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Virtual Neighborhood Meetings
As the City continues to grow and adapt our virtual meetings processes, we have identified the need for Zoom accounts designated specifically to virtual neighborhood meetings. Two Zoom accounts are available for facilitating virtual neighborhood meetings for Common Council.
These Zoom accounts are for official City business only. Any meetings that are not sponsored by the City of Madison (e.g., neighborhood associations, non-profit organizations, schools, etc.) should not use these accounts for meetings.
Examples of Neighborhood Meetings
- Neighborhood meetings on a development project in an Alder’s district.
- Neighborhood meetings on traffic safety issues.
- Neighborhood meetings on public transportation.
Training
While not required, training is highly recommended to successfully facilitate your Virtual Neighborhood Meeting. Training will provide the tools, resources and knowledge necessary for you to hold meetings independently, without IT support.
GET TRAINING
Meeting Process
Request a Virtual Neighborhood Meeting
- An Alder or City staff person sends a request to Council staff for a neighborhood meeting.
Schedule the Meeting
- Council staff coordinate with City agency staff, Alder(s), and the Zoom Outlook Calendar accounts to schedule the neighborhood meeting.
- Once a time and date are selected, Council staff will reserve the time in the Neighborhood Meeting Outlook Calendar account.
Council Staff Schedule Zoom Meeting
- Once a time and date are reserved, Council staff will schedule the neighborhood meeting in Zoom with the available account.
- Council staff will use the council@cityofmadison.com account to schedule the Neighborhood meeting in Zoom.
- Remember to make sure to enable the Zoom registration for the meeting. The registration link is used to invite residents to participate in the meeting. Alders can also post the link to their blog, send in postcards, etc.
- If you wish to create a shortened registration URL, please send requests to webadmin@cityofmadison.com. IT staff will assist best practices on shorten URLs.
- Council staff will send the account login information to City staff so that they can host the meeting.
- Once a time and date are reserved, Council staff will schedule the neighborhood meeting in Zoom with the available account.
Hold the Meeting
- City staff log into the designated neighborhood meeting account to host the meeting.
Meeting Recordings
- Neighborhood meetings are pre-approved for recording. If the meeting is being recorded, the host will click Record on the control panel. If the neighborhood meeting is going to be recorded, staff will need to notify IT at itmediateam@cityofmadison.com the following:
- Title of the meeting
- Time and date of the meeting
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These steps will ensure that the recording is publicly accessible on Mediasite after the meeting has concluded. Unless requested, recordings will not be published on YouTube. IT staff will email the recording link to the Alder, Council Office and City staff for promoting the Neighborhood meeting.
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- Neighborhood meetings are pre-approved for recording. If the meeting is being recorded, the host will click Record on the control panel. If the neighborhood meeting is going to be recorded, staff will need to notify IT at itmediateam@cityofmadison.com the following:
Technical Support
We want to empower City staff to be autonomous in facilitating virtual neighborhood meetings with training resources and step-by-step instructions, so that staff do not need IT assistance to have a meeting. If technical support is required, staff can contact Zoom support directly.
Zoom Support
You will need your personal meeting ID and host key to place a service request.
https://support.zoom.us/hc/en-us
Phone: 1 (888) 799-9666 ext. 2.