County to allow virtual attendance

Portland has had an ordinance establishing rules for attending city meetings electronically for almost three years.

The county is now pursuing similar legislation.

Jay County Commissioners approved a resolution Monday laying out stipulations for commissioners to attend meetings virtually. (Jay County Council will likely look into the same resolution for its members during its meeting Wednesday.)

County attorney Wes Schemenaur explained the policy allows commissioners to attend meetings remotely. At least 50% — two commissioners — of the governing body must be present in person to allow for electronic participation. 

“(You) still need to have a quorum physically present, so, but if one of you were going to be gone for vacation or work and still really wanted to be a part of the commissioner meeting, you could, (you) just have to be seen and heard if you want to vote,” said Schemenaur.

The county would need to figure out video chat services compatible with its livestreaming software, he added.

Per the resolution, which lines up with rules set forth in Indiana Code 5-14-1.5-3.5, commissioners may not attend more than 50% of their meetings remotely in a calendar year. Commissioners also may not attend more than two meetings in a row virtually — exceptions to that rule include situations caused by military service, illness or medical conditions, death of a relative or an emergency involving actual or threatened injury to people or property.

The policy says a commissioner may not participate in a meeting remotely if final action is being taken to adopt a budget, initiate a referendum, establish or increase a fee or penalty, use eminent domain authority, reduce personnel or establish or raise or renew a tax.

Commissioners who want to participate in a meeting electronically must notify the Jay County auditor and commissioners president at least five days in advance of the meeting. 

Executive meetings must remain in-person, according to the policy, and all votes during a meeting with electronic communications must be taken by roll call. 

Portland City Council approved an ordinance to the same effect in May 2022, with its rules lining up with changes to Indiana Code passed by state legislature the year prior. Schemenaur noted a few city council members have attended meetings electronically when they’re on vacation or visiting family outside of the county.

“In this day and age, it kind of makes sense to be able to have that capability if you want to,” Schemenaur said. “It’s a useful tool to have, and if you want to do it, like I said, I think the county council’s going to consider doing it as well.”

Commissioners president Chad Aker added he believes it makes sense to have electronic attendance available as an option for commissioners.