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City of Madison COVID-19 Meeting Policy
To reduce the spread of COVID-19, Mayor Satya Rhodes-Conway issued the following updated guidance March 17, 2020, to internal staff related to scheduling and holding internal staff meetings.
To reduce the spread of COVID-19, City staff should only hold in-person meetings that are essential, limit all in-person meetings to a maximum of 10 people, size and arrange meetings rooms to allow social distancing, cancel low priority meetings and use teleconferencing options wherever possible. Hygiene supplies should be provided in all meeting rooms, and attendance lists should be maintained to help Public Health conduct contact-tracing if needed. This guidance is in place until further notice.
City staff hold a number of meetings that increase their interaction and potential for spreading coronavirus. To minimize these risks, please adhere to the following guidance for meetings until further notice.
Prioritize Essential Meetings. Essential meetings are meetings that are critical for information-sharing and decision-making regarding time-sensitive activities related to public health and safety, legal, financial and economic activity.
- Essential meetings as defined above should be prioritized for scheduling and scheduled via teleconference if at all possible.
- For non-essential meetings, staff should use discretion to determine whether to cancel or hold meetings via teleconference. For example, regular staff meetings may serve an important function in answering questions and providing emotional support, which divisions may want to prioritize regardless of the nature of other agenda items.
- Conduct meetings via teleconference whenever possible.
- For meetings that must occur in-person, no more than 10 in-person attendees may join any meeting. Teleconferencing can be used in conjunction with in-person attendance to avoid exceeding the 10-attendee maximum.
- All in-person meetings must practice social distancing. Rescheduling existing meetings to larger spaces may be needed to accommodate this.
- The Mayor plans to continue the following regular interdepartmental meetings on her calendar:
- Management Team Meeting will continue to be held, and will move to teleconference as soon as possible.
- The Planning Team, Human Services Team, and Public Works Issues meetings will continue to be held, and may be rescheduled as needed. These meetings will move to teleconference as soon as possible.
- Continue practicing everyday prevention, such as washing hands and frequently cleaning surfaces that are regularly touched. Please ensure that proper hand hygiene and sanitation is readily available to all meeting attendees.
- Please maintain a registration list of in-person participants to assist public health in contact-tracing if needed.
This page will be updated as information becomes available or changes.