EmployeeNet

Schedule Meetings

Schedule the Meeting

• Create the meeting in Legistar.
• Create the meeting in the Meeting Schedule.

Notify the Media Team

• Send your meeting date and time to meetingsupport@cityofmadison.com. The IT Media Team will send you information about the Zoom meeting and streaming/broadcast details.
• Add the Zoom meeting URL, phone number, and webinar ID to Meeting Schedule.

View detailed information about scheduling meetings.

Create Meeting Agenda

Publish the agenda, and create the Cross-Reference List and Agenda Item Description. Make the following updates:

1. Meeting Schedule: Add the Agenda and Agenda Item Description to the Meeting Schedule.
2. Cross-Reference List: Upload the Cross-Reference List through the Meeting Schedule application, or using the Cross-Reference Upload Tool. You need to be on the City network.

View detailed information about publishing agendas.

Send Staff Panelist List

Email a list of staff that need meeting invitations to meetingsupport@cityofmadison.com.

Hold the Meeting

Before the meeting, send committee members:

• All public comment emails sent to the committee email address.
• A PDF of the Registration Report.

Follow established meeting procedures, using the Report to call on members of the public.

Minutes & Recording

• Immediately after the meeting, export the Registration Report as a PDF.
• Create Minutes in Legistar. Attach the Registration Report PDF.
• Add a link to the meeting recording to Legistar, in the Media field.
• After the minutes are approved, add link to the minutes in Meeting Schedule.