A woman with a shocked expression on her face stares at a computer screen. Her hands are on her cheeks.

Why Zoom and Video Meeting Platforms Still Matter for Public Meetings in 2025

The shift to virtual and hybrid meetings is here to stay. For municipal clerks, Zoom and similar platforms remain essential tools for running accessible, transparent, and efficient public meetings. Here’s why these platforms are still a core part of local government—and how you can keep your meetings secure while staying compliant with open meetings laws.

Making Public Meetings More Accessible

Video meeting platforms have opened the doors to broader public participation. Residents who might not have been able to attend in person—due to work, family, health, or travel—can now join from anywhere. This increased accessibility leads to more community engagement and a more transparent government process. Open meetings laws and recent legislative updates require that public meetings be accessible in real time, whether in person or via “adequate, alternative means” such as telephone or internet-enabled video conferencing.

Boosting Efficiency and Sustainability

Virtual meetings reduce the need for physical space, printed materials, and travel, saving both time and resources. Digital agendas and minutes streamline record-keeping and make it easier to comply with public records requirements.

Modern Features for Better Meetings

Platforms like Zoom now offer robust features: high-quality video and audio, breakout rooms, chat, and even AI-powered tools for summaries and action tracking. Integration with other productivity tools helps clerks coordinate and share documents seamlessly. Accessibility requirements are also evolving, with new rules ensuring video conferencing platforms provide features like captioning and sign language interpretation for people with disabilities.

Best Practices for Preventing “Zoom Bombing”—Without Violating Open Meetings Laws

Security is a real concern, but so is public access. Open meetings laws require that public meetings remain open to all members of the public for the duration of the meeting. That means you cannot use features that block access—like “locking” a meeting—while the meeting is in session. (Check with your state’s Open Meetings Law or your municipal attorney for specifics)

Here’s how to keep your meetings safe and compliant:

  • Use Waiting Rooms: Screen participants before they enter, but continue to admit the public throughout the meeting. Do not deny entry to legitimate attendees during the meeting.

  • Require Registration or Authentication: Ask attendees to register or authenticate, but provide clear instructions and assistance so no one is unfairly excluded.

  • Limit Screen Sharing: Only allow the host or designated presenters to share their screens.

  • Mute Participants on Entry: Prevent accidental disruptions by muting everyone as they join. Unmute as needed for public comment.

  • Monitor Actively: Assign co-hosts or moderators to watch for disruptive behavior and remove only those who are causing issues—not general attendees.

  • Keep Software Updated: Ensure everyone uses the latest version of your meeting platform for the best security.

  • Educate Attendees: Remind participants about meeting etiquette and how to report any issues.

Important: Never use the “lock meeting” feature or any tool that blocks public access while the meeting is ongoing. Open meetings laws require that anyone from the public can join at any time during the session.

Wrapping Up

Zoom and other video meeting platforms are here for the long haul, making public meetings more accessible and efficient. By following these best practices, you can keep your meetings secure, inclusive, and fully compliant with open meetings laws in 2025.