URA Res. 20-03 Adopting an Electronic Participation Policy for Authority Meetings During a Local Disaster EmergencyAVON URBAN RENEWAL AUTHORITY
TOWN OF AVON, COLORADO
RESOLUTION NO 20-03
ADOPTING AND ELECTRONIC PARTICIPATION POLICY FOR
AUTHORITY MEETINGS DURING A LOCAL DISASTER
EMERGENCY
WHEREAS, the Avon Urban Renewal Authority (the "Authority") is a public body corporate
and politic, and has been duly created, organized, established and authorized by the Town of Avon,
Colorado (the "Town") to transact business and exercise its powers as an urban renewal authority,
all under and pursuant to the Colorado Urban Renewal Law, constituting Part 1 of Article 25 of
Title 31, Colorado Revised Statutes, as amended (the "Act"); and
WHEREAS, the Authority is a "local public body" as defined under Colorado Open Meetings
Law, and therefore the Authority's meetings must be open to the public and its meetings may not
be conducted in secret; and
WHEREAS, the Town of Avon issued and Declaration of Local Disaster Emergency on
March 19, 2020 in response to the spread of the COVID-19 virus; and
WHEREAS, the spread of the COVID-19 virus requires individuals to practice self -distancing
and otherwise limiting social interaction such that in-person attendance at Authority meetings by
Authority members, staff and members of the public is rendered impracticable; and
WHEREAS, in order to continue to conduct Authority business during the current local
disaster emergency requires attendance be accomplished through electronic participation; and
WHEREAS, the Authority desires to adopt and Electronic Participation Policy for Authority
Meetings During a Local Disaster Emergency (the "Policy"); and
WHEREAS, the Authority finds that adoption of the policy will promote meeting efficiency
as well as promote the understanding and transparency of Council meeting procedures for the
general public and protect the health, safety and wellness of the Avon community.
NOW, THEREFORE BE IT RESOLVED BY THE AVON URBAN RENEWAL
AUTHORITY, that the Electronic Participation Policy for Authority Meetings During a Local
Disaster Emergency attached hereto as Exhibit A are hereby adopted.
ADOP ED MA H 2 2?70 by the AVON URBAN RENEWAL AUTHORI
By• �V Attest:
Sarah Smith-Hymes, Cha' man Eric H�V, Irxecutive Director
Resolution 20-03 Electronic Participation Policy During a Local Disaster Emergency
March 24, 2020
Page 1 of 1
EXHIBIT A
ELECTRONIC PARTICIPATION POLICY
AT AVON URBAN RENEWAL AUTHORITY MEETINGS DURING A LOCAL
DISASTER EMERGENCY
I. Purpose.
The purpose of this Electronic Participation Policy ("Policy") is to specify the
circumstances and means under which the Avon Urban Renewal Authority ("Authority") shall
conduct regular and special meetings by telephone or other electronic means of participation, such
as video -conferencing that is clear, uninterrupted and allows two way communication for the
participating members ("Electronic Participation"). Electronic Participation has inherent
limitations because Electronic Participation effectively precludes a member of the Authority from
contemporaneously observing documentary information presented during meetings; from fully
evaluating a speaker's non-verbal language in assessing veracity or credibility; and from observing
non-verbal explanations during a speaker's presentation or testimony. The Authority finds that
these limitations, inherent in Electronic Participation, may produce inefficiencies in meetings,
increase the expense of meetings, and alter the decision-making process. As such, the Authority
shall only utilize the policies contained herein upon the adoption by the Town of Avon of a
resolution declaring, or the Avon Town Manager declaring, a local disaster emergency pursuant
to §24-33.5-709, C.R.S.
II. Statement of General Policy.
The Authority may conduct a regular or special meeting of the Authority by electronic
means only in accordance with this Policy.
A. Emergency Situations.
In the event a quorum is unable to meet at the day, hour, and place fixed by the
rules and procedures of the Authority because meeting in-person is not practical or prudent
due to an local disaster emergency affecting the Town, meetings may be conducted by
telephone, electronically, or by other means of communication so as to provide maximum
practical notice. Meetings may be held by telephone, electronically, or by other means of
communication if all of the following conditions are met:
1. A local disaster emergency has been declared pursuant to §24-33.5-
709, C.R.S.; and
2. The Avon Town Manager or the Avon Town Council determines
that meeting in person is not practical or prudent, because of matters related to the
declaration of local disaster emergency affecting the Town; and
3. All members of the Authority, and at least one Town staff member
can hear one another or otherwise communicate with one another and can hear or
read all discussion and testimony in a manner designed to provide maximum notice
and participation; and
4. Members of the public can hear the Authority's proceedings and are
afforded opportunities to participate in public comment; and
5. All votes are conducted by roll call; and
6. Minutes of the meeting are taken and promptly recorded, and such
records are open to public inspection; and
7. To the extent possible, full and timely notice is given to the public
setting forth the time of the meeting, the fact that some members of the Authority
may participate by telephone, and the right of the public to monitor the meeting
from another location.
III. Arranging for Electronic Participation.
A. The Town Manager shall contact Council members at least twenty-four hours in
advance of a regular or schedule meeting to provide notice of a meeting conducted under this
policy.
B. The Town shall initiate the Electronic Participation not more than ten (10) minutes
prior to the scheduled time of the meeting. Upon disconnection during a meeting, the Town Clerk
shall make at least three attempts to re-initiate the connection.
IV. Executive Sessions.
In the event that the Authority holds an executive session pursuant to §24-6-402, C.R.S.,
participants shall be authorized to attend via Electronic Participation. Any executive session
conducted under this policy shall be recorded electronically as provided for by statute.
V. Applicability of Policy.
This Policy shall apply to all regular and special meetings (including work sessions) of the
Authority.
VI. Reasonable Accommodations.
The Authority shall provide reasonable accommodation and shall waive or modify
provisions of this Policy to provide handicapped members of the Avon community full and equal
access to applicable meetings.