Virtual Meeting Policy

Definitions

A.    “Virtual Meeting” means a Meeting that is to be conducted through the use of video conferencing or similar electronic technology, and during which all participating Trustees will attend remotely through use of such technology, rather than being assembled in one physical location.

B.     “Emergency Requiring Immediate Official Action” means an issue or circumstance that requires immediate consideration and/or action by the Library Board of Trustees in regard to an imminent threat to the safety or security of the Library, its staff and/or patrons, or to avoid the potential loss of a business opportunity, missing a statutory or other deadline, incurring liability, violating the law, or other material adverse consequences to the Library’s operations or finances.

C.    “Major Non-Routine Expenditure” means an individual expenditure equal to or greater than $50,000.00 which is voted on separately (not as part of a routine bills paid motion) by the Board of Trustees.

D.    “Significant Hiring Decision” means a hiring decision involving the roles of either the Director, the Fiscal Officer, or the Deputy Fiscal Officer.

Policy

1.     This policy applies to all meetings of the Clermont County Public Library (CCPL) Board of Trustees and all meetings of committees and subcommittees of the CCPL Board of Trustees.  All such meetings are referred to herein as “Meetings”.

2.     Subject to the exceptions set out in Section 10, Virtual Meetings may be conducted, and Trustees shall attend Meetings, through use of video conferencing or similar electronic technology that enables the Trustee(s) to be both seen and heard by members of the public electronically attending the Meeting. Use of telephone or other audio-only conferencing technology is not permitted under this policy.

While the CCPL Board of Trustees recognizes hybrid meetings are acceptable under ORC 121.221, the CCPL Board of Trustees has determined to utilize either a fully In-Person or fully Virtual Meeting format.

3.     In regard to a Virtual Meeting, the Library shall:

a.      make the decision to hold a Board Meeting virtually, rather than in-person, at the discretion of the Board President in conjunction with Library Director, at least 72 hours in advance, except in the event of an Emergency Requiring Immediate Official Action.

b.     notify the public and media outlets that have requested to receive meeting notices of the Virtual Meeting at least 72 hours in advance, except in the event of an Emergency Requiring Immediate Official Action. Such notification must identify the time and agenda of the Meeting, together with the particular electronic technology that will be used to conduct the Meeting, and the means by which the public may access it (e.g., a video conferencing link). In the event a Virtual Meeting is being convened to address an Emergency Requiring Immediate Official Action, such 72 hours’ advance notice is not required and the Library must, instead, immediately provide notice of the Meeting to those media outlets that have requested to receive meeting notices – identifying the time and purpose of the Meeting, together with the particular electronic technology that will be used to conduct the Meeting and the means by which the public may access it (e.g., a video conferencing link);

c.      enable the public to access the Virtual Meeting through use of the electronic technology being used to conduct it; and

d.     provide a means, through use of electronic technology that is widely available to the public, to permit public comment by members of the public attending the Meeting remotely, if the Meeting agenda includes a public comment item.    

4.     The Library shall ensure that the public is able to see and hear the discussions and deliberations of all Trustees participating in a Virtual Meeting, with the exception of Executive Session.

5.     Each Trustee attending a Meeting remotely through use of electronic technology shall: (i) have the necessary hardware, software, and Internet connection to enable them to be seen and heard clearly during the Meeting; and (ii) be visible to the public at all times during the Meeting.

6.     In regard to any Virtual Meeting for which the public is provided a video conference link or other electronic means of access, the Library shall designate an email address or other method of contact the public may use during the Meeting to notify the Board that the conference link or other electronic means of access does not work or that the conferencing technology has failed.

7.     Public participation:

a.      Public participation will be included in all Virtual Meetings.

b.     The rules for public participation in a virtual meeting are the same as those for in-person meetings, as outlined in Section 4 of the CCPL Board of Trustees By-Laws.

8.     The minutes of any Virtual Meeting shall record: (i) that the Meeting was conducted in a virtual manner or that Trustees attended the Meeting remotely through use of electronic technology; and (ii) the particular video conferencing or other technology used to conduct or attend the Meeting.

9.     All votes taken during a Virtual Meeting shall be in the form of a roll-call vote, unless there is a motion for unanimous consent that is not objected to by a Trustee. If a vote is taken by unanimous consent, the Board shall indicate to the public how each Trustee voted – including any Trustee who abstained from voting.

10.  Meetings may not be conducted, and Trustees may not attend Meetings, through use of video conferencing or similar electronic technology if the Meeting involves:

a.      a vote to approve a Major Non-Routine Expenditure;

b.     a vote to approve a Significant Hiring Decision;

c.      a vote to approve the purchase of real property; or

d.     proposing, approving, or voting on a tax issue or tax increase.

11.  Meetings may be conducted, and Trustees may attend Meetings, through use of video conferencing or similar electronic technology only after the adoption of this policy by the Library Board of Trustees, and only so long as this policy (or a successor policy) remains in effect.