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Council discusses public-attendance sign-in and Zoom name capture; staff say signing is optional
Summary
Council members raised concerns that the meeting sign-in sheet and Zoom viewer names are being captured in the minutes and could intimidate observers; staff explained Zoom name entry can be any name, sign-in is optional for attendees who do not want to speak and that sign-in sheets are public records.
Several councilmembers flagged the city's practice of recording names from in-person sign-in sheets and Zoom viewers in the minutes, saying the practice could deter people who wish only to observe.
One councilmember said the sign-in form reads "please sign in, even if you're not speaking" and that the practice has resulted in a long list of attendee names in the minutes; they cited a state law principle that people cannot be required to provide their names to attend a public meeting. The councilmember said that the visible sign-in instruction may make people feel compelled to provide their full legal name and that the city should clarify the form language.
Community Development Director Laura Thomas and city staff responded that the Zoom platform requires an entry but users can enter any display name (including pseudonyms) and that the city does not require legal names for Zoom or for in-person attendance. City staff noted sign-in is required only for speakers; those who simply observe do not need to sign in and the clerk retains sign-in sheets as public records.
Council discussion suggested a simple procedural fix: revise the sign-in language to indicate signing is optional except for those wishing to speak, and to add a disclosure that names on sign-in sheets are part of the public record. Council asked staff to place the item on a future calendar if members want formal changes to procedures.
Ending: Council asked staff to evaluate sign-in wording and return with recommended wording and an agenda slot if the council wants to change the procedure.
