Remote Participation Policy
approvedStatus set at Planning Commission Regular Meeting/Work Session on Jan 12, 2026 · ▶ watch the moment
- Proposed
- Under review
- approvedJan 12, 2026
Summary
The Remote Participation Policy governs how members of the City Council and Planning Commission may participate in meetings remotely, operating under the authority of Code of Virginia Sec. 2.2-3708.2 and 2.2-3708.3. The Planning Commission first adopted a revised policy on January 13, 2025 (7:0), incorporating two state-code-driven changes from 2024: an annual review requirement and updated rules on when remote attendees count toward a physical quorum. Because state code requires annual re-adoption by any board or commission wishing to continue allowing remote participation, the Planning Commission re-adopted the policy unchanged on January 12, 2026 (5:0). At the City Council level, the policy has been applied repeatedly through individual meeting-specific authorizations for councilmembers citing personal circumstances, with approvals recorded on October 7, 2025; March 17, 2026; July 7, 2026; and July 14, 2026, among others. Several additional authorization requests for Councilmembers Amos, Peterson, McQuillen, and others were scheduled at special meetings in August and October 2025, and October 2025, though no recorded outcomes are available for those sessions.
Open questions & options on the table
- No outcome has been recorded for the August 26, 2025 special meeting consideration of remote participation for Councilmember Amos.
- No outcome has been recorded for the August 29, 2025 special meeting consideration of remote participation for Councilmember Amos.
- No outcome has been recorded for the October 13, 2025 special meeting consideration of remote participation for Councilmember Peterson.
- No outcome has been recorded for the October 14, 2025 special meeting consideration of remote participation for Councilmembers McQuillen and Peterson.
- No outcome has been recorded for the July 27, 2026 Planning Commission consideration of remote participation for Commissioner James Feather (transcript suggests it passed unanimously, but no minutes or actions report is available to confirm).
- The Planning Commission will be required to conduct its next annual review and re-adoption of the Remote Participation Policy, as mandated by state code.
What members have said
At the July 28, 2026 City Council meeting, Councilmember Hall thanked colleagues for their flexibility with the remote participation policy, citing personal circumstances involving their father as the reason for needing remote access.
Positions as recorded in meeting minutes; votes without recorded comment aren’t summarized.
Discussion time
Minutes of named discussion per transcribed meeting.
Full history
[5c] The revised Remote Participation Policy was adopted 7:0, incorporating two state-code-driven changes: an annual review requirement and updated rules on when remote attendees count toward a physical quorum.
passedMotion to adopt the revised planning commission remote participation policy as provided in attachment one of the staff memorandum dated January 13, 2025[2] A motion for remote participation under Code of Virginia Sec. 2.2-3708.2 was placed on the agenda; no outcome recorded yet.
[2] Remote participation authorization under Code of Virginia Sec. 2.2-3708.2 was scheduled for a vote at this special meeting.
[2] Council voted unanimously to allow remote participation under this provision, with Councilmember Bates absent.
passedApproval of remote participation by Councilmember Hall pursuant to Code of Virginia Sec. 2.2-3708.2.· Bates[2] The council was scheduled to consider authorizing remote participation for Councilmember Peterson at this special meeting.
[2] The council was scheduled to consider authorizing remote participation for two councilmembers pursuant to Code of Virginia Sec. 2.2-3708.2.
[5d] The Planning Commission adopted its Remote Participation Policy as provided in Attachment 1 of the January 12, 2026 staff memorandum (5:0), with no changes from the prior version; annual adoption is required by state code for commissions wishing to allow remote participation.
passedAdoption of Planning Commission Remote Participation Policy as provided in Attachment 1 of the staff memorandum dated January 12, 2026.[2] The Council approved remote participation for Councilmember McQuillen under the authority of Code of Virginia Sec. 2.2-3708.2 and City Council adopted policy.
passedMotion to approve Councilmember McQuillen's request for remote participation pursuant to Code of Virginia Sec. 2.2-3708.2.✓ Bates✓ Hall✓ Hardy-Chandler✓ Peterson· Amos[2] Council approved 4-0 to allow Councilmembers Hall and McQuillen to participate remotely in the meeting pursuant to Code of Virginia Sec. 2.2-3708.3.
passedMotion to approve remote participation by Councilmembers Hall and McQuillen pursuant to Code of Virginia Sec. 2.2-3708.3.[Pre-2/4] Council unanimously approved remote participation for Councilmembers Hall and McQuillen at the July 14, 2026 regular meeting pursuant to Code of Virginia Sec. 2.2-3708.3.
passedApprove remote participation by Councilmembers Hall and McQuillen pursuant to Code of Virginia Sec. 2.2-3708.3.[1a] The Remote Participation Policy was the basis for considering Commissioner Feather's request to participate remotely at this meeting.
Discussed alongside
Topics that come up in the same meetings.