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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link=blue vlink=purple><div class=WordSection1><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>Hi Colleen,<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>It’s been a while since we held a zoom executive session, however we had success using the following system. We would schedule two zoom sessions for the same time. One webinar and one meeting. We would open the public meeting in the webinar format. The Board members are promoted to panelists and the public is able to watch the meeting. The Board votes to enter the executive session and then notifies the public (if any) that the public meeting will not be resumed upon conclusion of the Executive Session. That webinar is then closed. A second private zoom meeting is opened; there are no panelists or attendees but all board members are admitted.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>Hope this helps!<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>Regards,<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>Stephanie<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>Stephanie Davies<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>Senior Land Use Planner<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>City of Attleboro<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>77 Park Street<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>Attleboro, MA 02703<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'>508.223.2222, ext. 3144</span><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'><o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><b><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'>From:</span></b><span style='font-size:11.0pt;font-family:"Calibri",sans-serif'> MassPlanners <massplanners-bounces@masscptc.org> <b>On Behalf Of </b>Colleen Canning via MassPlanners (massplanners@masscptc.org)<br><b>Sent:</b> Thursday, August 03, 2023 10:46 AM<br><b>To:</b> massplanners@masscptc.org<br><b>Subject:</b> [Massplanners] Virtual Executive Session<o:p></o:p></span></p><p class=MsoNormal><o:p> </o:p></p><div><p style='margin:0in;margin-bottom:.0001pt'><span style='font-size:11.0pt;font-family:"Arial",sans-serif;color:black'>Re: Virtual Executive Session </span><o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p style='margin:0in;margin-bottom:.0001pt'><span style='font-size:11.0pt;font-family:"Arial",sans-serif;color:black'>Hi Planners, </span><o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p style='margin:0in;margin-bottom:.0001pt'><span style='font-size:11.0pt;font-family:"Arial",sans-serif;color:black'>I would like to hear about successful experiences holding fully virtual executive session.</span><o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p style='margin:0in;margin-bottom:.0001pt'><span style='font-size:11.0pt;font-family:"Arial",sans-serif;color:black'>As I understand, to satisfy the letter of the law, a board must enter a ‘regular’ meeting and then the chair calls the meeting into executive session. This appears to pose a challenge with the limitations of hosting a zoom webinar/meeting.</span><o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p style='margin:0in;margin-bottom:.0001pt'><span style='font-size:11.0pt;font-family:"Arial",sans-serif;color:black'>For our typical meetings we have had success with zoom <i>webinar</i> as ‘panelists’ (board members, staff and applicants) are in view and ‘attendees’ (members of the public) are not in view and can only speak after ‘raising hand’ and being called upon by the chair to be promoted to ‘panelist’. I imagine this is how many planning boards use Zoom. </span><o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p style='margin:0in;margin-bottom:.0001pt'><span style='font-size:11.0pt;font-family:"Arial",sans-serif;color:black'>In my ideal version of a virtual executive session, we'd host a zoom webinar as typical and then I’d manually remove all attendees when we enter executive session. During executive session, new attendees would be in a virtual ‘ waiting room’ until a point at which executive session has ended and then I’d authorize all attendees to join. Unfortunately, it appears that zoom<i> meeting </i>(not zoom webinar) is the platform which allows for a ‘waiting room’. Zoom<i> meeting</i> is great for informal meetings but invites a level of chaos when hosting a public meeting. Zoom meeting does not allow for a separate ‘attendee’ category as all who join can be seen on camera and can speak without prior authorization.</span><o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><p style='margin:0in;margin-bottom:.0001pt'><span style='font-size:11.0pt;font-family:"Arial",sans-serif;color:black'>Thank you for your responses!</span><o:p></o:p></p><p class=MsoNormal><o:p> </o:p></p><div><div><div><div><div><p class=MsoNormal>Colleen Canning<o:p></o:p></p></div><div><p class=MsoNormal>Planning/Conservation Coordinator <o:p></o:p></p></div><div><p class=MsoNormal><o:p> </o:p></p></div><div><p class=MsoNormal><b><span style='font-size:7.5pt'>(413)-538-5030 X6127</span></b><o:p></o:p></p></div><div><p class=MsoNormal><a href="mailto:ccanning@southhadleyma.gov" target="_blank"><b><span style='font-size:7.5pt'>ccanning@southhadleyma.gov</span></b></a><o:p></o:p></p></div><div><p class=MsoNormal><span style='border:solid windowtext 1.0pt;padding:0in'><img border=0 width=96 height=96 style='width:1.0in;height:1.0in' id="_x0000_i1025" src="cid:~WRD000.jpg" alt="Image removed by sender."></span><o:p></o:p></p></div></div></div></div></div></div><p class=MsoNormal><br>*Do not print this email unless necessary<o:p></o:p></p></div></body></html>