[Massplanners] Hybrid Meetings

[Nipun Jain]

Very important observation below.
It is nearly impossible to provide tech support, manage the meeting and provide input on the discussion during a public HEARING in a hybrid meeting by just ONE person (the planner). For seamless operations, investment in technology, gear, personnel, staff for pre and post meeting preparation will be needed. Without investment in these resources, smaller communities may find it challenging. It would be better to choose one format – virtual or in person for ease of management and operation.

NIPUN JAIN
Director of Planning
T (978) 388-8110
C (978) 270-9873


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From: MassPlanners <massplanners-bounces at masscptc.org> On Behalf Of Michelle Tyler via MassPlanners
Sent: Thursday, June 8, 2023 12:14 PM
To: Joseph Giniewicz <jginiewicz at westfordma.gov>
Cc: MassPlanners at masscptc.org
Subject: Re: [Massplanners] Hybrid Meetings

One of my "favorite" topics (said tongue in cheek).

Randolph has held hybrid meetings for board members since March 2020. Some meetings have 1 member and other meetings there are 3 members.  We have NEVER been hybrid for public participation specifically because the meeting room and technology aren't arranged to allow all participants (board members, applicants, public) to actually see everything.  Public in-person at a meeting wouldn't have a clear view of the screen where a presentation is made or board members are speaking/acting. Remote participants wouldn't be able to see anything taking place in the meeting room other than the table with their fellow board members.  You can imagine the potential issues!

As to your questions:  there is one person managing all aspects of the meeting - yours truly. No clerical staff, no cable access TV staff, just me. I help the chair run the meeting, pay attention to what's going on, pay attention to the Zoom to allow public speaking as permitted.  We do run these as webinars so it's a bit easier than managing it as a Zoom meeting but is far from ideal.

Have we had technical issues?  No, "we" haven't but occasionally an applicant or other participant has had issues.  The chair decides whether to continue that particular business to a subsequent meeting or handle it in a different fashion.

I've recently had discussions with leadership about what would be necessary to have a true hybrid meeting with members of the public in-person.  It includes additional technology AND support staff. There is no way for one person to manage all of the aspects of a regulatory meeting AND manage the technology involved to ensure adequate access to all participants.  I'm still waiting for resolutions.


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Michelle R. Tyler
Director of Planning
Town of Randolph
781-961-0936
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