HomeMy WebLinkAbout24. Virtual Meetings
City Hall, 215 Church Avenue P.O. Box 1130 Oshkosh, WI 54903-1130 http://www.ci.oshkosh.wi.us
TO: Honorable Mayor and Members of the Common Council
FROM: Jake Timm, Oshkosh Media Operations Coordinator
DATE: October 6, 2022
RE: Virtual Meetings for City Boards and Commissions
BACKGROUND
Staff was asked to research various methods for city board and commission meeting attendance
and participation. The all in-person method would require all board/commission members, city
staff and citizens who wish to attend the meeting to be physically present at the meeting
location. The all virtual method would require all board/commission members, city staff and
citizens who wish to attend the meeting to participate online via the city’s WebEx virtual
meeting platform. The hybrid method is a mixture of these two methods with some participants
in person and some virtual. Council revised the rules applicable to all boards and commissions
in December 2021. The current rules allow remote participation when necessary due to
extraordinary circumstances (such as a declaration of emergency); when convenient or cost
effective for the city (such as an alternative to bringing a consultant or expert in person for a
presentation) or as a reasonable accommodation for persons with an ADA disability. The rules
currently indicate a preference for in-person meetings whenever practicable and require board
and commission members to be physically present to participate as a member and vote except
in instances where remote participation is authorized or required for the reasons listed above.
The attached chart (Board and Commission Meeting Considerations) includes the elements staff
considered when making this recommendation.
ANALYSIS
The all in-person method would allow Oshkosh Media to continue to carry all televised
meetings in their current manner with no additional resources or action required. The all virtual
method would require all board/commission members, city staff and citizens who wish to attend
the meeting to join a virtual meeting using the city’s WebEx platform, regardless of whether or
not the meeting is televised. Board/commission members and citizens who join the meeting
would be required to provide their own technology unless a reasonable accommodation was
requested per ADA guidelines. The hybrid method would require additional staff time to
configure meeting rooms and technology. The quality of hybrid meetings detracts from the
efficiency of the meeting. While staff has the technological capability to facilitate hybrid
meetings, it is not a viable option due to these factors and those listed in the attached chart.
FISCAL IMPACT
The all in-person method would have no fiscal impact. There may be a fiscal impact using the
all virtual method due to additional staff members needed to administer the WebEx meeting,
technology equipment, and the need for more WebEx licenses should demand warrant it.
RECOMMENDATION
Staff recommends that city boards and commissions use the all in-person method because it
provides the best experience for participants, and the best product for viewers.
Respectfully Submitted, Approved:
Jake Timm Mark A. Rohloff
Oshkosh Media Operations Coordinator City Manager
Board and Commission Meeting Considerations
IN-PERSON ALL VIRTUAL HYBRID
Financial Impact
(Expected cost to
implement)None
Non-staff participants expected to provide their own
tech; more city staff needed to administer virtual
meeting participation; potential cost to add more
WebEx licenses
Additional staff time from IT, OM, additional staff liaison;
potential cost to outfit conference rooms/attendees with
technology estimated at $80,000
Viewership Experience
(quality of viewing
televised meetings)
Maintain current standar; OM staff-produced, allows OM to
carry any meeting held in 406/404 on all OM platforms (TV,
web, radio)
Complications due to lack of control over remote
participant audio/video; no graphics or
opening/closing music or ability to fill breaks with
graphics, music or messaging; no OM staff
involvement in production, but allows OM to carry any
meeting that is being held via WebEx on all OM
platforms (TV, web, radio)
Complications due to lack of control over remote
participant audio/video; OM staff produced, requires IT
staff to attend televised meetings to facilitate WebEx
calls; OM able to carry any meetings in 404/406 currently
Participant Experience
Quality (quality of
meeting for
remote/virtual
participants)
In-person provides for best user experience Some participants don't prefer virtual meetings but
most have accepted it as the norm; all public comment
moved back to start of meeting
Can be frustrating for remote participants who have
technical difficulties with no support or feel alienated or
not part of the meeting; all public comment moved back
to start of meeting
ADA Considerations
(elements affecting
accessibility as defined
by ADA)
Accomodations are made if needed; hearing loop in Council
Chambers; City Hall is wheelchair accessible
Accomodations made if needed Can provide a convenience for people who cannot, or do
not wish to attend a meeting in person, but technical
limitations still may hinder experience; accomodations
made if needed
Security Considerations
(physical and
technological security)
City Hall is physically secure; no technological concerns Participants all remote but concerns about
technological breach
City Hall is physically secure but concerns about
technological breach
Attendance (method of
attending meeting as
participant)
Most difficult way to reach a quorum and less convenient than
hyrbid/virtual
Most convenient method; some participants are
negatively impacted by virtual participation
Allows participants to decide their method of attendance;
not all participants prefer virtual meetings, some suffer
from screen fatigue
Decorum (elements
affecting meeting
etiquette)
Most normal for meeting decorum, easy to understand body
langauge or have conversations
Can be awkward for person managing the meeting
depending on how participants request to speak,
queue, etc.
Can be frustrating for both the remote participants and in-
person participants due to technical difficulties with no
tech support, causing remote participants to feel
alienated
Public Tech Barriers
(potential technological
challenges)
None, public shows up in person No tech support available for remote participants can
lead to frustration; home internet bandwidth and
technological knowledge can be barriers
No tech support available for remote participants can
lead to frustration; home internet bandwidth and
technological knowledge can be barriers
Equity Considerations
(elements affecting
equity in accessing
meetings)
City Hall ADA accessible, accomodation if needed; in-person
can be inconvenient for some people's schedules
Dependent on participants' internet connection,
technological knowledge
Allows participants to decide their method of attendance;
dependent on participants' internet connection,
technological knowledge