We know that maintaining government functions and transparency during this time is important, even as public health experts encourage social distancing. Finding a way to be open and accessible while also putting distance between people is truly a balancing act. Local governments should strive to ensure government decision-making continues in a virtual environment and that the public can be heard and engage in the process.

Key Considerations

• Check state law to make sure you are permitted to host the meeting virtually

• If not, advocate for this change along with other municipalities

• Make sure you comply with open meeting and transparency laws

• Amend rules if need be to allow electronic attendance and votes

• *Make sure you focus on how those who lack access to technology and resources can access the content*

Recommendations for meeting structure

• Basic: Conference dial in option, live stream the meeting, and accept emailed comments

• One person may occupy the council chamber to run the meeting
• Consider live stream on Facebook and YouTube as well as the council website
• Consider reading out some comments reflecting different perspectives, up to two minutes worth
• Post meeting recording online as soon as possible

• More advanced:

• Use Zoom or WebEx or another virtual option so that no one has to be in the committee room, make sure to have a call in option
• Line up speakers for public testimony ahead of time
• Post meeting recording online as soon as possible

Local examples

Austin

• Council will also only be acting on consent items and all discussion items and public hearings will be postponed.
• Only seven people will be allowed in City Hall Chambers (only the Mayor, five councilmembers, and the City Manager will attend the meeting in person).
• Public comment will be restricted to audio-only – no in-person speakers will be allowed. Speakers must register online by noon. Speakers will receive instructions via email after they register.

Jersey City

• The city is utilizing Microsoft Teams, an electronic platform that allows 10,000 people to view the remote meeting as attendees, with anyone from the Jersey City team present as a meeting participant.

• The platform also allows for standard public comment through a chat function as well as through an integrated real-time call-in system.

• An email has been set up for community members to send their names and phone number in advance to be considered for public speaking. City officials will then call them to participate in public comment.

Seattle

• The council has shifted all members and staff to work remotely but are still passing ordinances electronically.

Denver

• Allows for members who have possibly been exposed to the coronavirus to phone in to council meetings rather than be present in council chambers.
• Members of the public will still have TV and online access to meetings, according to the proposed rule, and will also be allowed to attend physical meetings.
• Ongoing debate on whether the council can change the meeting structure without voter input.

St. Paul

• Beginning March 25, all meetings will be held remotely, with council members tuning in from home offices.
• Public hearing items will be heard at 3:30 p.m., though how public testimony will be taken remains to be seen. Some items will have to be postponed.

Louisville

• Council will engage in social distancing by holding 'virtual' council meetings.
• Using WebEx system and broadcasting on Metro TV

Boston

• Meetings held virtually via Zoom, public participation in the upcoming coronavirus preparedness meeting is encouraged and they should email to express interest.

Philadelphia (Not virtual)

• Changes to carry out “social distancing,” including signs on every other chair to prevent people from sitting next to each other. Council also asked people making public comments to stand three feet from the microphone.
• Anyone who wants to stay home can also submit comments in writing to be added to the council's record for the day.
• There is public access television, radio availability and ability to watch online