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H.J.R. 10 Enrolled

             1     

RULES RESOLUTION ON ELECTRONIC MEETINGS
             2      2011 GENERAL SESSION
             3      STATE OF UTAH
             4      Chief Sponsor: Ronda Rudd Menlove
             5      Senate Sponsor: Curtis S. Bramble
             6     
             7      LONG TITLE
             8      General Description:
             9          This resolution authorizes legislative interim committees, task forces, and
             10      subcommittees to allow some members to participate in the meeting electronically from
             11      a remote location.
             12      Highlighted Provisions:
             13          This resolution:
             14          .    authorizes certain legislative committees to conduct electronic meetings; and
             15          .    establishes standards and requirements for notice and conduct of those meetings.
             16      Special Clauses:
             17          None
             18      Legislative Rules Affected:
             19      ENACTS:
             20          IR3-1-105
             21     
             22      Be it resolved by the Legislature of the state of Utah:
             23          Section 1. IR3-1-105 is enacted to read:
             24          IR3-1-105. Electronic meetings.
             25          (1) As used in this rule:
             26          (a) "Anchor location" means the physical location in the building and city where the
             27      committee would normally meet and from which the electronic meeting originates or from
             28      which the participants are connected.
             29          (b) "Committee" means an interim committee, special committee, or subcommittee of

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             30      the Legislature.
             31          (c) "Electronic meeting" means a public meeting of a committee that is partially
             32      convened or conducted by means of a voice telephone or computer web or video conference.
             33          (d) "Electronic notice" means electronic mail or fax.
             34          (e) "Monitor" means to:
             35          (i) hear live, by speaker, or by other equipment, all of the public statements of each
             36      member of the committee who is participating in a meeting; or
             37          (ii) see and hear, by computer screen or other visual medium, all of the public
             38      statements of each member of the committee who is participating in a meeting.
             39          (f) "Participate" means the ability to communicate with all of the members of a
             40      committee, either verbally or electronically, so that each member of the committee can hear or
             41      see the communication.
             42          (g) "Public hearing" means a committee meeting at which comments from the public
             43      will be accepted.
             44          (h) "Public statement" means a statement made in the ordinary course of business of
             45      the committee with the intent that all other members of the public body receive it.
             46          (i) "Remote location" means a location other than the anchor location from which a
             47      committee member may participate in the meeting.
             48          (2) A committee chair may, by following the procedures and requirements of this
             49      section, convene and conduct an electronic meeting.
             50          (3) (a) A committee member who will be more than 50 miles away from the anchor
             51      location on the day and at the time of a scheduled meeting may request that the chair allow the
             52      member to participate from a remote location.
             53          (b) If a committee member wishes to participate in a committee meeting from a remote
             54      location, the committee member shall, at least three days before the meeting, contact the
             55      committee chair and request that the chair convene and conduct an electronic meeting.
             56          (c) After receiving the request, the chair shall:
             57          (i) determine whether or not the committee member will be more than 50 miles away

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             58      from the anchor location on the day and at the time of a scheduled meeting;
             59          (ii) if the committee member will be more than 50 miles away from the anchor location
             60      on that day and time, consult with committee staff to determine whether or not there are
             61      sufficient equipment and connections to allow the committee member to participate from a
             62      remote location; and
             63          (iii) obtain permission from the president of the Senate and the speaker of the House of
             64      Representatives to conduct an electronic meeting.
             65          (d) If the president and speaker approve, and if sufficient equipment and connections
             66      exist, the chair may grant the committee member's request to participate from a remote
             67      location.
             68          (4) A chair convening or conducting an electronic meeting shall:
             69          (a) establish the anchor location for the public meeting in the building and city where
             70      the committee would normally meet if it were not holding an electronic meeting;
             71          (b) provide space and facilities at the anchor location so that interested persons and the
             72      public may attend and monitor the open portions of the meeting;
             73          (c) if the meeting is a public hearing, or if the chair intends to allow public comment,
             74      provide space and facilities at the anchor location so that interested persons and the public may
             75      attend, monitor, and participate in the open portions of the meeting; and
             76          (d) if necessary, establish and communicate protocols and procedures governing the
             77      electronic meeting to ensure order and fair opportunities to participate by those committee
             78      members participating electronically at one or more remote locations and at the anchor
             79      location.
             80          (5) A chair convening or conducting an electronic meeting shall ensure that:
             81          (a) public notice of the meeting, as required by Section 52-4-202 of the Utah Code, is
             82      given including posting written notice at the anchor location; and
             83          (b) in addition to giving public notice required by Subsection (5)(a), notice of the
             84      electronic meeting given to committee members at least 24 hours before the meeting shall
             85      describe how the committee members will be connected to the electronic meeting.

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             86          (6) A committee member participating from a remote location is included in
             87      calculating a quorum and may vote.

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