Source: https://www.rcfp.org/open-government-sections/3-electronic-meetings/
Timestamp: 2020-01-28 08:45:17
Document Index: 768684690

Matched Legal Cases: ['§1', '§ 10002', '§ 2', '§ 92', '§ 92', '§ 74', '§ 21', '§ 103', '§ 44', '§ 2', '§ 2', '§ 2', '§ 2', '§ 2']

3. Electronic meetings Archives - The Reporters Committee for Freedom of the Press
Under FOIA, a meeting can occur either in person or "by means of electronic equipment." Conn. Gen. Stat. §1-200(2).
The Act does not specifically address electronic meetings. However, it appears that electronic meetings that qualify as public meetings under 29 Del. C. § 10002(b) are subject to the Act. Tyron v. Brandywine Sch. Dist. Bd. of Educ., 1990 WL 51719 (Del. Ch. Apr. 20, 1990); see also Del. Op. Att'y Gen., No. 03-ib11 (May 19, 2003).
Electronic meetings are subject to the Open Meetings Act. D.C. Code Ann. § 2-574(1).
Except in certain limited and specified circumstances, the Act provides for meetings to be conducted in person. But the Georgia Court of Appeals has indicated that a "meeting" not permitted under the Act but sufficient to trigger consequences may occur "by written, telephonic, electronic, wireless, or other virtual means." Claxton Enter. v. Evans Cty. Bd. of Comm'rs., 249 Ga. App. 870, 875 549 S.E.2d 830, 835 (2001). The Court added that "[a] designated place may be a postal, Internet, or telephonic address" and that "[a] designated time may be the date upon which requested responses are due." 249 Ga. App. at 876, 549 S.E.2d at 835.
A board may hold a meeting using interactive conference technology; provided that the interactive conference technology used by the board allows interaction among all members of the board participating in the meeting and all members of the public attending the meeting. Haw. Rev. Stat. § 92-3.5(a). Notice of meetings utilizing interactive conference technology must specify all locations at which board members will be physically present so that the public may attend the meeting at any of those locations. Id. If audio communication cannot be maintained at all locations, the meeting must be terminated. Id. § 92-3.5(c). Moreover, if copies of visual aids required by, or brought to the meeting by, board members or members of the public are not available at all locations where audio-only interactive technology is being used within fifteen minutes after audio-only communications is used, all agenda items for which visual aids are not available cannot be acted upon at the meetings. Id.
Idaho Code § 74-203(5) provides that meeting may be conducted using telecommunication devices that would enable all members of a governing body participating in the meeting to communicate with each other. Participation by a member of the governing body through telecommunication devices constitutes presence in person by such member at the meeting; provided, however, that at least one (1) member of the governing body, or the director of the public agency, or the chief administrative officer of the public agency shall be physically present at the location designated in the meeting notice.
Iowa Code § 21.8.
Kentucky’s Open Meetings Act provides for meetings to be conducted by video teleconference in limited circumstances. See Ky. Rev. Stat. 61.826. The same procedures with regard to notice, participation, distribution of materials, and other matters apply to meetings via video teleconference.
The Statute provides for electronic meetings under limited circumstances. RSA 91-A:2,III reads:
“A public body may, but is not required to, allow one or more members of the body to participate in a meeting by electronic or other means of communication for the benefit of the public and the governing body, subject to the provisions of this paragraph.
(e) A member participating in a meeting by the means described in this paragraph is deemed to be present at the meeting for purposes of voting. All votes taken during such a meeting shall be by roll call vote.”
The statute particularly addresses meetings conducted via videoconference, stating:
1. A public body that uses videoconferencing to conduct its meetings shall provide an opportunity for the public to attend, listen and observe at any site at which a member participates.
2. If videoconferencing is used to conduct a meeting, the public notice for the meeting shall inform the public that videoconferencing will be used, identify the locations for the meeting, and state that the public has the right to attend the meeting at any of the locations.
N.Y. Pub. Off. Law §§ 103(c) & 104(4).
The law specifically applies to electronic meetings, defining a “meeting” as a formal or informal gathering or a work session, whether in person or through electronic means such as telephone or videoconference. N.D.C.C. § 44-04-17.1(9) (emphasis added).
The participation of some members by speakerphone during agency deliberations does not violate the Act so long as the meeting itself is open to the public. See Babac v. Pa. Milk Mktg. Bd., 613 A.2d 551 (Pa. 1992). However, the Sunshine Act’s requirement that votes be “publicly cast” precludes the use of paper ballots secretly exchanged among school board members until a decision is reached. Pub. Opinion v. Chambersburg Area Sch. Dist., 654 A.2d 284 (Pa. Commw. Ct. 1995) (stating the requirement that a vote be “publicly cast” meant that the vote “must be one that informs the public of an elected official’s position on a particular matter of business”).
All public bodies may conduct any meeting wherein the public business is discussed or transacted through electronic communication means under certain circumstances and if certain procedures are followed. Va. Code Ann. § 2.2-3708.2.A. See the Act for additional circumstances and procedures for meetings by electronic communication of regional public bodies and state public bodies. Va. Code Ann. § 2.2-3708.2.B. and D. The circumstances and procedures for meetings by electronic communication shall not be construed to prohibit the use of interactive audio or video means to expand public participation. Va. Code Ann. § 2.2-3708.E.
No regular, special, or reconvened session of the General Assembly held pursuant to Article IV, Section 6 of the Constitution of Virginia shall be conducted using electronic communication means pursuant § 2.2-3708.2. Va. Code Ann. § 2.2-3707.01.D.
The Act says that “all” meetings of the governing body of a public agency shall be open and public. It does not require that such meetings be conducted in person. Presumably, meetings by conference call or e-mail are not prohibited so long as there is a speaker phone or video display terminal for the public who may wish to observe and/or listen to the proceedings. With the proper scheduling of meeting and agenda, such procedures would meet the requirements of the Act.