1. Meetings and Technology: Finding the Right Balance

2. www.ca-ilg.org ILG Mission: Promoting good government at the local level Practical, impartial and easy-to-use materials

3. www.ca-ilg.org Resource Areas

4. www.ca-ilg.org 1.How technology and meetings intersect 2.Flag legal and policy issues Objectives

5. www.ca-ilg.org About the Handout Covers all the issues tonight + Includes references Marked “draft” –Your suggestions welcome! –Contact information at end

6. www.ca-ilg.org Technology and Meetings: What’s the “Right” Balance? Assessed against the goals of the meeting One size doesn’t fit all

7. www.ca-ilg.org Purposes of Meeting Consider staff analysis & recommendations Hear public input Make a decision Explain the reasons underlying decision

8. www.ca-ilg.org Technology and Meetings: Three Stages 1.Before the meeting 2.During the meeting 3.After the meeting

9. Pre-Meeting Technology Issues Electronic agendas Use of agency equipment Technology and public engagement Pre-meeting communications

10. www.ca-ilg.org Electronic Agendas Can result in savings of resources Can also make multi-layered information easier to navigate Caveats: –Need for paper copies won’t totally go away –Closed session materials typically in hard copy

11. www.ca-ilg.org Agency-Issued Equipment Can ease transition to electronic agendas –Factor into the cost/benefit equation Be mindful of : –Obligation to only use for agency business –Public records obligations

12. www.ca-ilg.org Using Technology to Enhance Public Input E-comment/discussion functions Keypad polling at public engagement events Social media platforms (Facebook, Twitter, Blogs) –First amendment issues –Open meetings issues for decision-makers

13. www.ca-ilg.org Decision-Maker E-Communications Caveats If involves a quorum of decision-making body = violation of open meeting law Be aware of bias issues on quasi-judicial matters

14. Technology Issues During Meeting Attention to proceedings Messaging during meetings Transparency enhancements

15. www.ca-ilg.org Attention Issues Special fair process rules for quasi-judicial proceedings –Disclosure of ex parte (outside) information –“He who decides must hear” Attention to proceedings

16. www.ca-ilg.org Technology Should Not Be A Distraction

17. www.ca-ilg.org Emailing, Texting and Other Communications Distraction/transparency Issues: Communications with fellow decision- makers (open meeting laws) Communications with others Response: Policies prohibiting messaging during meetings

18. www.ca-ilg.org Using Technology to Enhance Transparency Translation equipment at meetings Streaming video/audio –During and after meeting After the Meeting: –Minutes on website –Web content in general (www.ca- ilg.org/TransparencyStrategies)

19. Questions or Comments?