<html><head><meta http-equiv="content-type" content="text/html; charset=utf-8"></head><body dir="auto">To all,<div><br></div><div>We’ve had very good results with a hybrid meetings. The Board admin runs the zoom meeting. We have a large TV monitor in front of the Board members so they can see and hear people on zoom and call upon them when the want to speak. It works the same way for applicants. Our local cable is live streaming the meetings and logged into zoom so when they are speaking they on seen on live stream. The local cable is which back and forth from remote cameras mounted on the wall in the meeting room. </div><div><br></div><div>It’ been extremely beneficial in so many ways. One member had a major ski accident and hasn’t been able to attend in person since February. The Board didn’t lose him at all. Not to mention members so have had to attend remotely being out of area on business. </div><div><br></div><div>On a side note, the Town is working on Master Plan and hybrid has been very helpful there as well.</div><div><br></div><div>As the saying goes you don’t miss what you don’t have but now that we have it I would hate to not have it anymore. I’m glad it was extended.</div><div><br></div><div>As many have said you need dedicated staff to make it work. One person can’t do it effectively.</div><div><br></div><div>Best,</div><div><br></div><div>Rich McCarthy</div><div>Town Planner</div><div><br></div><div><br><br><div dir="ltr">Sent from my iPad</div><div dir="ltr"><br><blockquote type="cite">On Jun 9, 2023, at 8:54 AM, Nipun Jain via MassPlanners <massplanners@masscptc.org> wrote:<br><br></blockquote></div><blockquote type="cite"><div dir="ltr">
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<p class="MsoNormal">Very important observation below. <o:p></o:p></p>
<p class="MsoNormal">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.<o:p></o:p></p>
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<p class="MsoNormal"><b><span style="font-family:"Arial",sans-serif;color:#0079AC">NIPUN JAIN</span></b><span style="font-family:"Arial",sans-serif;color:#444444"><br>
</span><b><span style="font-family:"Arial",sans-serif;color:black">Director of Planning</span></b><span style="font-family:"Arial",sans-serif;color:#444444"><o:p></o:p></span></p>
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388-8110<br>
</span><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#118ACB;background:white">C</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#118ACB;background:white"> </span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:black;background:white">(978)
270-9873</span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#118ACB;background:white"><br>
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<p class="MsoNormal"><b>From:</b> MassPlanners <massplanners-bounces@masscptc.org>
<b>On Behalf Of </b>Michelle Tyler via MassPlanners<br>
<b>Sent:</b> Thursday, June 8, 2023 12:14 PM<br>
<b>To:</b> Joseph Giniewicz <jginiewicz@westfordma.gov><br>
<b>Cc:</b> MassPlanners@masscptc.org<br>
<b>Subject:</b> Re: [Massplanners] Hybrid Meetings<o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">One of my "favorite" topics (said tongue in cheek).<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">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
<b><i>in</i></b> the meeting room other than the table with their fellow board members. You can imagine the potential issues!<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">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. <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">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.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Tahoma",sans-serif;color:black">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.<o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-family:"Tahoma",sans-serif;color:blue">Michelle R. Tyler</span></b><o:p></o:p></p>
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<p class="MsoNormal"><b><span style="font-family:"Tahoma",sans-serif;color:blue">Director of Planning</span></b><o:p></o:p></p>
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<p class="MsoNormal"><b><span style="font-family:"Tahoma",sans-serif;color:blue">Town of Randolph</span></b><o:p></o:p></p>
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<p class="MsoNormal"><b><span style="font-family:"Tahoma",sans-serif;color:blue">781-961-0936</span></b><o:p></o:p></p>
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<p class="MsoNormal"><i><span style="font-size:7.5pt;color:#222222">Please be advised that the Massachusetts Secretary of State considers e-mail to be a public record, and therefore subject to the Massachusetts Public Records Law, M.G.L. c. 66 § 10.</span></i><o:p></o:p></p>
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Notice: Please be aware the Massachusetts Secretary of State has determined that most emails to and from the City of Amesbury are public records and therefore cannot be kept confidential.<br>
<a href="https://malegislature.gov/Laws/GeneralLaws/PartI/TitleX/Chapter66/Section10/">MGL: Chpt.66, Sec.10 Public Records Law.</a>
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