Digital Meeting Resources
Public Meetings Legal Guidance for Cities on COVID-19
FAQ on Executive Order 20-16, Providing Relief from Budget and Public Meeting Laws
Teleconference Hijacking Concerns and Public Meetings Law
There have been several reports of teleconference sessions being hijacked (also being referred to as "Zoom-bombing") all over the nation, including being disrupted by pornographic and/or hate images and threatening language. While Zoom has published recommendations to prevent hijacking, including waiting rooms, passwords and muting controls, local governments still must follow Oregon's Public Meetings Law - public meetings have to be public, and the public is not limited to just citizens of the city. Teleconference sessions are not treated any different than a conference call meeting wherein the access code has to be noted on the public meeting notice.
Below is an excerpt from the Oregon Attorney General's Manual on Public Records and Public Meetings:
"The Public Meetings Law expressly recognizes that meetings may be conducted by telephonic conference calls or “other electronic communication.”[614] Such meetings are subject to the Public Meetings Law.
Notice and opportunity for public access must be provided when meetings are conducted by electronic means. For nonexecutive session meetings held by telephone or other electronic means of communication, the public must be provided at least one place where its members may listen to the meeting by speakers or other devices.[615] In the alternative, the public may be provided with the access code or other means to attend the meeting using electronic means. If electronic access is provided, the technology used must be sufficient to accommodate all attendees, and any costs associated with providing access may not be passed on to the public.
As discussed in more detail below, special accommodations may be necessary to ensure accessibility for persons with disabilities. And even if the meeting occurs in executive session, the media must be provided access, unless the executive sessions are held under ORS 192.660(2)(d) (to deliberate with persons designated by the governing body to carry on labor negotiations) or ORS 332.061 » (hearings concerning the expulsion of a minor student from a public elementary or secondary school, or pertaining to examination of a student’s confidential medical records)."
Cities wishing to utilize Zoom’s recommendations for the prevention of hijacking are strongly encouraged to first consult with their legal advisors to ensure that whatever measures they use will comply with Oregon’s Public Meetings Law.
Digital Meeting Options
Local Telecom
Consider reaching out to your city’s telephone provider to see if they have away to provide you with conference call capability or a call-in line number.
FreeConferenceCall.com
This service must initially be set up via computer, but once you have an account you can host both web and/or phone conference calls with the conference call number provided to your account.
Website: https://www.freeconferencecall.com/
Company Phone Number: 1-844-844-1322
Cost: FREE
Features:
- Audio Conference Calling
- Video Conferencing (can accommodate 25 different video screens)
- Screen Sharing
- Meeting Recording Option
- Mobile and Desktop App
- Participate by Phone or Web
- In-Call Chat (be mindful of public record obligations)
- Call Capacity = 1,000 participants
- Host Controls (mute non-speakers, queue questions, etc.)
Check out FreeConferenceCall.com user guide, user FAQs and tutorials.
Freeconference.com
This service must initially be set up via computer, but once you have an account you can host both web and/or phone conference calls. Many of the plans include smart summaries that included anything that was shared or recorded during your meeting. This means you can access content like uploaded and shared files, the audio or video recordings, along with their transcripts.
Website: https://www.freeconference.com/
Cost: $9.99-$34.99/month (Free version available with less functionality than listed below)
Features:
- Audio Conference Calling
- Video Conferencing
- Screen Sharing
- Meeting Recording Option
- Join by Web Browser or Mobile App
- Participate by Phone or Web
- Call Capacity = 1,000 total participants, 15-100 web participants
- Host Controls (mute non-speakers, queue questions, etc.)
- Text Reminders
- In-Call Chat (it automatically saves, which is good for public records retention)
- YouTube Live Streaming Compatible
- PIN-less Entry
Check out FreeConference.com user FAQs and tutorials.
GoToMeeting
This service must be set up via computer, and once you have an account you can only host meetings by web or app. That means whoever is setting up the meeting must an internet connection. Participants may still call into the meeting with just a phone.
Website: https://www.gotomeeting.com/
Company Phone Number: 1-800-514-1317
Cost: $12-16/month (Free 14-day trial available – no credit card required). In response to COVID-19, LogMeIn the parent company of GoToMeeting has decided to offer free Emergency Remote Work Kits to eligible healthcare providers, educational institutions, municipalities, and non-profit organizations. The Emergency Remote Work Kits include select LogMeIn products (like GoToMeeting) for 3 months. Call to inquire if your city is eligible for a free Emergency Remote Work Kit.
Features:
- Audio Conference Calling
- Video Conferencing
- Screen Sharing
- Meeting Recording Option
- Mobile and Desktop App
- Participate by Phone or Internet Based App
- In-Call Chat (be mindful of public record obligations)
- Call Capacity = 150-250 participants
- Host Controls
Check out GoToMeeting user guide.
Webex
This service must be set up via computer, and once you have an account you can host meetings by web or app. That means whoever is setting up the meeting must an internet connection. Participants may still call into the meeting with just a phone.
Website: https://www.webex.com/video-conferencing
Company Phone Number: 1-866-229-3239
Cost: $0-$26.95/month.
Features:
- Audio Conference Calling
- Video Conferencing
- Screen Sharing
- Meeting Recording Option
- Mobile and Desktop App
- Participate by Phone or Internet Based App
- Calendar integrations
- Q&A and Raise Hand features
- In-Call Chat (be mindful of public record obligations)
- Call Capacity = 200 participants
- Host Controls
Check out Webex Help Center.
Zoom
This service must initially be set up via computer, but once you have an account you can host both web and/or phone conference calls with the conference call number provided.
Website: https://zoom.us/home?zcid=2478
Company Phone Number: 1-888-799-9666
Cost: $14.99-19.99/month (Free option available but only allows for 40-minute meetings with 3 participants and does not have full functionality).
Features:
- Audio Conference Calling
- Video Conferencing
- Screen Sharing
- Meeting Recording Option
- Mobile and Desktop App
- Participate by Phone or Web
- Call Capacity = 100 participants
- In-Call Chat (be mindful of public record obligations)
- Host Controls
- Closed Captioning (requires a host or participant to live type captions)
Check out Zoom tutorials.
General Tips
Some of these platforms have been experiencing issues when participants try to join a conference call via telephone. Please note that phone bridges and related networks are experiencing increased call volume. Many calls will connect on the first try, but if that is not the case, recommend to participants to dial back in (sometimes multiple times) if the experience issues getting through. Given the circumstances, and to further increase success of calls, here are some tips to help ensure important calls are successful:
- Schedule calls at non-peak times (i.e. 11:20 a.m. versus 11:00 a.m.)
- Schedule calls earlier in the morning (i.e. 8:00 a.m.)
- Schedule calls later in the day (i.e. 4:00 p.m. onward)
- Connect to calls via your web browser, mobile or desktop apps