Board updates electronic participation policy to reflect new state law

King and Queen County's Board of Supervisors on July 8 adopted an amended policy governing participation in public meetings by electronic communication, updating local procedures to reflect recent changes in Virginia law.

County Administrator Ms. Seay told the Board the General Assembly amended the code governing remote participation; the local amendment increases the number of meetings a member may attend electronically for personal reasons and reiterates the existing categories allowing remote participation (temporary/permanent disability or other medical condition, principal residence more than 60 miles from the meeting location, and personal matters subject to limits). The policy requires the Board to record in minutes the reason for remote participation, the remote location, and, for personal matters, a certification that the member has not exceeded the permitted number of remote participations.

The adopted policy also clarifies procedures when a state- or county-declared emergency allows the Board to meet remotely without a quorum physically assembled. It requires contemporaneous public notice, electronic access for the public (including videoconferencing where used), an opportunity for public comment when customary, distribution of meeting materials to public access locations to the extent practicable, and detailed minute elements (including identity of participants, nature of emergency, and type of electronic means used).

Ms. Billups moved adoption and Ms. Alsop seconded; the motion passed unanimously (AYES: S.C. Alsop; J.L. Simpkins; M.R. Berry; M.H. Norman; C.R. Billups). The Board recorded in the minutes the policy text and the vote. The policy takes effect immediately as adopted.