POINT ARENA CITY COUNCIL
AGENDA ITEM SUMMARY
AGENDA ITEM: IX B
MEETING DATE: 5/24/2022
TITLE
Return to In-Person City Council Meetings
RECOMMENDED ACTION
Receive report and direct staff
ANALYSIS
Since March of 2020, the Point Arena City Council has met “virtually” utilizing the Zoom teleconference platform in response to state and county health orders. After some initial hiccups, the system has performed well. One large benefit has been an increase in public participation.
Recently, Public Health Officer Dr. Andy Coren lifted the indoor mask mandate. As the pandemic recedes, many jurisdictions are returning to in-person meetings. The Mendocino County Board of Supervisors returned to in-person meetings on April 19 with a Zoom component. Ukiah, Willits and Fort Bragg are seeking to return to in-person meeting with a virtual component as well.
One of the biggest topics among City Clerks is retaining the online component of the meeting. Staff has investigated the possibility of a “hybrid” meeting structure. Under the hybrid model, City Council and staff would attend in-person with any members of the public who wish to do so, while members of the public could still attend online and provide input and comments as they do today. The hybrid model aims to ensure all members of the public have continued access to meetings in a format that is comfortable for them.
The three options for City Council consideration regarding the holding of public meetings are:
• In person at City Hall/Vet’s Building
• Virtually via Zoom (subject to Brown Act provisions)
• Both in person and via Zoom (Hybrid)
Converting from virtual to hybrid can come with some growing pains. With virtual meetings, staff could easily manage the meeting because everyone was online.
Switching to a hybrid meetings means there will be two types of participants to keep track of, and this can lead to possible challenges.
The current equipment used for in-person meetings should be able to function with a hybrid system. The main issue will be ensuring the audio feeds work correctly can be heard by all participants.
City staff seeks direction on moving forward.
FISCAL IMPACT
Approximately $1500 for video screens and audio equipment
ATTACHMENTS
Hybrid Meetings National Survey
CITY MANAGER SIGNATURE
_________________________________
Paul Andersen, City Manager
HYBRID
MEETINGS
The global pandemic thrust us into virtual meetings by
necessity. Technology made a massive impact in ensuring local governments could maintain transparency and connection with their residents through virtual meetings. Almost two years in, we’re seeing several obvious outcomes:
• Virtual meetings had a valuable impact on both the level of resident participation in city meetings and the ways in which they participated.
• Rather than end post-pandemic, our use of technology
to facilitate interactions between residents and local
governments is heading toward a hybrid meeting approach. • Finding the right technology vendor with a platform that offers the right hybrid meeting features will affect how local governments proceed in the future.
HYBRID MEETINGS
2 TABLE OF CONTENTS
1. METHODOLOGY AND DEMOGRAPHICS
2. THE IMPACT OF VIRTUAL MEETINGS:
RESIDENT PARTICIPATION
ENGAGEMENT AND CONNECTION TO GOVERNMENT
DIVERSITY OF REPRESENTATION
TECHNOLOGY USE
ROOM FOR PROGRESS
3. FUTURE CONSIDERATIONS:
WILL HYBRID MEETINGS BECOME THE NORM?
TECHNOLOGY CHALLENGES
FEATURE AND VENDOR REQUIREMENTS
4. CONCLUSION
5. APPENDIX
HYBRID MEETINGS
3 METHODOLOGY AND DEMOGRAPHICS
This survey of 59 U.S. adult city clerks, city managers, and other city officials was conducted online by PrimeGov in June 2021. The survey's intent was to gauge the current practices of and impacts on local governments across cities of all sizes with respect to virtual and hybrid meetings.
HYBRID MEETINGS
4 THE IMPACT OF VIRTUAL MEETINGS
RESIDENT PARTICIPATION ON THE RISE
Have you
experienced a
rise in resident
participation due to
virtual meetings?
Since the start of the pandemic, people have become fairly agreeable to the idea of attending and participating in virtual meetings. So much so, in fact, that 67.8% of survey respondents say they've seen a measurable upswing in resident participation at city meetings since offering an online platform for involvement.
How much of an upswing? More than a third of respondents report an impressive 10-25% rise. Around one fifth say they've seen between 26-49% increase. And another fifth say
resident participation is up more than 50%. Given
these significant figures, it seems virtual meetings
are helping local governments boost engagement
in city proceedings.
Almost one fifth of respondents noted
an increase in participation over 50%.
35% of respondents saw a 10-25% increase
17.5% of respondents saw a 26-49% increase
17.5% of respondents saw a >50% increase
By how much has resident
participation increased?
HYBRID MEETINGS
5 ENGAGMENT AND CONNECTION TO GOVERNMENT
While more than half of respondents saw attendance rise when city meetings went virtual, residents' engagement extended beyond simply watching proceedings.
57.6% of respondents saw an increase in public comments made during virtual meetings. 23.7% said residents asked more questions over virtual platforms. And
5.1% even saw an increase in the number of votes cast when meetings were held virtually.
Why, then, did only 37.3% of respondents view this kind of increased virtual participation as evidence of a greater connection between the public and government decisions? Perhaps government officials simply need more time engaging with residents online before the outreach feels lasting. Or perhaps there is more that can be done in terms of technology performance to make this connection feel two-sided.
54.2%
saw more attendees in
meetings.
57.6%
saw an increase in public
comments.
23.7%
saw an increase in the number
of questions asked.
5.1%
saw an increase in the number
of votes cast.
In what ways has civic engagement increased? Has increased participation
resulted in the
public feeling
more connected
to government
decisions?
37.3%
54.2%
8.5%
YES
ABOUT
THE SAME
NO
HYBRID MEETINGS
6 DIVERSITY OF REPRESENTATION
Respondents indicated that their most politically
engaged residents tend to be Baby Boomers (over
the age of 56), with Gen Xers (ages 41-56) coming
in a close second. This makes sense historically,
as older residents often make up the majority of
homeowners or long-term renters and tend to be
more established—and therefore more invested—in
a community. They also tend to have the greatest
work/life stability, with the schedule flexibility
needed to attend meetings in person.
The use of virtual meeting platforms during
the pandemic, however, appears to have shifted
demographic diversity substantially. Respondents overwhelmingly noted that the age of meeting participants has become more varied, as has participant race/ethnicity, employment status, education, and income. Greater diversity was also seen across participants' gender and household size.
These changes are likely a result of the ways in which virtual access can level the playing field among residents. Digital tools, for example, are more familiar and appealing to younger residents. Virtual access can also simplify scheduling conflicts while eliminating the need for childcare, transportation, or work leave.
What is your city's most
politically engaged
demographic to date?
Baby Boomers (>56)
Gen X (41-56)
Millennials (25-40)
0% Gen Z(18-24)
15.3%
37.3%
47.5%
In what ways have you seen increased diversity among meeting participants?
30.5%
Race/ethnicity
72.9%
Age
16.9%
Education
16.9%
Income
10.2%
Gender
13.6%
Employment
6.8%
Household size
HYBRID MEETINGS
7 TECHNOLOGY USED
In March 2020, the sudden closure of schools, offices and government buildings gave us little time to research virtual options or align technology to specific needs. Not surprisingly, most organizations seized on the fastest, cheapest, and easiest route to virtual meeting access.
For an overwhelming majority of our survey respondents, that route was Zoom. This reaffirms the likelihood that technology decisions made early in the pandemic were made in the name of speed and convenience, rather than through careful consideration of functionality, cost, or support. Generally speaking, investments in more feature-rich technology platforms are not often made in haste.
71.2%
Zoom
5.1%
GoToMeeting
3.4%
Microsoft Teams
3.4%
YouTube
5.1%
Government-specific
meeting provider (PrimeGov,
Granicus, etc.)
11.9%
Other
What tool did you
use to provide
virtual meeting
access?
HYBRID MEETINGS
8 ROOM FOR PROGRESS
When asked about the results of virtual meetings on local government and the community, more survey respondents tended to agree on three main outcomes. First, virtual meetings led to an increase in resident participation that was influential in informing or altering the city's decisions. Second, virtual meetings contributed to an increase in residents' support for and trust in local government (22.4%). And finally, virtual access has driven greater participation in city meetings among underrepresented communities (32.2%).
While these are certainly positive impacts, survey responses also demonstrate clear room for progress. Despite the greater voice being given to underrepresented communities, for example, more respondents disagreed with the idea that virtual meeting participants more accurately reflect their community's overall views (35.1%). This could indicate that, while some new demographic groups are gaining access via virtual platforms, the residents who traditionally participated via in-person meetings might not be as active online. In other words, perhaps the move online did not strike a balance so much as it simply tipped the scales in the opposite direction.
Respondents also tended to disagree with the idea that virtual meetings have led to more applications for boards and commissions (38.5%) or faster resolutions to community issues (43.8%). However, both of these objectives should be achievable with the right technology in place, so local governments might want to reassess their vendor selection and determine which features to prioritize.
An increase in applications for boards and commissions
Reduced time in resolving community issues
Participants that more accurately reflect the views of the demographics of the community
X
X
X
More
respondents
disagree
or strongly
disagree
Increased participation that informed/altered the decisions made by the city Increased participation from underrepresented communities An increase in residents' support for and trust in local government More
respondents
agree or
strongly
agree
HYBRID MEETINGS
9 FUTURE CONSIDERATIONS
WILL HYBRID MEETINGS BECOME THE NORM?
83.1%
still have residents
attending meetings via
Zoom or other virtual
platform
28.8%
55.9%
definitely plan to
continue providing virtual
access to meetings even
with the return of inperson meetings
are still considering the
idea of hybrid meetings
49.2% already have a hybrid
meeting solution in place
have begun the process
of implementing a hybrid
meeting solution
plan to start within 5.1% 3-6 months
How soon would you start
preparing for the implementation
of a hybrid solution?
20.3%
With more than 80% of respondents saying
they still have residents connecting on virtual
platforms, hybrid meetings seem to be a viable
option for many local governments.
In fact, 55.9% say they're planning on hybrid
meetings, with 28.8% still considering the
idea. Similarly, 49.2% already have a hybrid
solution in place, and over 25% have begun
the implementation process or will begin
shortly.
Going hybrid could be a "best of both worlds"
approach for local governments. Here's why:
• Virtual access clearly increased resident
participation among certain previously
underengaged or underrepresented
populations—so maintaining online options
is critical to keeping those people connected.
• With pandemic concerns still fluctuating,
the ability to remain physically distant is
important to many residents, particularly the
elderly or those with younger children.
• At the same time, resuming in-person
meetings ensures continued access to
those residents who prefer face-to-face
interactions, or for whom technology might
present an obstacle.
Survey results point toward a future
where hybrid meetings could easily
become the preferred format for
many local governments.
HYBRID MEETINGS
10 TECHNOLOGY CHALLENGES
Establishing hybrid meetings as a new normal will naturally require some effort on the part of both city officials and residents. To determine the feasibility of the process, our survey asked respondents what they think will pose the greatest challenge to both groups.
From the city official perspective, respondents are primarily concerned with technology implementation. Beyond that, they're worried about whether technology can effectively tackle hybrid meeting needs specific to local government. For example, how will officials keep discussions on track when participants are both online and offline? How will hybrid voting take place and be counted? How will relevant meeting information be sent to everyone? Interestingly, concerns are not all technology related. Respondents also cite concerns about navigating in-person meetings again with respect to social distance protocols and unexpectedly high attendance rates.
69.5%
technology
implementation
What will be the most
challenging aspect of hybrid
meetings for city officials?
Other noted challenges include:
40.7%
facilitating discussions so
participants don't speak over
each other
25.4%
managing, gathering, &
recording voting from both inperson and virtual attendees 22%
managing social distance
protocols for in-person
meetings
8.5%
unexpected attendance
increases at in-person meetings
5.1%
updating meeting minutes and
information
1.7%
timely dissemination of
information for ad hoc and
scheduled meetings
DID YOU KNOW? Legal ramifications of hybrid meetings also posed a concern for some respondents. Check your state's regulations and requirements.
HYBRID MEETINGS
11 When asked about the biggest challenges that hybrid meetings might pose for residents, respondents expressed reasonable concern about residents' online access and technology competency. This presents an interesting contrast, however, to the increased participation many respondents reported as a result of offering virtual meetings. Clearly, many residents had no difficulty joining meetings online—and, in fact, many seemed to prefer it.
The likely conclusion is that each side of the hybrid meeting equation comes with its own set of potential hurdles—some of which will depend on external or demographic factors, and some of which can be solved by specific technology or vendor offerings.
Either way, local governments that opt to go in a hybrid direction can take steps to mitigate these outcomes.
On behalf of residents, respondents worry that technology issues, such as slow Internet access, power outages, or lack of technical skills, will be the biggest challenges when it comes to implementing hybrid meetings.
However, the increase in participation through virtual platforms thus far might indicate residents are ready and able to move forward.
HYBRID MEETINGS
12 FEATURE & VENDOR REQUIREMENTS
What are you looking for from
a virtual meeting vendor?
Easy-to-use
technology
Seamless integration
with existing agenda management solution
Ongoing product development
to support city's growing needs
Immediate support
for any technical issues
Positive experience
by neighboring cities and counties
Step-by-step migration
with minimal effort and disruption
Training
on how to use tools efficiently
33.9%
25.4%
11.9%
11.9%
5.1%
3.4%
1.7%
As mentioned previously, many cities jumped headlong into a virtual meeting solution for the sake of expediency in response to the pandemic. Local governments have now had time, however, to assess the response to virtual access and better determine what they and their residents need from technology in order to achieve optimal outcomes.
In looking to move ahead with hybrid meetings, survey respondents outlined a very clear wish list from vendors when it comes to the virtual side of things. Top on their list was ease of use, followed by seamless integration with their existing agenda management solutions. These high-priority items signal the importance of finding a vendor whose technology platform is not only designed for hybrid meetings (as opposed to virtual only) but also equipped with features specifically related to government meeting use—such as public comments, voting, board applications, and minutes dissemination.
Also critical, according to survey results, are elements such as ongoing product development, technical support, recommendations from other cities, migration assistance, and training.
HYBRID MEETINGS
CONCLUSION
https://www.primegov.com/
https://www.linkedin.com/company/rock-solid-technologies/ @OneRockSolid
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There are no concrete answers as to what lies ahead, given the current state of flux with the pandemic. But some things do remain clear, particularly with the data provided through this survey:
• Virtual meetings are successfully engaging residents with local governments, and— among certain populations—even driving dramatic increased participation. Internet and technology barriers are a concern, but residents have shown they might be less problematic than city officials think.
• Given the success of virtual city meetings, hybrid meetings are not only a solid nearterm plan but also a likely long-term investment for local governments. However, for hybrid meetings to deliver the effectiveness and efficiency that local governments demand, implemented technology solutions must strike a balance between technical simplicity and comprehensive meeting management tools for both online and offline participants. • Basic video conferencing solutions are leaving too many missed opportunities on the table. By leveraging a more robust technology solution with additional features—such as submission and review of committee member applications, or streamlined automation and tracking of agenda items—local governments can capitalize on greater adoption of virtual platforms to further bolster resident participation and accelerate problem resolution. • While current situations might have driven city officials into quick decisions and a narrowed perspective, the big picture still matters. Local governments might unlock far greater value, for example, if they view hybrid meeting functionality as just one branch of a larger technology platform natively designed for the needs of cities.