Policy-RemoteParticipation-Guide-103017

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Town of Lexington Remote Participation Guide (October 30, 2017) The Remote Participation Policy, as adopted by the Board of Selectmen, permits remote participation by members of public bodies at public meetings in accordance with 940 CMR 29.10 and outlines local restrictions as allowed under the law. The State’s regulations on remote participation may be found at: <http://www.mass.gov/ago/government-resources/open-meeting-law/940- cmr2900.html#Remote>. You are encouraged to read the entire document, but this guide is intended to be an outline of the Attorney General’s regulations for remote participation. Should there be any discrepancy between the law and this guide, the law shall prevail. The chair, or, in the chair’s absence, the person authorized to chair the meeting, is responsible for compliance with this policy. 1.Permissible Reasons for Remote Participation It is the express desire of the Board of Selectmen that remote participation in meetings be an infrequent event, for both individual board members and public bodies as a whole. Chairs of public bodies are encouraged to interpret these rules in a strict fashion and to continue to persuade all members to attend meetings in person as a general rule, due to the inherent benefits of physical presence at a meeting. Chairs are encouraged to inform their colleagues that remote participation will not be permitted simply as a matter of convenience. A member may remotely participate in a meeting should his/her physical presence be unreasonably difficult. 2.Minimum Requirements for Remote Participation a.Remote participants and all persons present at the meeting location shall be clearly audible to each other. If video conferencing technology is also in use, the remote participants shall be clearly visible to all persons present in the meeting location. b.A quorum of the body, including the chair or, in the chair’s absence, the person authorized to chair the meeting, shall be physically present.