Portola Valley adopts SB 77 teleconference rules, requires posting space for community translations

Portola Valley moved to implement changes required by the state’s SB 77, adopting a telephonic/internet disruption policy for council meetings and installing a physical posting board for community‑submitted translated agendas.

Veronica, the town clerk, explained that the disruption policy requires the council to recess and make "good faith" efforts to restore remote access; the recess must be at least one hour or until service is restored. If service cannot be restored after an hour, the council must either adjourn or reconvene and adopt a roll‑call finding that reasonable efforts were made and that continuing the meeting in person outweighs the public interest in maintaining remote access. "The recess must be at least for one hour or until service is restored," Veronica said.

The second required measure creates a freely accessible posting board adjacent to the town’s existing agenda posting location where members of the public may post their own translations of council agendas. Staff emphasized the town will not be responsible for the content or accuracy of third‑party translations.

Council also considered and approved an optional, separate authorization allowing eligible advisory subsidiary bodies to meet fully remotely if council finds remote participation "would enhance public access and participation" and if committee meetings meet several operational requirements: at least one staff member physically available at a public location, remote members visible on camera, and a formal process for advisory bodies to submit recommendations to council. Council members raised questions about which bodies qualify (the statute excludes decision‑making bodies and several topics such as budgets and police oversight), the practical burden of requiring a staff member to be physically present, and the prospect of committees flooding the council with rapid recommendations; staff said the authorization is optional, can be reauthorized every six months, and can be amended later.

Why it matters: the rules are meant to balance remote access with public accountability. Council members said the policy highlights the need to improve the town’s AV and backup systems so disruptions are less frequent; several members urged pursuing battery backups and more resilient equipment for the schoolhouse. The council adopted the disruption policy and the subsidiary‑body authorization by roll‑call votes of 5–0.

Next steps: staff will install the physical posting board and finalize administrative language for the disruption policy and the advisory‑body authorization; council will re‑evaluate the subsidiary‑bodies authorization in six months.