2021-12-16 Merit Appeals Board Minutes

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Merit Appeals Board December 16, 2021 List all locations open to the public and specify whether the meeting will continue without that location or be automatically recessed to restore communication when connection is lost. So, this is a key component because if, as we know, in remote meetings, if there are problems with the connection, the notice needs to state what will—what the procedure will be in case the connection goes down. So, the public can access the meeting, after interruption to communication and/or when the meeting will be continued to date and time, if interruption last more than 30 minutes. So, if an audiovisual connection goes down, then there will be a procedure that we follow to try and reestablish the audio video connection. And, if that's not possible, we can try to do it just via audio—say, like, telephone, which is a probably a more reliable source. But that also has a few restrictions that we'll go into the next few minutes. Okay. Effective January I", boards and commissions will have the option to hold remote meetings by interactive conference technology. As you know, we've done Zoom. We also can do Webex, Microsoft teams, videoconferencing—there isn't really any limitations to the technology as long as it's accessible to the public. Other requirements we must provide at least one location open to the public. So, if we do have a remote meeting by having it available via Zoom for one of the members of the Board, then we have to open at least one location open to the public. And that location must have a guaranteed audiovisual connection. So, courtesy locations, also known as other locations, open to the public may be provided for convenience of the public, however, if the connection is lost or disrupted at a courtesy location, there is no requirement to stop or terminating the meeting. Notice requirement—all locations open to the public need to be on the notice and must specify whether the meeting will continue without that location or be automatically recessed to restore communication when communication is lost. Importantly, a quorum of the board members are required to be visible and audible throughout the meeting. Other participants are not required to be visible. Board members participating remotely from a non-public location shall state who, if any, is present with them at the location. And that's, again, just to clarify or safeguard the public's right to know as far as if you are participating, say, for example, from your home or office or wherever you are that there's no one else with you in the room that's participating in the meeting. And, if they are, that could be okay as long as you state that for the record. Although, for the purposes of our meeting, I would not recommend that, of course. You should, for the most part, be participating by yourself—if you're participating remotely. At the start of the meeting, the chair is required to announce the names of participating board members. Our Chair has done that. All votes shall be conducted by rollcall, which we have Page 5