City of Union City Meeting Disruption Policy (Telephonic/Internet Service) 1) Purpose
To ensure a process for continuity of public access and participation during meetings of the Union City City Council (the “City Council”) in the event of interruption to a twoway telephonic or two-way audiovisual remote access platform, in compliance with Senate Bill (“SB”) 707 (2025).
2) Scope
This policy applies to all open meetings of the City Council, subject to Government Code section 54953.4, effective July 1, 2026, where remote public participation is provided.
3) Policy Statement
The City Council is committed to maximizing public access and participation consistent with SB 707. If telephonic or internet (audiovisual) service is disrupted and public remote access or commenting is prevented, the City Council will follow the process outlined in this policy.
4) Definitions
A. “Two-way telephonic service”: Two-way telephonic service means a telephone service that does not require internet access and allows participants to dial a telephone number to listen and verbally participate.
B. “Two-way audiovisual platform”: An online platform that provides participants with the ability to participate in a meeting via both an interactive video conference and a two-way telephonic service. A two-way audiovisual platform may be structured to disable the use of video for the public participants.
C. “Disruption”: An interruption of service that prevents members of the public from attending or observing the meeting via the two-way telephonic service or two-way audiovisual platform, or from providing public comment through those means. 5) General Responsibilities
A. Adoption of Policy
The City Council adopted this policy at a noticed public meeting in open session, not on the consent calendar, on [insert date].
B. During a Meeting
• If a disruption occurs that prevents public remote attendance or comment, the Mayor will announce the disruption, and the open session shall be recessed. • While the open session is in recess, the City shall make reasonable efforts in good faith to restore the service.
• The City Council shall not reconvene the open session of the meeting until at least one hour following the disruption, or until telephonic or internet service is restored, whichever occurs earlier. The Mayor shall clearly announce the end of the recess. During the recess, the body may meet in closed session if authorized.
• Upon reconvening the open session, if telephonic or internet service has not been restored, the City Council shall adopt, by roll-call vote, findings that:
• Good-faith efforts to restore service were made in accordance with this policy; and
Meeting Disruption Policy
• The public interest in continuing the meeting outweighs the public interest in remote public access.
If Service is Restored
• The open session shall resume upon restoration of service, even if less than one hour has elapsed since the disruption, consistent with Government Code section 54953.4.
• Document the disruption in the meeting minutes (start time of disruption, duration, resolution steps taken).
If Service Cannot Be Restored
• The body may proceed with the meeting only after the rollcall finding (as above) is adopted.
• The minutes shall include a description of service failure, efforts to restore service, the facts and outcome of the roll call findings, and any decision to continue without full remote participation.
C. Preparation and Mitigation
• Before each meeting, staff should check and verify remote/telephonic connection lines and internet connectivity.
• Maintain, where practicable, a backup call-in number, alternative platform, or other contingency measures to switch to in case primary service fails. • Provide staff contact information for the public to report any remote access problems (e.g., technical help line).
• Announce at the start of each meeting the remote participation links and instructions, including how to alert staff of access issues. • If a two-way audiovisual platform includes an automatic captioning function, that function shall be activated during the meeting. Interpretation services may be provided where applicable.
D. Public Notice & Website Posting
• Post on the City’s public meetings webpage a clear explanation of how to attend and comment remotely, including alternative access options if available. • Announce in notices of meetings that a Disruption Policy is in place and accessible.
E. Roles & Responsibilities
• City Council: Declare the recess when disruption occurs, lead the roll call finding if service cannot be restored, and ensure compliance with this policy. • Information Technology Department: Monitor service status, attempt restoration efforts, log the timeline of disruption, provide alternative access if available, and report to the presiding officer.
• City Clerk: Document in the minutes the disruption timeline, restoration efforts, and any required roll-call findings, and advise the presiding officer when statutory thresholds for reconvening are met.
• Public/Remote Participants: If experiencing access issues, alert staff immediately via the provided contact and attempt alternate access if available.
Meeting Disruption Policy
Meeting Disruption Policy
F. Documentation & Record-Keeping
• Minutes must reflect the time disruption began, nature of service failure, efforts made to recover service, time reconvened or time at which rollcall finding was adopted, and whether the meeting resumed or was postponed. • The City may prepare a post-incident report summarizing… root cause analysis (if available), lessons learned, whether backup options were activated, and any recommended improvements for future meetings.