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Meetings and Technology:

Explore the intersection of technology and meetings in local government, flagging legal issues and practical solutions to promote efficiency and transparency. Learn about utilizing electronic agendas, public engagement tools, and communication best practices. Contact at the end for your feedback.

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Meetings and Technology:

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  1. Meetings and Technology: Finding the Right Balance

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

  3. Resource Areas

  4. Objectives • How technology and meetings intersect • Flag legal and policy issues

  5. About the Handout • Covers all the issues tonight + • Includes references • Marked “draft” • Your suggestions welcome! • Contact information at end

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

  7. Purposes of Meeting • Consider staff analysis & recommendations • Hear public input • Make a decision • Explain the reasons underlying decision

  8. Technology and Meetings: Three Stages • Before the meeting • During the meeting • After the meeting

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

  10. 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. 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. 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. Decision-MakerE-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 IssuesDuring Meeting Attention to proceedings Messaging during meetings Transparency enhancements

  15. 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. Technology Should Not Be A Distraction

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

  18. 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?

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