0791RESOLUTION NO. 791 (#2-2020)
A RESOLUTION ESTABLISHING MEETING PROTOCOL FOR THE CITY OF
JACKSONVILLE DURING TIMES OF NATIONAL OR STATEWIDE EMERGENCY.
WHEREAS, because of health concerns regarding the COVID-19 virus, and following a
declaration of national and state emergency due to the same, limits to the number of persons
physically present in public groups have been put in place by the Governor of Arkansas; and
WHEREAS, due to these state mandated changes in a time of pandemic emergency,
protocol must be established for holding public meetings in the City of Jacksonville, in order to
conduct business while safely utilizing all means possible to adhere to the Arkansas Freedom of
Information Act (FOIA); and
WHEREAS, declaration of a pandemic constitutes an emergency, which shall invoke the
Mayor or his/her designee to declare a state of local emergency and thereby establish a policy for
modified conduct of all of its public meetings, including electronic participation and changes to
physical presence requirements.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF JACKSONVILLE, ARKANSAS, THAT THE FOLLOWING PROTOCOL BE
FOLLOWED IN HOLDING COUNCIL, COMMISSION, OR ANY OTHER PUBLIC
MEETING AS REQUIRED BY FOIA FOR GOVERNING BODIES OF ARKANSAS
MUNICIPALITIES:
Section 1: Rules and Order of Business:
The Council of the City of Jacksonville will follow its procedural rules adopted annually
and all established commissions will follow adopted bylaws, and proper advance notification to
the media will be performed as required by FOIA law.
"Electronic Means" shall be defined as by a telephone, cell phone, electronic tablet,
computer or other electronic device which allows video call or chat and that provides evidence of
the communication and is recordable and audible to all parties participating in and attending or
viewing the meeting.
Section 2: Physical Presence at Meetings Requirement
(A) The Mayor, City Clerk, City Attorney, and Commission Chair, if applicable and
possible, will be physically present at the place where the meeting is being held.
(B) Council and Commission Members shall be entitled to participate in the meeting
via electronic means, including discussion, debating and voting, as if they were
physically present at the meeting, provided that the electronic means that they are
communicating by is audible and recordable.
Section 3: Public Participation
(A) During times of declared public pandemic emergency, all public meetings will be
conducted with a city administered virtual web conferencing application. When possible,
all such public meetings will also be aired on the City of Jacksonville website, as a means
of allowing public access viewing of its meetings.
(B) To ensure protection and social distancing, the City encourages the public to watch these
live -streamed internet broadcasts on an electronic device, rather than physically
attending, as protective measures remain in place with the closure of the City Hall,
preventing public access.
(C) To ensure access for public participation, input and commentary for these virtual
meetings, any member of the public wishing to be heard may direct all comments or
citizen forum items to the City Clerk/Treasurer no later than thirty (30) minutes prior to
the start of the meeting. Said comments shall be mailed, emailed, messaged or otherwise
delivered to the City Clerk/Treasurer and shall be presented and heard at the appropriate
time during the meeting, as indicated on the published agenda.
(D) All City of Jacksonville public meetings shall be recorded via audio and/or video will be
available for public viewing, listening and access by the custodian of records.
PASSED BY A MAJORITY OF THE CITY COUNCIL OF THE CITY OF JACKSONVILLE,
ARKANSAS ON THIS 2ND DAY OF APRIL, 2020.
CITY OF JACKSONVILLE, ARKANSAS
BOB JOHNSON, MAYOR
ATTEST:
SUSAN DAVjITT, CITY CLERK
APPROVED AS TO FORM:
r
STEPhA-
fel 11 --)MAN, CITY ATTORNEY