Virginia Gas and Oil Board readopts electronic-meeting policy and names vice chair

The Virginia Gas and Oil Board on March 8 readopted its electronic meetings policy, a document the board’s attorney said the General Assembly now requires be reapproved annually, and the board nominated Bill Harris to serve as vice chair.

Board counsel told the board the policy is largely unchanged and recommended the document be presented for re-adoption at the board’s annual meeting when officers are elected. “The General Assembly requires us to adopt and re‑adopt this policy,” board counsel said during the discussion.

The policy discussion focused on three operational points: who should receive advance notice to participate remotely, whether to name a vice chair in the policy, and the conditions for holding all‑virtual meetings. Counsel said the policy as written directs notifications to the chair (or vice chair) and that, in practice, staff typically receives the notices and notifies the chair. Counsel recommended keeping the formal notice directed to the chair but said staff notification is an acceptable operational practice.

Members asked whether the policy should refer to staff directly and whether the board should name a vice chair. Counsel recommended having a vice chair available when officers are elected. The counsel also reiterated that the Freedom of Information Act (FOIA) and recent General Assembly guidance place limits on all‑virtual meetings: an all‑virtual meeting is permissible only in limited circumstances and, after using an all‑virtual meeting, the board must meet in person at its next meeting.

After brief discussion, a board member moved to adopt the policy; the motion passed on a unanimous roll call. The chair then opened nominations for vice chair, and Bill Harris was nominated and confirmed by a roll call vote.

Votes at a glance - Motion to adopt the board’s electronic meetings policy (deadline for annual re-adoption noted as July 1): approved, roll-call recorded as Owens — yes; Harris — yes; Jansen — yes; Gibson — yes; Cochran — yes. - Motion to nominate and elect Bill Harris as vice chair: approved, roll-call recorded as Owens — yes; Harris — yes; Jansen — yes; Gibson — yes; Cochran — yes.

The board’s counsel advised continuing the practice of routing remote‑attendance notices through staff so the chair receives timely notice; counsel also said retaining the option for all‑virtual meetings is prudent for exceptional circumstances but that the board should generally avoid using it.