Administrative Services, Archives

Rule R17-9

Electronic Participation at Meetings

Notice of Proposed Rule

(New Rule)

DAR File No.: 35304
Filed: 09/29/2011 01:45:53 PM

RULE ANALYSIS

Purpose of the rule or reason for the change:

This proposed new rule establishes a procedure for electronic participation of the Utah State Historical Records Advisory Board (USHRAB) board members at meetings.

Summary of the rule or change:

The rule establishes provisions for one or more members of the board to participate in a meeting electronically or telephonically. Members participating in this way are counted as present for purposes of a quorum and may fully participate and vote on any matter. Public notices for the meeting indicate the anchor location where the members not participating electronically or telephonically will be meeting. The chair will identify for the record any member participating electronically or telephonically.

State statutory or constitutional authorization for this rule:

• Section 52-4-207

Anticipated cost or savings to:

the state budget:

A savings will be realized when members use this option to participate in meetings. A telephone call costs less than reimbursing a member of the board for mileage. The savings is estimated at $200 per year.

local governments:

Budget savings are estimated at $200 per year.

small businesses:

Allowing board members to participate electronically places no burden on small businesses. Therefore, no small business are affected.

persons other than small businesses, businesses, or local governmental entities:

No persons affected who are not board members.

Compliance costs for affected persons:

Cost savings will be realized if a board member participates telephonically rather than driving to the anchor location in Salt Lake City. Members are reimbursed mileage costs for attendance at meetings.

Comments by the department head on the fiscal impact the rule may have on businesses:

Fiscal impact statement: I believe electronic meetings improve the efficiency and effectiveness of government. I approve the rule.

Kimberly Hood, Executive Director

The full text of this rule may be inspected, during regular business hours, at the Division of Administrative Rules, or at:

Administrative Services
Archives
346 S RIO GRANDE
SALT LAKE CITY, UT 84101-1106

Direct questions regarding this rule to:

• Susan Mumford at the above address, by phone at 801-531-3861, by FAX at 801-531-3867, or by Internet E-mail at smumford@utah.gov

Interested persons may present their views on this rule by submitting written comments to the address above no later than 5:00 p.m. on:

11/15/2011

This rule may become effective on:

11/22/2011

Authorized by:

Patricia Smith-Mansfield, Director

R17. Administrative Services, Archives and Records Service.

R17-9. Electronic Participation at Meetings.

R17-9-1. Authority and Purpose.

In accordance with Section 52-4-207, this rule establishes a procedure for electronic participation at meetings.

 

R17-9-2. Electronic Participation at Meetings.

(1) Electronic participation at meetings. The following provisions govern any meeting at which one or more members of the Board appears telephonically or electronically pursuant to Utah Code Section 52-4-207.

(a) The anchor location is the physical location from which the electronic meeting originates or from which the participants are connected. The anchor location, unless otherwise designated in the notice, shall be at the offices of the Division of State Archives, Salt Lake City, Utah.

(b) If one or more members of the Board participate electronically or telephonically, public notices of the meeting shall so indicate. In addition, the notice shall specify the anchor location where the members of the Board not participating electronically or telephonically will be meeting and where interested persons and the public may attend and monitor the open portions of the meeting.

(c) When notice is given of the possibility of a member of the Board appearing electronically or telephonically, any member of the Board may do so and shall be counted as present for purposes of a quorum and may fully participate and vote on any matter coming before the Board. At the commencement of the meeting, or at such time as any member of the Board initially appears electronically or telephonically, the Chair shall identify for the record all those who are appearing telephonically or electronically. Votes by members of the Board who are not at the physical location of the meeting shall be confirmed by the Chair.

 

KEY: electronic participation, telephonic participation, USHRAB board meetings, anchor location

Date of Enactment or Last Substantive Amendment: 2011

Authorizing, and Implemented or Interpreted Law: 52-4-207