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AHA Resolution 20-01 Adopting and Electronic Participation Policy for Authority Meetings During a Local Disaster EmergencyA AVO n G O L O H A U O AVON HOUSING AUTHORITY TOWN OF AVON, COLORADO RESOLUTION 20-01 ADOPTING AND ELECTRONIC PARTICIPATION POLICY FOR AUTHORITY MEETINGS DURING A LOCAL DISASTER EMERGENCY WHEREAS, the Avon Housing 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"); 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 HOUSING AUTHORITY, that the Electronic Participation Policy for Authority Meetings During a Local Disaster Emergency attached hereto as Exhibit A are hereby adopted. Resolution 20-01 Electronic Participation Police During a Local Disaster Emergence June 23, 2020 Page 1 of 4 ADOPTED JUNE 239 2020 by the AVON By: _ lfilmk�� -k �, �, Sarah Smith-Hymes, Ch man HOUSING AUTHORITY Attest: �Lc�a-" Resolution 20-01 Electronic Participation Police During a Local Disaster Emergency June 23, 2020 Page 2 of 4 EXHIBIT A ELECTRONIC PARTICIPATION POLICY AT AVON HOUSING AUTHORITY MEETINGS DURING A LOCAL DISASTER EMERGENCY Purpose. The purpose of this Electronic Participation Policy ("Policy") is to specify the circumstances and means under which the Avon Housing 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. 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. 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: A local disaster emergency has been declared pursuant to §24-33.5-709, C.R.S.; and 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 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 Members of the public can hear the Authority's proceedings and are afforded opportunities to participate in public comment; and All votes are conducted by roll call; and Minutes of the meeting are taken and promptly recorded, and such records are open to public inspection; and 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. Arranging for Electronic Participation. 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. 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. 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. Applicability of Policy. This Policy shall apply to all regular and special meetings (including work sessions) of the Authority. 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.