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  1. City of Madison
  2. EmployeeNet
  3. Information Technology
  4. Training & Support
  5. Virtual Board, Commission, & Committee Meetings
  6. Type 2 Virtual BCC Meetings
Coronavirus (COVID‑19) Updates

Get the latest Employee Updates, information on working from home, policies, and data related to COVID-19.

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.

  1. 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.
    • Review the Type 2 Meetings Outlook Calendar Guidelines.
  2. Create Zoom Meeting & Send Invitations

    Using an assigned BCCHost license, create your Zoom meeting and invite attendees.

    Zoom Login page
    • Fill in these required fields for each meeting:

      • Topic: Government Body: Meeting of Date (do not use acronyms)
        • (e.g., Public Safety Review Committee: Meeting of October 29, 2020)
      • When: Select the date and time of your meeting (use official start time, do not include buffers)
      • Duration: Ballpark estimate of how long the meeting will last
      • Import to Mediasite: Yes
      • Publish to: BCC_Meeting
    • Review the Type 2 Virtual Meeting Host Manual for detailed instructions.
  3. Notify Clerk's Office

    Email the Clerk's Office or email meetings@cityofmadison.com the following information.

    • Name of Meeting:
    • Date & Time:
    • Allow online registration? Yes.
    • Is this meeting being broadcast live on Madison City Channel? No.
    • Will the meeting be livestreamed? No.
    • Online Meeting URL: (AKA “Zoom Invite Link”)
    • Meeting Phone Number:
      (877) 853-5257 (Toll Free)
      Zoom Meeting ID:
    • Legistar Agenda Link:
  4. Create Meeting Agenda

    Email the Agenda URL (Legistar link) and Agenda Item Description to meetings@cityofmadison.com.

    • Review the Type 2 Virtual Meetings Agenda Template for a sample agenda.
    • Use whole numbers for each item on the agenda (i.e., no letters or decimals).

    • Limit each agenda item to one Legistar file.

    • When amending an agenda, do not change the numbering of items that were on the initial agenda.

    • Every BCC needs to offer a public comment period at the beginning of its agendas.

      • This item should have its own agenda item and Legistar file ID.

    • For more information, please review the Virtual Meetings Agenda Guidelines.

  5. 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.

  6. 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
    • Video: Public Registration (back end)

    Facilitating Tech During the Meeting
    • Video: Interface, Your role, Meeting Functions

    • Review Type 2 Virtual Meeting Script. This document will also help with Robert’s Rules.

    • Review the Type 2 Virtual Meeting Host Manual.

  7. Create Meeting Minutes

    After the meeting, export and attach the Registration Report to your meeting minutes.
  8. Publish Meeting Recording

    Publish recording link in Legistar.
    • View the Recording Link in Legistar Tip Sheet for more information.

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.

  • Type 2 Virtual Meetings Process
  • Type 2 Facilitator's Checklist
  • Type 2 Shared Login Policy

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.

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  • Phone: (608) 261-9670
  • meetingsupport@cityofmadison.com
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