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Staff report regarding “video conference call”/virtual meeting option for Planning an Zoning Commission Meetings.
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BACKGROUND
The Office of the Laredo City Secretary has provided an update regarding virtual meeting options for committees including the Planning and Zoning Commission. Said update advises that the following language is to be incorporated into future committee meeting agendas:
“This governmental body may allow participation in meetings by videoconference in accordance with Texas Government Code § 551.127, provided a quorum is present at the posted location.
STAFF COMMENTS:
For guidance regarding virtual meeting options, Planning Staff, has provided a copy of the pertinent section of the Texas Government Code (Sec. 551.127) as well as an excerpt from the Open Meetings Handbook from the Texas Attorney General's Office. The following are the major criteria for compliance:
1. A full quorum must be physically present.
2. The presiding member (i.e. chairperson) must be physically present. The meeting location where the quorum or presiding member is present as well as each remote location from which a member participates “shall have two-way audio and video communication with each other location during the entire meeting.”
3. While speaking, each participant’s face must be clearly visible and the voice audible to each other participant and to the members of the public in attendance at the location where the quorum or presiding member is present and any other location of the meeting that is open to the public.
4. The meeting is to be visible and audible to the public at the meeting location where the quorum or presiding member is present and that at any time that the meeting is no longer visible and audible to the public, the meeting must be recessed until the problem is resolved.
5.Generally speaking, a remote participant “shall be counted as present at the meeting for all purposes.” However, if the audio or video communication is lost for any portion of the meeting, the remote participant is considered absent during that time. Furthermore, a full quorum must remain physically present at the meeting location.
6. Should the Planning and Zoning Commission members wish to participate virtually, coordination is required to verify minimum specifications of equipment and confirmation of a physical quorum three (3) business days in advance.
STAFF RECOMMENDATION
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