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Type 2 Virtual BCC Meetings
Type 2 meetings are public facing, generally do not attract significant numbers of public registrants, do not need to be live streamed, are not required to record for playback, and can be facilitated by BCC City staff.
Training
All BCC City staff must receive Type 2 Meeting Host Training prior to facilitating meetings. Two BCC City staff members must be trained for each Board, Commission, or Committee (including subcommittees and workgroups). Once you have received Type 2 Host Training, you will be responsible for training your chairperson and members of the Board, Commission, or Committee.
Type 2 Virtual Meeting Host Training
Virtual BCC Meeting licenses are for Virtual Board, Commission, & Committee meetings only. They are not to be used for staff meetings, or public information meetings. Information Technology will assign licenses once staff are trained.
Meeting Process
If your meeting body has not met virtually yet, please complete the Initial Setup steps below.
Schedule in Outlook Calendar
To ensure that all Virtual BCC Meetings run smoothly and that our BCC Host logins are not in conflict, please use the following criteria when scheduling on the Outlook calendars.
- Schedule your meeting on the Outlook Calendar immediately after the date and time are determined.
- Include 1-hour buffers before and after the scheduled meeting time on your Outlook Calendar reservation.
- Review the Type 2 Meetings Outlook Calendar Guidelines.
Create Zoom Meeting & Send Invitations
Using an assigned BCCHost license, create your Zoom meeting and invite attendees.
Zoom Login page- Video: Creating a Zoom Meeting & Sending Invitations
- Review the Type 2 Virtual Meeting Host Manual for detailed instructions.
Notify Clerk's Office
Use the Clerk's Email Template and email it to meetings@cityofmadison.com.
See Step 6 of the Prior to the Meeting section of the Type 2 Virtual Meetings Process for more information.
Create Meeting Agenda
Email the Agenda URL (Legistar link) and Agenda Item Description to meetings@cityofmadison.com.
- Video: Agendas
- Review the Type 2 Virtual Meetings Agenda Template for a sample agenda.
- Review the updated Virtual Meetings Agenda Guidelines.
Create the Agenda Cross-Reference List
Create the Cross-Reference List immediately after the agenda is finalized. Instructions are in the middle tab of the Spreadsheet document.
Email your Cross-Reference List to appsdev@cityofmadison.com. Please fully complete the table (or not at all), as any missing items will be rejected by the online registration form.
Hold the Meeting
Immediately before the meeting, send the Registration Report PDF to the members of the body. Follow established meeting procedures, using the report to call on members of the public.
Registration
Facilitating Tech During the Meeting
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Review Type 2 Virtual Meeting Script. This document will also help with Robert’s Rules.
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Review the Type 2 Virtual Meeting Host Manual.
Create Meeting Minutes
After the meeting, export and attach the Registration Report to your meeting minutes.Publish Meeting Recording
Publish the meeting recording on Mediasite: media.cityofmadison.com/Mediasite/MyMediasite
Initial Setup
If your meeting body has not met virtually yet, please request a meeting email address at least three weeks prior to your first meeting. This is a one-time setup.
To request an email address, email the below information to helpdesk@cityofmadison.com:
- Request a Shared Inbox.
- Name of email address for the Shared Inbox, using the Naming Convention Guidelines.
- List of staff members that need access to the inbox.
Watch Video: Contact Email for best practices on creating a new email address.
All public comment emails received at this email address must be sent to members of the body prior to the meeting.
Resources
*Note: All linked videos and documents are to supplement training, but do not replace formal training with the IT Media Team.
Temporary Type 1 Classification Guidelines
Type 2 BCCs may be granted Type 1 status for a specific meeting under the following circumstances:
- A meeting will cover an agenda item that may attract broad public participation.
- A meeting requires stricter security measures.
Requests for temporary Type 1 classification of a specific meeting must be submitted at least one (1) month before the scheduled meeting date. Please email these requests to meetingsupport@cityofmadison.com.
Recording
Staff are pre-approved by IT and City Attorney to record Type 2 Meetings. BCC chairs have the legal authority to determine whether or not meetings are recorded, we recommend consulting with your BCC chairperson prior to recording the meeting. All Type 2 Meeting recordings are facilitated by BCC staff.