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VIRGINIA FREEDOM OF INFORMATION ADVISORY COUNCIL
COMMONWEALTH OF VIRGINIA


Electronic Meetings Reporting Requirements Pursuant to the Virginia Freedom of Information Act

Background: Section 2.2-3708 of the Virginia Freedom of Information Act (FOIA) allows state public bodies to hold public meetings via electronic means (e.g., teleconference or videoconference). The section also requires that public bodies that hold these meetings report certain information by December 15 of each year to the Virginia Freedom of Information Advisory Council (FOIA Council) and the Joint Commission on Technology and Science (JCOTS). The purpose of the report is to inform these two legislative bodies about the use of technology in conducting public meetings, in order to evaluate the effectiveness of the electronic meeting provisions and make recommendations for amendments, as needed.

For the sake of convenience, the FOIA Council and JCOTS have created the following form to assist state public bodies in fulfilling this reporting requirement (note that it is not mandatory to use this form):

ELECTRONIC MEETINGS ANNUAL REPORT

Instructions: In addition to the total number of electronic meetings held annually, certain other information must be provided regarding each electronic meeting held, including a copy of the meeting agenda. The form is designed to provide all of the reporting information needed for one electronic meeting. You will need to fill out one copy of the form for each electronic meeting held by the public body during the preceding year.

After you have downloaded the form from the link above, please copy the form as necessary, depending on the actual number of electronic meetings held. Feel free to copy and paste the form multiple times within a single electronic file. If you need additional space to answer, please do not hesitate to adjust the format of the form (electronically) or add additional sheets (hardcopy). After downloading and completing the reporting form, please send the completed report to the FOIA Council and JCOTS (either a printed copy or as an e-mail attachment).

Additionally, as of July 1, 2013, public bodies holding electronic meetings are required to make available to the public a public comment form. A sample form is provided below:

ELECTRONIC MEETINGS PUBLIC COMMENT FORM

Physical and electronic mailing addresses for both the FOIA Council and JCOTS follow:

Virginia Freedom of Information Advisory Council
General Assembly Building, Second Floor
201 North 9th Street
Richmond, Virginia 23219
foiacouncil@dls.virginia.gov

Joint Commission on Technology and Science
General Assembly Building, Second Floor
201 North 9th Street
Richmond, Virginia 23219
jcots@dls.virginia.gov

For your convenience, you may send an electronic message to both the FOIA Council and JCOTS simultaneously by clicking on the link below (please do not forget to attach a completed copy of the report to the message):

SUBMIT REPORT VIA E-MAIL

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