First Selectman Knickerbocker: New Rules Governing Remote, Hybrid and In-Person Meetings in Bethel

July 29, 2021 BETHELADVOCATE Announcements, Government, News 0

Report by Paula Antolini, July 29, 2021, 5:26PM EDT

First Selectman Matt Knickerbocker released a statement to all Bethel board and commission members on July 20, 2021, regarding New Rules Governing Remote, Hybrid and In-Person Meetings in Bethel, as follows:

Under the provisions of HB-6448 (Access to Local Government Act, et al) recently
passed by the General Assembly, all local governments are authorized to choose the
meeting format that best suits their needs. Remote meetings via Zoom videoconferencing
will continue to be allowed, as well as combination in-person/remote, or “hybrid”
meeting. A few new rules will apply to both remote and hybrid meetings, as described
below.


BASIC MEETING TYPES AND RULES

There are three types of governmental meetings (excluding Special Town Meetings, to be
discussed separately).

Traditional in-person meetings:

These will operate under the same rules and state statutes in effect before the pandemic
began with regard to public notification of agendas and meeting minutes.

Combination in-person and remote participation (hybrid) meetings:

These will consist of a live, in-person meeting of the board or commission, but with the
addition of a video conference link in the meeting room that allows members of the
public to view and participate in the meeting, including speaking during the public input
section of the agenda.

Rules for hybrid meetings:

  1. The agenda must be posted 24 hours in advance of the meeting and must
    contain the meeting link.
  2. Meeting documents and backup materials must also be posted and made
    available to the public at least 24 hours in advance when practicable. The
    materials must also be visible on the screen for people participating
    remotely via computer (screen sharing).
  3. Remote participants must be able to hear and be heard, and be allowed to
    speak at the public input section of the agenda
  4. The meetings must be video recorded.
  5. The video recording must be posted to the town website in no more than 7
    days after the meeting.
  6. Video recordings must be accessible on the website for 45 days following
    the meeting.

Remote only meetings:

Boards and commissions may choose to continue with fully remote meetings via Zoom or
other video conferencing technology, but important new rules apply.
Rules for remote-only meetings:

  1. NEW RULE – A special meeting notice must be posted with the Town
    Clerk and on the website notifying the public of an upcoming remote-only
    meeting at least 48 hours prior to the meeting.
  2. The meeting agenda must be posted with the Town Clerk and on the
    website at least 24 hours prior to the meeting, and must contain the video
    conference links to allow public participation. NOTE: If the full agenda is
    ready to be posted 48 hour in advance of the meeting, that will satisfy both
    of the requirements above. Board and Commission chairpersons are
    advised to begin posting all agendas 48 hours in advance immediately, so
    as to not inadvertently violate this provision
  1. NEW RULE – Upon request by any member of the public, the Town must
    provide a means to allow people to participate who do not have computer
    technologies at home (see notes below).
  2. Requests for the above accommodation must be made in writing or via
    email not less than 24 hours in advance of the meeting.
  3. Meeting documents and backup materials must also be posted and made
    available to the public at least 24 hours in advance when practicable. The
    materials must also be visible on the screen for people participating
    remotely via computer (screen sharing).
  4. Remote participants must be able to hear and be heard, and be allowed to
    speak at the public input section of the agenda
  5. The meetings must be video recorded.
  6. The video recording must be posted to the town website in no more than 7
    days after the meeting.
  7. Video recordings must be accessible on the website for 45 days following
    the meeting.

NOTES:

When holding remote meetings, the most practical means of satisfying #3
(above) is to open one of the video equipped meeting rooms and allow any member of the
public to participate remotely from that location.

Remote and hybrid meetings are currently authorized until April 30, 2022, unless further
modified by the General Assembly.

All of the rules above became effective on July 1st.

NEXT STEPS

The meeting format is at the discretion of each board and commission. Each chairperson
should add this item to your next meeting agenda and conduct a vote to determine how
the board wishes as a group to proceed.

Although the new statute allows choice, I urge all boards and commissions to give
consideration to adopting the hybrid format for all future meetings, due to its
transparency and ability to allow more members of the public to participate.

SPECIAL TOWN MEETINGS

All Town Meetings (meetings of the legislative body) will continue to be conducted
using “in-person” format only until further notice. Although there is still some concern in
our community about the safety of larger gatherings, the technical challenges of ensuring
accurate voter identification and recording of votes have not been fully solved. Under the
provisions of HB-6448, the state’s Advisory Commission on Intergovernmental Relations
(ACIR) and the Connecticut Association of Municipal Attorneys (CAMA) have been
tasked with developing recommendations on how to conduct safe and secure town
meetings via remote video technology. These recommendations are expected later this
year.

Please contact my office if you have any questions.

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