1. Electronic Participation in Meetings

2. 3+ members of Council Discussion of public business a meeting Meetings must be: Open to the public Where members are physically assembled Public notice provided FOIA 101 - Refresher

3. Closed meetings Electronic meetings – NOT PERMITTED for localities unless: A State of Emergency is declared by the Governor Individual members meet the criteria for participation by electronic means Exceptions

4. Individual members may participate by electronic means when a medical condition, personal matter or emergency on or before the day of the meeting prevents them from physically attending the meeting, subject to the procedural requirements set out in § 2.2- 3708.1 of the Virginia Code Statement of the Rule

5. 4 Requirements Always Apply 1.Physically assembled quorum 2.Voice must be heard by all 3.Must comply with adopted policy 4.Minutes must reflect situation 1 2 3 4 5 6 7

6. Additional Requirements Emergencies and Personal Matters Disabilities and Medical Conditions Identify the nature of the emergency or personal matter with specificity Identify the fact of the disability or medical condition “I am recovering from surgery” “My daughter is home sick from school”

7. Additional Requirements Emergencies and Personal Matters Disabilities and Medical Conditions Limited to 2 meetings per member per calendar year Unlimited number of meetings

8. Remote members can fully participate in the meeting – Be counted as present – Ask questions and discuss – Vote Why do this?

9. Policy must include an approval process: Automatic approval? Mayor/Vice-Mayor approval? Majority vote approval? Options: Policy

10. Remote Participation In Action 1 2 3 4 5 6 7 Stuck in the HRBT Contagious with the flu Vacationing on Long Island CHECKLIST: 1.Physical quorum? 2.Voice heard by all? 3.Emergency, personal matter, or medical issue? 4.OK under policy? 5.Recorded in minutes?

11. Considerations Pros Cons Lost in translation factor Technology reliability and cost City Council members could fully participate in meetings when distance would otherwise prohibit it

12. Options For City Council For Other City Boards and Commissions Adopt policy (and decide on approval process) OR Not adopt policy Permit them to adopt policy OR Not permit them to adopt policy

13. Questions?