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21-048/06-15 Adopt Hybrid Public Meeting PolicyDocuSign Envelope ID: CClF069F-5AO5-4669-8E3B-399F456CC7A5 RESOLUTION NO.21-48 RESOLUTION ADOPTING HYBRID PUBLIC MEETING POLICY WHEREAS, the City Council adopted a Remote Public Meeting policy during the COVID-19 pandemic; and WHEREAS, staff recommends updating the policy to govern City meetings where members of the elected body, or City staff or other presenters, may be attending either in person or remotely. NOW THEREFORE BE IT RESOLVED, that the City Council for the City of Golden Valley adopts the Hybrid Public Meeting Policy attached hereto as Exhibit A. Adopted by the City Council of Golden Valley, Minnesota this 15th day of June, 2021. rS DocuSFpnedtry/:I1�� �L p r( 1 ' kt'l) 9F6F6Fcf Tiarris, Mayor ATTEST: FTQncuSlgned by: l•�c4,c Scl+f•a Theresa c yma, City Clerk DocuSign Envelope ID: CC1F069F-5A05-4669-8E3B-399F456CC7A5 Clf11 Of goldMO.V.111valley 7800 Golden Valley Road Golden Valley, MN 55427 RULES OF ORDER & ETIQUETTE FOR HYBRID PUBLIC MEETINGS These rules shall apply to all hybrid public meetings of the City Council and the Housing and Redevelopment Authority (HRA). The Planning Commission, Board of Zoning Appeals, Civil Service Commission, Human Rights Commission, Human Services Commission, Open Space and Recreation Commission, Environmental Commission, and appointed City task force groups will all hold in -person public meetings. Rules for Public Comment regarding the public meeting call -in process will also apply to the Planning Commission meetings. 763- 593-8000 763-593-8109 763-S93-3968 www.goldenvalleymn.gov DocuSign Envelope ID: CC1F069F-5A05-4669-8E3B-399F456CC7A5 Before the Meeting Before the meeting, Members and Presenters attending remotely must: • call in 15 minutes before the meeting begins to ensure a functional and reliable connectionto the meeting platform • ensure their camera and microphone is working, their complete name is displayed on the screen, and if participating via video call, they are centered in the screen • sit in a quiet place, free from interruptions • sit in front of a suitable background, preferably blank, and not in front of a bright light or window Members and Presenters attending in person must: • be seated 15 minutes before the meeting begins • ensure their camera is working and their complete name is displayed on the screen • ensure both their laptop/tablet microphone and Webex volume are turned off to prevent feedback with the microphones in the Council Chambers Rules of Etiquette All Members shall observe the following rules of etiquette during hybrid meetings: • Do not work on other tasks during the meeting. For hybrid meetings to run smoothly, all participants must be fully engaged. • Mute yourself when you are not speaking to minimize interruptions and background noise. • Turn off all notifications on your computer, cell phone, etc. Remember that keyboards and other sounds will be audible. • If video stream is available, Members wishing to speak should raise their hands as usual. The Mayor/Chair will monitor the video screens and call on Members. If video stream is not available or if the Mayor/Chair cannot see Members raising their hands, Members should indicate their desire to speak by asking the Mayor/Chair for permission to speak during a break in the discussion. • Keep side comments and unnecessary discussion to a minimum. Do not interrupt other Members, staff, presenters, or the public. The audio will not function well if multiple participants speak at the same time. • Speak directly into or facing your microphone. If you cannot hear another participant or are having connection problems, tell the Mayor/Chair at the first opportunity, without interrupting the speaker. Procedure & Rules of Order • The Mayor/Chair will call the meeting to order. • The City Clerk/Staff Liaison will call the roll at the beginning of the meeting. • After the roll, the City Clerk/Staff Liaison will announce staff attendees. • The Mayor/Chair will run the meeting as usual, except that every vote will be made by roll call. The City Clerk/Staff Liaison will call the roll each time. DocuSign Envelope ID: CC1F069F-5A05-4669-8E3B-399F456CC7A5 Rules for Public Comment The following rules apply to agenda items eligible for public comment: • The Mayor/Chair shall state the matter to be heard. • The Mayor/Chair shall call on staff to present the staff report. At the conclusion, the Members may ask questions of the staff. • The Mayor/Chair shall call on the applicant (if applicable) to present. At the conclusion, the Members may ask questions of the applicant. • Thereafter, the Mayor/Chair shall open the item for public comment and staff shall moderate the public comment period. • Everyone who wishes will have a chance to address the body. Only one person may speak at a time. Each speaker will be allowed up to 3 minutes to address the body. The Chair shall keep the time and may allow a speaker a limited amount of time to finish if the time expires before a speaker finishes their comments. The City Clerk/Staff Liaison shall keep a record of all comments. • All questions shall be addressed to the Mayor/Chair, not other Members, staff, or the public. Questions will be answered after all persons have had a chance to speak. • There shall be no dialogue among the Members, staff or the public during the hearing or public comment. Members may ask questions of persons addressing the body in order to clarify a fact. • No one will be given an opportunity to speak a second time until everyone has had an opportunity to speak initially. Any second presentations shall be limited to new information and not rebuttals. • There will be no straw votes of people present. • When the public comments are done, the Mayor/Chair will close the public comment section and all public call in lines will be muted. Members of the public may remain on the line to continue monitoring the meeting. Thereafter, the Mayor/Chair shall open the item for discussion of the body. The following rules apply to public comment via the City's Call -In Center: • For those who are watching the meeting on Cable Channel 16 or livestreaming the meeting online, public comment may be delivered by phone. All Rules for Public Comment also apply to call -in public comment. • During the public comment period, the Mayor/Chair will occasionally ask if there are any callers waiting. • Call -In Center operators will follow established City procedures for taking and connecting calls during public meetings. Definitions • Council means the Golden Valley City Council. • Members means all elected and appointed members of the Council, HRA, or Planning Commission. • Presenters mean potential presenters at Council or HRA meetings (eg, staff, consultants, etc). • Hybrid Meeting means a public meeting held by the Council or HRA by telephone or other electronic means in accordance with Minn. Stat. § § 13D.02, 13D.021.