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Ordinance Committee explores requiring public boards to record and share meetings; Holyoke Media offers support
Summary
Chair Meg McGrath Smith reported Holyoke Media can train boards and post recordings but cannot be responsible for all recordings; committee favored phased approach beginning with the most public-facing boards and asked for a list of affected boards and information about which groups already record.
A motion from Councilors McGrath Smith and Devine asked the ordinance committee to consider a policy that would require public boards and commissions to record and publicly share their meetings.
Chair McGrath Smith summarized a conversation with Scott of Holyoke Media, who said the station currently records City Council meetings and some subcommittees and can provide training and posting support for other boards but is not responsible for setting up or recording every board meeting. Scott noted hybrid and in-person meetings present technical challenges — principally sound quality and storage — and suggested workshops, guidance on equipment and storage procedures, and possible central posting by Holyoke Media for uploads.
Committee members proposed a phased approach starting with public-facing boards (for example, HEDIC, HRA, Conservation Commission) and asked staff to compile a list of all boards and commissions, noting which already meet virtually and therefore have recordings readily available. Councilor Bacon supported encouraging recordings but stopped short of mandating them by ordinance so long as open meeting law requirements are being met.
The committee voted to table the order pending additional fact-finding (a list of boards, an assessment of current recording practices, and follow-up conversations with Holyoke Media and the mayor’s office). Chair McGrath Smith said she would draft a letter to notify boards that the committee is investigating recording and make available resources for training and posting.
