Videoconferencing for State Agencies Law and Practice for

Videoconferencing for State Agencies Law and Practice for State Agencies Conducting Open Meetings by Videoconferencing

Introduction • Attraction • Apprehension

Definition • “[A] communication conducted between two or more persons in which one or more of the participants communicate with the other participants through duplex audio and video signals transmitted over a telephone network, a data network, or the Internet. ” Gov’t Cd. § 551. 001(8)

The Law • Gov’t Cd. § 551. 127 • 1 TAC 209. 11

General Description • Complex or comprehensive? • Focus on present case • Provide benefits of in-person meeting

Technology Requirements • DIR requirements 1 TAC 209. 11 • DIR Guide https: //pubext. dir. texas. gov/portal/internal/resour ces/Document. Library/Videoconferencing%20 Guide lines. pdf

Quorum • Attending by video conference = Present • Loss of connection = loss of member • Only presiding member must be at site in notice • Gov’t Cd. § 551. 127(a-2, c)

Notice Requirements • Standard requirements plus • Specify where presiding officer will be • Presiding member’s location must be open to the public • Gov’t Cd. § 551. 127(d-e)

Conduct of Meeting • Audiovisual must be live • Quality must allow public to “observe the demeanor and hear the voice of each participant. ” • Everyone must be able to see and hear • Loss of connection requires recess for up to six hours • Gov’t Cd. § 127(a-1, f, h, j)

Record • At least an audio recording • Available to the public • Gov’t Cd. § 551. 127(g)

Practical Tips • Lighting bright enough to see, without overwhelming screen • Participants need to stay in view • Consider camera angles • Microphones’ volume and angles: clearly pick up voices, minimize ambient noise • Consider limiting recess time for loss of connection

Conclusion • An increasingly valuable tool • First meeting is the most challenging