[Added 4-20-2021 by Ord. No. 11-2021]
This article shall be known as the "Green Lake County Board
of Supervisors Electronic Meeting Ordinance."
The following definitions apply to this article.
One or more locations set by the County Board, the County
Board Chair, or a committee chair, which is the physical location
from which the e-meeting originates and where the public may attend
the e-meeting if they are unable to monitor the e-meeting outside
of the anchor location. Generally the Green Lake County Board Room.
Other meeting rooms in the Green Lake Government Center may be used.
The Green Lake County Clerk, the Clerk's designee or any
persons acting as a Clerk for a meeting.
Any meeting that takes place online by use of a synchronous
digital telecommunication platform. An e-meeting is a web-based meeting
or conference format that allows participants to see and hear each
other in realtime, and may make presentations with visual aids such
as charts and graphs by sharing screens.
Note: Green Lake County currently uses the "Zoom" platform
for its electronic meetings.
A member of the Green Lake County Board of Supervisors, or
an individual appointed to a duly authorized committee of the County
Board of Supervisors.
A desktop computer, laptop, smartphone, tablet (such as an
iPad, Nexus 7, Galaxy Tab, Kindle Fire), or similar devices.
Note: The County has provided iPads to County Board Supervisors
for use at County Board and committee meetings.
This article allows for the use of electronic meetings for the
Board of Supervisors, Committee of the Whole and for the duly authorized
Committees of the County Board.
An e-meeting may be convened and conducted so long as the meeting
complies with the requirements of Wisconsin Open Meeting laws. All
requirements under the Open Meetings laws must be followed for conducting
an e-meeting.
A.
Provisions must be made for a member of the public to monitor an
open meeting of the Board or Committee if they are unable to do so
electronically. No member of the public should be denied in person
access to an open meeting of the Board of Supervisors or a Committee
meeting. However, no provision will be made for the public to attend
an e-meeting at any place other than the anchor location.
B.
E-meetings should not be used where Wisconsin Statutes or law require
a hearing unless the Board can determine a means for public access
to documents, exhibits, maps and/or testimony or statements substantially
similar to an in-person hearing, or as may otherwise be permitted
by law.
C.
E-meetings should not be scheduled for matters that are complex or
require extensive use of graphs, charts or other demonstrative documents
which would be difficult for the public to view, unless the Board
can determine a means for public access to the documents.
D.
The agenda for a meeting that will be held electronically and in
person, must contain sufficient information to inform the public of
how it may access and monitor the meeting, including information on
who to contact should a member of the public need assistance to participate
in the meeting and to allow planning for accommodations if necessary.
E.
The Clerk shall send by e-mail to every member of the Board, and
by Open Meetings Law notice (Wis. Stats. § 19.84) to the
public at least 24 hours prior to the time of the meeting, the URL
and codes necessary to connect to the internet meeting service, and,
as an alternative and backup to the audio connection included within
the Internet service, the phone number and access code(s) the member
needs to participate aurally by telephone.
F.
Display of documents. The Clerk at the direction of the presiding
officer shall enable a share screen for the display of documents relevant
to a matter under consideration; and, to the extent feasible, the
Clerk, or anyone assisting the clerk for this purpose, shall cause
such documents that are currently before the meeting for action or
information, to be displayed therein until disposed of or directed
by the presiding officer to end the display.
G.
The County Clerk shall record County Board electronic meetings. The
recording shall be retained for 120 days after the meeting and thereafter
deleted. Committee or Commission meetings may be recorded at the direction
of the chair, and shall be retained for 120 days after the meeting
and thereafter deleted.
[Added 8-17-2021 by Ord.
No. 18-2021]
[Amended 8-17-2021 by Ord. No. 18-2021]
The County Board Rules of Order apply at all e-meetings.
The following special rules of order apply to all e-meetings
in addition to the Rules of Order of the County Board. If a special
rule of order conflicts with a County Board Rule of Order, the more
specific rule shall apply.
A.
Physical attendance:
(1)
No member of the County Board may attend more than four County Board
Meetings in any calendar year via e-meeting.
(2)
No committee member may attend more than four committee meetings
in any calendar year via e-meeting. This applies separately for each
committee assignment. For example, if a committee member is a member
of two committees, that member may attend four meetings of each committee
via e-meeting.
(3)
Exceptions to the physical attendance rule may be made by the County
Board Chair upon a showing of good cause by the member.
B.
All County Board e-meetings will take place in the County Board Room,
which is the anchor location. Committee meetings may take place in
the County Board Room or other conference room in the Green Lake County
Government Center; said room will also be an anchor location.
(1)
The County Board Chair or committee chair must be present at the
anchor location. If neither the Count Board Chair or committee chair
is present at the anchor location, then the vice-chair must be present.
If the vice-chair is not present, another member present at the anchor
location must be elected to chair the meeting (chair pro tem).
(2)
The Clerk or designee must also be present at the anchor location
to ensure the electronic meeting platform is running correctly and
to perform any duties related to running the electronic meeting.
C.
Members who wish to appear electronically at an e-meeting shall notify
the County Clerk at least 24 hours prior to the meeting.
D.
There shall be no limit to the number of members who may appear electronically
at an e-meeting, except that the chair or vice-chair (or duly elected
chair pro tem) must be physically present at the anchor location.
E.
Members attending virtually via an e-meeting shall receive per diems
pursuant to Board Rules as if they physically attended the meeting.
Mileage is not reimbursed.
F.
Members attending virtually shall count as a member present for purposes
of determining a quorum as if that member was physically present at
the anchor location. The presence of a quorum shall be established
by audible roll call at the beginning of the meeting. Thereafter,
the continued presence of a quorum shall be determined by the online
list of participating members and members physically present, unless
any member demands a quorum count by audible roll call. Such a demand
may be made pursuant to Wis. Stats. § 19.88(2), following
any vote for which the announced totals add to less than a quorum.
G.
Members attending an e-meeting may make, second and vote on all motions
and participate in discussion as though physically present at the
anchor location. Members shall state their motion clearly so that
all present at the e-meeting can hear and understand the motion. Members
seconding a motion, shall do the same.
H.
Members shall use their County-issued personal computing device to
access an e-meeting, to be recognized as having the floor, and for
voting (except in committee). If a member does not have a County-issued
personal computing device, the member may use their own personal computing
device to access an e-meeting or in the alternative, may attend the
e-meeting by telephone.
I.
Members are responsible for their own audio and internet connections.
Members may attend an e-meeting via telephone if they do not have
an adequate internet connection that allows for synchronous communication.
Members shall identify and shall maintain Internet and audio access
throughout the meeting whenever present but shall sign out upon any
departure before adjournment.
J.
No action shall be invalidated on the grounds that the loss of, or
poor quality of, a member's individual connection prevented participation
in the meeting. If there is a question of whether a member voted,
the Clerk may take the member's vote after all other votes have been
cast.
K.
Minutes shall reflect which members, staff and guests appeared in
person and which members, staff and guests appeared electronically.
L.
All persons shall identify themselves before speaking to assist the
County Clerk or recording secretary in recording the minutes.
M.
All persons appearing electronically shall notify the Chair of their
departure, whether permanent or temporary, from the meeting before
leaving to ensure that a quorum is maintained.
N.
If a closed session is on the agenda, all persons who will be included
in the closed session must ensure that their location is private and
others may not overhear the closed session discussion.
O.
If any chat windows are open during the meeting, they may only be
used to resolve technological problems.
P.
Votes shall be taken by audible roll call or, when practicable within
the meeting service platform, by electronic roll call, e.g. "Roll
Call Pro." The Chair's announcement of the voting result shall include
the number of members voting on each side of the question and the
number, if any, who explicitly respond to abstain or acknowledge their
presence without casting a vote. Business may also be conducted by
unanimous consent.
Q.
All members who attend an electronic meeting shall report to the
County Clerk's Office to sign resolutions and ordinances voted upon
while attending an electronic meeting, prior to the County Board meeting
where the ordinance or resolution will be presented to the Board.
If the member is unable to sign the ordinance or resolution prior
to the County Board meeting, the County Clerk may enter the following
on the resolution or ordinance:
|
"[Supervisor name] approved by voice vote on Zoom”
or “[Supervisor name] approved by roll call vote on Zoom".
|
R.
Meeting
etiquette:
(1)
Members will be in responsible for muting/unmuting themselves; however,
if necessary, the Clerk may mute a member whose background noise is
disrupting the meeting.
(2)
All persons attending an e-meeting shall keep their microphones muted,
except when speaking, to avoid disrupting the meeting.
(3)
No side conversations should be held in the "chat box."
(4)
Identify yourself prior to speaking or making or seconding a motion.
(5)
If in closed session, members must assure that no other individual
is present and can hear the closed session discussion.
(6)
Members shall refrain from talking over each other and shall obtain
the floor from the Chair in order to speak.
