[Massplanners] Hybrid Board Meetings

[Tim Czerwienski]

We've gotten into a good groove with hybrid meetings. Our higher profile boards (Select Board, Planning Board, Warrant Committee, School Committee) use the Zoom Webinar product. This allows a good measure of control over remote meeting participants; unless you're designated as a panelist or explicitly enabled to speak, you're a view-only participant (no camera, no mic).

Each of our conference rooms is outfitted with a large video screen. Materials are presented through the Share Screen function on Zoom; either staff or applicants will bring up materials on their laptop and share it on Zoom, which is also on the large presentation screen in the room.

When there's an opportunity for public comment, we ask remote participants to use the Raise Hand function, which creates a queue in the Participants list. Staff usually monitors this, while the chair keeps an eye on in-person participants who want to speak.

Our local access television team handles the recording and live-streaming of meetings.

Tim Czerwienski, AICP
Director of Planning & Community Development
Town of Milton | 525 Canton Avenue | Milton, Mass. 02186 | 617-898-4847

From: MassPlanners <massplanners-bounces at masscptc.org> On Behalf Of Cassandra Thayer via MassPlanners
Sent: Wednesday, September 11, 2024 3:18 PM
To: massplanners at masscptc.org
Subject: [Massplanners] Hybrid Board Meetings

[External Email- Use Caution]
Good Afternoon All,

I'm looking for input from those communities who have implemented a hybrid format for their Planning and/or Zoning Board meetings. Cohasset's Boards would like to switch from fully virtual to hybrid, but we've struggled with how best to be able to share applicant materials to both those in person and those online. Any pros/cons, tips & tricks, or equipment recommendations would be helpful.

Best,

[cid:image001.jpg at 01DB045F.7C3EB450]
Cassandra Thayer
Town Planner
Pronouns: she/her

Phone: 781-733-7045
Email:cthayer at CohassetMA.gov<mailto:cthayer at CohassetMA.gov>

41 Highland Ave
Cohasset, MA 02025
www.cohassetma.org<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.cohassetma.org_&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=EaWBFhlgouCM-eqEWgXO8um7Dw-706JXLWQdmGem7AY&m=DwatibdwHVBAb4EAWw3dLI9s5NFJVwlTOah8ezH_UKouuz6AULcJe_8tK_b0xN22&s=I6dMFqhtgpDn-Q4BCwC9TUoXvgOD5WS77Yk5IfDGMIo&e=>
[Facebook]<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.facebook.com_townofcohasset&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=EaWBFhlgouCM-eqEWgXO8um7Dw-706JXLWQdmGem7AY&m=DwatibdwHVBAb4EAWw3dLI9s5NFJVwlTOah8ezH_UKouuz6AULcJe_8tK_b0xN22&s=GwXHEkH1bUy7VCJPGLIVtf1Cmp-KhXKWNDdMsNSaI-k&e=>  [cid:image003.png at 01DB045F.7C3EB450] <https://urldefense.proofpoint.com/v2/url?u=https-3A__www.youtube.com_user_TownofCohasset&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=EaWBFhlgouCM-eqEWgXO8um7Dw-706JXLWQdmGem7AY&m=DwatibdwHVBAb4EAWw3dLI9s5NFJVwlTOah8ezH_UKouuz6AULcJe_8tK_b0xN22&s=90NII7QHnuTgRZhXJzewrxkPQttFQ-IQZ9brT1-pjpo&e=>
Book an appointment with me<https://urldefense.proofpoint.com/v2/url?u=https-3A__outlook.office.com_bookwithme_user_0fd97ed753a7451d99b1cef98822fbfb-40cohassetma.gov_meetingtype_MrO6NJR96UCXwErxU3FOiQ2-3Fanonymous-26ep-3Dmlink&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=EaWBFhlgouCM-eqEWgXO8um7Dw-706JXLWQdmGem7AY&m=DwatibdwHVBAb4EAWw3dLI9s5NFJVwlTOah8ezH_UKouuz6AULcJe_8tK_b0xN22&s=CunK8noM1g5cJU2Hyrl5C0vSM4zOBkx5-Gd7vjfbdwk&e=>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://masscptc.org/pipermail/massplanners_masscptc.org/attachments/20240911/7a192009/attachment.htm>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.jpg
Type: image/jpeg
Size: 8758 bytes
Desc: image001.jpg
URL: <http://masscptc.org/pipermail/massplanners_masscptc.org/attachments/20240911/7a192009/attachment.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.jpg
Type: image/jpeg
Size: 872 bytes
Desc: image002.jpg
URL: <http://masscptc.org/pipermail/massplanners_masscptc.org/attachments/20240911/7a192009/attachment-0001.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.png
Type: image/png
Size: 1228 bytes
Desc: image003.png
URL: <http://masscptc.org/pipermail/massplanners_masscptc.org/attachments/20240911/7a192009/attachment.png>