I would like to introduce a discussion regarding the City’s use of interactive remote meeting platforms for City Council meetings and the need to develop a formal policy that improves meeting security while preserving public access and transparency.
The purpose of this discussion is not to reduce public access to Council meetings. Rather, it is to clearly distinguish between public viewing and active meeting participation. Open access to interactive platforms can create security and operational risks, including unauthorized entry, meeting disruptions, inappropriate content, unmuted microphones, and misuse of video or screen-sharing features. A more controlled approach would limit interactive platform access to authorized participants, such as Council Members, staff, presenters, applicants, consultants, and approved speakers.
The public would continue to have access to meetings through in-person attendance, live streaming, broadcast options, and archived recordings. In addition, the City already has the capability to accept e-comments through its current meeting software, although this feature has not yet been utilized. Activating and formalizing the e-comment process would provide residents who cannot attend in person with an additional way to submit comments prior to the start of the meeting for Council consideration.
Because the e-comment function already exists in the City’s current software, implementation should primarily involve developing procedures, setting submission deadlines, identifying how comments will be distributed to Council, and communicating the process clearly to the public.
The requested direction is for staff and the City Attorney to begin developing a formal policy for Council review that addresses interactive platform access, meeting security, public viewing options, use of the existing e-comment capability, and compliance with the Texas Open Meetings Act.
The purpose of this discussion is not to reduce public access to Council meetings. Rather, it is to clearly distinguish between public viewing and active meeting participation. Open access to interactive platforms can create security and operational risks, including unauthorized entry, meeting disruptions, inappropriate content, unmuted microphones, and misuse of video or screen-sharing features. A more controlled approach would limit interactive platform access to authorized participants, such as Council Members, staff, presenters, applicants, consultants, and approved speakers.
The public would continue to have access to meetings through in-person attendance, live streaming, broadcast options, and archived recordings. In addition, the City already has the capability to accept e-comments through its current meeting software, although this feature has not yet been utilized. Activating and formalizing the e-comment process would provide residents who cannot attend in person with an additional way to submit comments prior to the start of the meeting for Council consideration.
Because the e-comment function already exists in the City’s current software, implementation should primarily involve developing procedures, setting submission deadlines, identifying how comments will be distributed to Council, and communicating the process clearly to the public.
The requested direction is for staff and the City Attorney to begin developing a formal policy for Council review that addresses interactive platform access, meeting security, public viewing options, use of the existing e-comment capability, and compliance with the Texas Open Meetings Act.
