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Study Commission to investigate Zoom hosting, budget and agenda hyperlinking for better public access
Summary
Commissioners voted to investigate using the county's Zoom account or a free option, discussed costs and host-account limits, and emphasized making agendas hyperlink-rich so the public can access supporting documents online.
The Granite County Study Commission voted to investigate whether it can use the county or commission Zoom account, or a free alternative, to host remote meeting participation and reduce costs for the Study Commission.
"I motion that we look into whether or not we can use the commission or courthouse Zoom account, or if we can use a free option instead of making our payment," a member said. The motion was seconded and the members present voted in favor. Members noted the county-level accounts are typically paid per host and that the free Zoom plan limits meetings to 45 minutes. One commissioner said a paid plan offering unlimited time and up to 100 participants was roughly $159 per host annually; the speaker suggested the commission might need only one paid host account.
Members asked staff to check whether the commissioners' office or courthouse maintains a shared Zoom account the Study Commission could use and to report back with billing responsibility and technical options. "So specifically looking into if we can use the commission account or the courthouse account," a member said.
Budget context: The commission discussed a single line item for supplies and an expenditure to date of $13.59, leaving $10,004.06 in the Study Commission budget per materials distributed at the meeting. Members asked that budget documents and links be appended to agendas so attendees and the public can review contracts, motions, and financials in advance.
Hyperlinking and public materials: Members emphasized posting agendas with hyperlinks to relevant documents (draft minutes, contracts, proposed motions, budget spreadsheets) so both in-person and remote attendees can follow along. One member showed an example from another jurisdiction and said hyperlinking improves transparency and public engagement.
Next steps: Commissioners directed staff to: (1) check with commissioners' office about account access; (2) report on the cost and billing responsibility for a Zoom host account or other platform; and (3) ensure future agendas include hyperlinks to supporting documents when available.
