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26-1744_Denied NJ (\U t (Pass RESOLUTION NO. 26-1744 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LONGWOOD, FLORIDA, AMENDING THE CITY COMMISSION RULES OF PROCEDURE CONCERNING PROCEDURES AND RULES FOR A COMMISSIONER'S ATTENDANCE AT COMMISSION MEETING VIA VIDEO CONFERENCING; PROVIDING FOR CONFLICTS, SEVERABILITY AND AN EFFECTIVE DATE. WHEREAS,the City Commission desires to amend the City Commission Rules of Procedure to establish a new rule addressing Commissioner attendance of City Commission meetings via videoconferencing. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LONGWOOD, FLORIDA, AS FOLLOWS: SECTION 1. Rule 2. MEETINGS of the City of Longwood City Commission Rules of Procedure is hereby amended to add a new Rule 2.10 as follows (underlined language are additions, and strickenthough words are deletions; provisions not included are not being amended): 2.10 PROVISION FOR COMMISSIONER PARTICIPATION AT MEETINGS THROUGH THE USE OF VIDEO CON FERENCING: (A) The use of video conferencing for attendance of a City Commission meeting in lieu of physical presence by an individual member of the City Commission is authorized only in compliance with this Rule 2.10. (B) It is the preferred practice that a Commissioner desiring to attend a future Commission meeting by video conferencing announce such intention (along with the meeting date(s) of intended video conference attendance) at a regular Commission meeting before the Commission meeting in which video conference attendance is intended. At the very least, it shall be the responsibility of the Commission member desiring to participate by video conferencing to notify the City Manager of such no less than 36 hours prior to the scheduled Commission meeting in order to allow staff time to be prepared to accommodate virtual participation. (C) The use of video conferencing for attendance of a Commission meeting by an individual member of the City Commission will be limited to not more than three times per calendar year, unless otherwise required for all members of the City Commission due to a declared emergency. (D) A Commission member participating in a Commission meeting by video conference may vote on matters before the Commission as long as a quorum of Commission members is physically present at the meeting (unless the physical quorum requirement is suspended by executive order or other proclamation of the Governor due to a state of emergency or other exigent circumstances). (E) A Commission member attending a Commission meeting via video conferencing in compliance with this Rule 2.10 will not be considered absent from such meeting Resolution No.26-1744 Page 1 of 3 provided the Commission member is connected and available to participate in at least 80% of the total duration of the meeting, as measured from call to order through adjournment and as determined by the City Clerk. In It is the responsibility of the Commission member participating by video conferencing to ensure that they have the appropriate equipment and adequate Internet bandwidth to accommodate video conferencing on their end of the connection. (G) It is the responsibility of the city and city staff to ensure that the city has the appropriate equipment and technology on the city's end to accommodate video conferencing that at a minimum: I. Allows the public to see and hear the Commission member participating virtually while such Commission member is speaking. II. Allows the Commission member participating virtually to see and hear the person speaking in-person at the meeting. III. Allows the Commission member participating virtually to see any presentation materials that are displayed for those participating in person. IV. Allows the Commission member participating virtually to be heard during the roll call or voice voting of the Commission during the meeting. (H) In situations where the technology fails to facilitate the foregoing, regardless of the cause, the Commissioner's ability to vote remotely shall be suspended until such time that the problem has been rectified. Any vote taken by the rest of the Commission during such time will stand and not be revisited unless the majority rules to allow a re- vote. ll If the failure of the technology becomes an on-going disruption to the meeting, the Mayor may ask that the connection be terminated until such time the technological difficulty or failure is remedied. If the Commissioner using video conferencing to attend a Commission meeting is doing so in a manner that is not in compliance with this Rule 2.10,the Mayor may ask that the video conference connection be terminated for non- compliance and to consider such Commissioner to be absent from the meeting. The Mayor's determination may be overturned by a simple majority vote of the Commission members present in person at the meeting. In the event of a tie vote, the Mayor's determination stands. al A Commission member participating by video conferencing shall not have any members of the public present with them in their remote location during the meeting unless such persons can be seen and heard by all other participants in the meeting.The Commission member shall, upon request, provide a visual showing of their immediate surroundings to confirm compliance with this requirement. In the event the Mayor attends a meeting via video conference, the Deputy Mayor or other presiding officer shall exercise the Mayor's authority under this Rule 2.10 for that meeting. SECTION 2: CONFLICTS/SUPERSEDE. This Resolution shall supersede any previous rules, policies, procedures, or resolutions to the extent of any conflict with this Resolution. Resolution No.26-1744 Page 2 of 3 Resolution No. 26-1744 Page 3 of 3 SECTION 3: SEVERABILITY. If any portion of this Resolution is finally determined by a court of competent jurisdiction to be invalid, unconstitutional, unenforceable, or void, the balance of the Resolution shall continue in full force and effect. SECTION 4: EFFECTIVE DATE. This Resolution shall take effect immediately upon adoption. PASSED AND RESOLVED this 19th day of October 2026, by the City Commission of the City of Longwood, Florida. CITY COMMISSION CITY OF LONGWOOD, FLORIDA ______________________________ Tony Boni, Mayor ATTEST: ________________________________ Liane Cartagena, City Clerk Approved as to form and legality for the use and reliance of the City of Longwood, Florida only. _______________________________ Daniel W. Langley, City Attorney