HomeMy WebLinkAboutStandard Operating Procedure #01-2020-SBCC Addressing Electronic Meeting Attendance 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.
4) The number of Common Council members participating in any one(1) meeting by
electronic communication is limited to three (3) members.
5) Irrespective of paragraph four(4) above,there must be, at a minimum, three (3)members
of the Common Council who must be physically present at the place the meeting is
conducted.
6) Any one (1)member of the Council may participate in no more than four(4) Common
Council meetings by electronic communication in any calendar year. For purposes of this
paragraph, a calendar year begins on January 1 and ends on December 31.
7) A member who participates in a meeting by electronic communication may not cast the
deciding vote on any official action. For purposes of this paragraph, a member casts the
deciding vote on an official action if, regardless of the order in which votes are cast:
(A)the member votes with the majority;
(B)the official action is adopted or defeated by one (1) vote.
8) A Common Council member may participate in a meeting by electronic communication
only if the member uses a means of communication that permits:
(A)the member;
(B)all other members participating in the meeting;
(C)all members of the public physically present at the place the meeting is
conducted;
to simultaneously communicate with each other during the meeting.
9) All votes taken at a meeting where one or more members participate by electronic
communication must be taken by roll call vote.
10) A member who participates in a meeting by electronic communication:
(A)is considered to be present at the meeting;
(B)shall be counted for purposes of establishing a quorum; and
(C)may vote at the meeting.
11)Any member attending a meeting by electronic communication must be in attendance for
the entirety of the meeting. If a member fails to attend the entirety of the meeting, that
member's vote on any issue will be void and of no effect.