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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 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). The purpose of the report is to inform us 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, we have created the following form to assist 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 (either a printed copy or as an e-mail attachment). [Please note that this form used to be sent to the Joint Commission on Technology and Science (JCOTS) as well as the FOIA Council, but the requirement to report to JCOTS was removed effective July 1, 2017.]

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 the FOIA Council are as follows:

Virginia Freedom of Information Advisory Council
Pocahontas Building
900 E. Main Street
Richmond, Virginia 23219
foiacouncil@dls.virginia.gov

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