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CITY OF CATHEDRAL CITY | ADMINISTRATIVE POLICY
TOPIC REMOTE PARTICIPATION AND SERVICE DISTRUPTION
POLICY
AP
Distributed by Original Date Revised Approved by:
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Andrew Firestine, City Manager
City Clerk
PURPOSE:
This policy is adopted to ensure compliance with the Ralph M. Brown Act, as amended by Senate Bill 707, and to guarantee that members of the public are provided with meaningful, real-time access to observe and participate in meetings conducted using telephonic or audiovisual platforms.
This policy establishes procedures to maintain continuous public access and to govern the City’s response to any technological failure or service disruption. It is intended to protect the public’s right to transparency.
This policy will apply to meetings of the City Council, and to meetings of the City’s other legislative bodies, pursuant to adoption by resolution.
DEFINITIONS:
Service Disruption:
Any technological failure or interruption that materially impairs the public’s ability to observe or participate in a meeting in real time.
This includes, but is not limited to:
Internet service failures
Telephonic system failures
Audiovisual platform malfunctions
Loss of audio, video, or interactive features
Inability of the public to provide real-time comment
A service disruption does not include the removal of an individual for disrupting a meeting, in accordance with the procedures of sections 54957.95 and 54957.96 of the Government Code, provided overall public access is maintained.
POLICY:
1. Public Access
Agendas shall include clear instructions for remote attendance and public comment through telephonic or audiovisual platforms. Public access shall be maintained throughout the meeting.
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2. Disruption Response
If a service disruption occurs that prevents or materially limits public access:
The presiding officer shall announce the disruption, if feasible; The legislative body shall immediately suspend further action on agenda items; The meeting shall be placed in recess; and
Staff shall make immediate, good-faith efforts to restore service.
3. Minimum Recess Period
The meeting shall remain in recess for a minimum of one (1) hour while restoration efforts are underway, unless service is restored sooner. The Information Technology Division will work diligently to restore the service during the recess, which may include without limitation working with the relevant telephonic or internet service provider or internet platform to restore connection.
During the recess period, the legislative body may convene in Closed Session, provided that:
The Closed Session item has been properly agendized in accordance with the Brown Act; Th Closed Session can be conducted without reliance on the disrupted platform; and Any required reporting occurs after the meeting reconvenes in open session.
4. Resumption of Meeting
The meeting may resume when public access has been fully restored in a manner that allows the public to observe and participate in real time. The presiding officer shall confirm restoration on the record prior to resuming.
5. Failure to Restore Service
If service cannot be restored within the minimum one-hour recess, the legislative body may:
Reconvene the meeting after adopting a finding by rollcall vote that good faith efforts to restore the telephonic or internet service have been made in accordance with this policy, and that the public interest in continuing the meeting outweighs the public interest in remote public access; or
Adjourn the meeting.
The legislative body shall make findings on the record describing the nature of the disruption and the efforts made to restore service.
6. Documentation
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City staff shall document any service disruption, including duration, nature of the issue (if known), and efforts taken to restore service. Such documentation shall be retained as part of the official meeting record.
ROLES AND RESPONSIBILITIES:
1. City Council
Ensure compliance with this policy during meetings
Suspend proceedings upon a disruption
Recess, continue, or adjourn meetings as appropriate
Make required findings on the record
2. City Clerk
Ensure agendas include required remote access instructions Advise the presiding officer on procedural requirements Maintain records of disruptions and related actions
Ensure proper reporting following Closed Session
3. IT (Information Technology Division)
Maintain telephonic and audiovisual systems
Monitor system functionality during meetings
Respond immediately to disruptions
Implement corrective actions to restore service
QUESTIONS
Staff with questions regarding this Policy shall immediately contact the City Clerk.