Public Meetings in the time of COVID-19

This post the latest in Rural Resurrection’s ongoing series regarding COVID-19. Rural Resurrection will be posting regularly about the virus’ impact on rural governments and what local leaders can do. Follow us to stay informed of recent posts as we all work our way through this as “we are all in this together”.

The recent pandemic has turned a number of processes of city governments upside down. Processes that were, when you look back, somewhat rhythmic and somewhat calming in the sense that you could complete the steps from start to finish without really thinking about it. Now those processes have to change. It’s not about a desired change, the reality of the situation has slapped us in the face, forcing changes.

Our amazing staff @cityofnewhaven is convening the first digital City Plan Commission meeting tonight. We are all figuring it out in order to maintain continuity of government as well as transparency for residents who invest their valued time in the planning process: pic.twitter.com/2JsJmOgLRB

— Michael Piscitelli (@mjpisci) March 25, 2020

One of those processes is public meetings. All local government meetings from City Council meetings to Planning Commission meetings are forced to evolve to adjust to the pandemic. The state governments in many states have seen this issue and have relaxed statutory requirements to make things happen. But just because the requirements have been eased, doesn’t make it any easier to complete these meetings in a viable manner.

Video Killed the Radio Star

Throughout the United States cities are adjusting and holding meetings over a number of video-based platforms. Thankfully, most cell phones, tablets, and computers produced over the past 5 years have an integrated camera and microphone. This makes the task exponentially easier than if we were to try to complete this same task in the 1980s. With video-based meetings, those involved can see each other, making it easier to not accidentally talk over each other. You can read mannerisms and the physical ques that cannot be obtained through a conference call.

Some Basic Tips

However, video-based public meetings require much more preparation than your typical meeting. You need to make sure you conduct dry runs with those involved. It is important to ensure they know not only how to use the video meeting service, but often how to use their own device. In many rural communities the absence of broadband internet further complicates things. Adjustments to the video streaming device may be required to take lower-quality video, or entirely shift to just a conference call for certain individuals.

Also, know the back end of the system. This is the settings side of the video meeting service. You should know the details of how it works and think of possible issues that may arise. For instance, if you publish information to the public on how to attend without knowing how to control that involvement, it is much easier for someone to come in and “hijack” a meeting. There are settings within most video meeting services that allow you to control this interaction. But you should know how to use them ahead of the meeting and make the necessary adjustments.

It may also be good to have your clerk and your mayor/chairperson of the meeting in the same room. First they need to be comfortable with the idea. Also you have enough space to socially distance where you typically meet. However, the communication between the one taking minutes and the person running the meeting is often key to the fluidity of the meeting.

Resources

The American Planning Association (APA) has much more information on this topic for their members.

If you do not have an APA membership, they do have a podcast that is open to everyone that’s helpful as well. Entitled “Moving Planning Commission Meetings Online”, it provides information that is helpful for all public meetings that communities hold.

The International City/County Management Association (ICMA) and the International Association for Public Participation (IAP2) also have resources that could prove helpful.

There’s plenty of resources out there to make public meetings work during this time of uncertainty. Just remember the recent popular phrase over the past month, “We’re all in this together.” Your community is not the only one struggling with this issue. Many people and organizations are recognizing that need and are willing to help.