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CITY OF RICHMOND
POLICY FOR DISRUPTIONS OF TELEPHONIC OR INTERNET SERVICE DURING
PUBLIC MEETINGS
Adopted Pursuant to California Government Code Section 54953.4
1. Purpose
The purpose of this Policy is to establish procedures for addressing disruptions of telephonic, internet, livestreaming, videoconferencing, or other electronic communications services used to facilitate public access to meetings of the Richmond City Council and other legislative bodies of the City of Richmond in compliance with California Government Code Section 54953.4.
2. Applicability
This Policy applies to all meetings of the Richmond City Council and all legislative bodies subject to the Ralph M. Brown Act that provide telephonic, internet-based, livestreamed, or hybrid public access to meetings.
3. Definitions
Disruption of Service means any interruption, degradation, failure, or loss of telephonic, internet, videoconferencing, livestreaming, or other electronic communications service that prevents members of the public from observing or participating in a meeting through the means provided by the City.
Good Faith Effort means reasonable efforts undertaken by City staff to restore disrupted service, including but not limited to troubleshooting hardware and software, contacting service providers, switching to backup systems, or utilizing alternative means of public access.
4. Procedures Upon Discovery of a Disruption
If City staff, the Mayor, Chair, or any member of the legislative body becomes aware that a disruption of service has occurred that prevents members of the public from observing or participating in the meeting:
a. The disruption shall be announced on the record as soon as practicable. b. The legislative body shall immediately pause discussion and action on agenda items. c. Staff shall assess the nature and extent of the disruption and commence efforts to restore service.
d. The legislative body may take a brief recess to allow staff to evaluate the issue. 2 | P a g e
5. Recess for Significant Disruption
If the disruption prevents members of the public from attending, observing, or participating in the meeting through the electronic means provided by the City, the legislative body shall recess the meeting for a minimum of one (1) hour as required by Government Code Section 54953.4.
During the recess:
a. City staff shall make a good faith effort to restore service. b. Staff shall post updates, when feasible, on the City's website and through any available meeting platform.
c. Staff shall document efforts undertaken to restore service.
6. Reconvening After a Disruption
Following the recess period, the legislative body may reconvene if service has been restored.
If service has not been restored, the legislative body may reconvene only after making the findings required by Government Code Section 54953.4, as amended from time to time.
Any such findings shall be made by roll call vote and entered into the minutes of the meeting.
7. Alternative Means of Public Access
When feasible, City staff may provide alternative methods of public access, including but not limited to:
a. Alternate livestreaming platforms;
b. Telephone-only participation options;
c. Relocation to another meeting room with functioning technology; d. Recorded broadcast with delayed posting where legally permissible.
Nothing in this section authorizes the City to eliminate public participation rights otherwise required by law.
8. Documentation
The City Clerk shall document:
a. The time the disruption was identified;
b. The nature of the disruption;
c. Actions taken to restore service;
d. The duration of any recess;
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e. Any findings made by the legislative body; and
f. The final disposition of the meeting.
Such documentation shall be maintained as part of the meeting record.
9. Delegation of Authority
The City Clerk, Information Technology Department, City Manager, and City Attorney are authorized to implement administrative procedures consistent with this Policy to facilitate compliance with Government Code Section 54953.4.
10. Severability
If any provision of this Policy is held invalid by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.
11. Effective Date
This Policy shall become effective immediately upon adoption by the Richmond City Council and shall remain in effect unless amended or repealed by the City Council.