[Massplanners] Hybrid Meetings

Fri Jun 9 09:50:46 EDT 2023

I whole-heartedly agree.  I did try to host “hybrid” meetings in 2021 after we returned to “in person” board meetings.  I invested a little under $200 in equipment to enable those at home to see/hear the board and for the board to be able to hear Zoom users.  I am the only staff person at our Planning Board and Zoning Board of Appeals meetings.  After several meetings I had to admit I just couldn’t do it.   Aside from the sound and video issues, I was getting emails and texts from those at home who were having difficulty using Zoom.  I had applicant’s engineers using Zoom that we could barely hear.  Then the members started to take advantage of Zoom and I would have members mixed in with public users while trying to conduct a public hearing.  We are also televised live on local cable which introduced another problem for the camera crew to be able to see/hear all users adequately.

It was plausible that one night I might show up with all my equipment and not have any board members in attendance – just me running the equipment in an empty room with all members/public using zoom.

We do have to think of all the possibilities and come up with a plan for how to move forward to allow hybrid meetings.  A planner is usually a jack/jill of all trades, and I know I can figure out how to set something up to make hybrid meetings work, but there’s too many chances for possible open meeting violations if members of the public cannot hear/see what is going on at the public hearings/meetings.

Meanwhile, I will continue to advocate for the town to invest in the necessary gear/technology/staff necessary make hybrid meetings possible.   We are due to move into our new Town Hall sometime in 2025 – and we have asked for the newest technology for our meeting room, so I’m hoping that will facilitate conducting hybrid meetings.

Katrina O'Leary, AICP
Middleton Town Planner
195 North Main Street     Middleton, MA   01949     PH: (978)777-8917
When responding, please be aware that the Massachusetts Secretary of State has determined that most email is public record and, therefore, cannot be kept confidential.

From: MassPlanners <massplanners-bounces at masscptc.org> On Behalf Of Nipun Jain via MassPlanners
Sent: Thursday, June 8, 2023 12:25 PM
To: Michelle Tyler <mtyler at randolph-ma.gov>; Joseph Giniewicz <jginiewicz at westfordma.gov>
Cc: MassPlanners at masscptc.org
Subject: Re: [Massplanners] Hybrid Meetings

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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<mailto: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<mailto:jginiewicz at westfordma.gov>>
Cc: MassPlanners at masscptc.org<mailto: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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