusive discretion of the presiding member physically present at the meeting. Any such decision is final. 2) A Common Council member attending a meeting by electronic communication will not be considered as the presiding member of the meeting. The presiding member of the meeting must be physically present at the meeting. 3) A member requesting authorization to participate in a meeting by electronic communication must be granted authorization by the presiding member at least six (6) hours before the meeting to allow arrangements to be made for participation by electronic communication.