Are hybrid meetings the new normal?

By Andra Moss

Following the May 1 expiration of the pandemic-related law giving emergency permission for remote meetings, the Connecticut legislature passed House Bill 5269 giving local boards and commissions the option to continue meeting remotely. The law does not require remote access to meetings; it allows the decision to be made locally whether to meet in-person, fully remotely, or to allow “hybrid” meetings, where some members are physically present but others participate remotely.

Norfolk Now conducted an informal survey of the chairs of Norfolk’s boards and commissions for their thoughts on maintaining the Zoom online platform as a part of community governance. 

Nearly every person interviewed said greater participation in meetings was one positive outcome of the introduction of Zoom meetings during the pandemic. Virtual meetings are seen as more accessible, addressing issues such as health or transportation that can prevent in-person participation. Flexibility—the ability to join virtually from anywhere minutes before a meeting starts—is also noted as a plus. The quality of meetings, said many, improved as the town and committee members became more familiar with using the software. 

Ann DeCerbo, chair of the Board of Education, is “strongly in favor of municipal Zoom meetings.” She reports that they have been running hybrid meetings for quite some time and thinks that it is “a great way to encourage and enable participation for busy board members as well as members of the general public.” An added incentive, she says, is that “the meetings can be recorded and then are available for viewing after the fact. I am 100 percent pro!”

Similarly, Libby Borden says that the Economic Development Commission has been holding remote meetings since the start of Covid and that they “seem to run smoothly and work well. Zoom is extremely convenient for some members of the commission. . . . I personally think hybrid is the way to go.”

The Norfolk Historic District Commission has not held a fully remote or hybrid meeting, reports Mike Halloran. He shared his concern, however, that “town meetings I have attended with Zoom are difficult at best for all participants. We do not have the proper technology to run an effective meeting.”

Town Hall currently does not have the technology to facilitate a hybrid meeting, but First Selectman Matt Riiska notes that the Hub has invested in “the Owl,” a device used by groups on-site to connect with remote participants via Zoom. It provides a 360-degree view of the room and enhanced audio. Jen Pfaltz, manager at the Hub, encourages those planning a hybrid meeting to request the Owl. “There are different ways to configure a hybrid meeting,” she says. The Hub will reach out in advance to ensure that “whatever technology is needed for the meeting is ready to go.”

Tom Fahsbender, chair of the Planning and Zoning Commission (P&Z), has significant experience using the Owl to teach but isn’t quite as enthusiastic. “A full Zoom works pretty well,” he says, “but hybrid is tough—making that connection between them. There’s often a sound problem or a time lag problem. It is technically difficult and not satisfying for anyone.” The members of the P&Z have been meeting in person for months, but in considering public meetings, Fahsbender leans toward an online option. “If we get to the point where enough people can’t come to a meeting, we should just go full remote,” he says. At least for P&Z public meetings, “people who can’t attend can read minutes, see a recording and give feedback that way.” 

Chair Michael Sconyers says the Board of Finance (BoF), fully remote during the shutdown, is back to in-person meetings for the board and its public meetings, but it is exploring how to add remote participation for future meetings. This may take some time, and the board is working with the Board of Selectmen to identify how this could work. The BoF welcomes participation in its meetings by the public, and Sconyers says they will pursue this opportunity to make it possible.

Time will tell whether Zoom meetings remain a staple of town meetings or if technology further develops to allow for easier and more satisfying hybrid experiences. More than two years after Covid-19 upended personal and public life, the many dedicated volunteers responsible for Norfolk’s effective town government all seem to agree that coming together, however it happens, is both the goal and the reward.