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Type 1 Virtual BCC Meetings
Type 1 Meetings are facilitated, live streamed, broadcasted, and recorded by IT. Type 1 groups generally meet more frequently, have more legislative items, and have greater public participation.
Meeting Process
If your meeting body has not met virtually yet, please complete the Initial Setup steps below.
Notify Staff
Send your meeting date and time to meetingsupport@cityofmadison.com and meetings@cityofmadison.com.
The IT Media Team will send you the Online Meeting URL, Meeting Phone Number and Webinar ID, streaming information, and broadcast information from the IT Media Team.
The Clerk's Office will send you the Clerk’s meeting ID.
Create Meeting Agenda
Email the Agenda URL (Legistar link) and Agenda Item Description to meetings@cityofmadison.com.
- Video: Agendas
- Review the Type 1 Virtual Meetings Agenda Template for a sample agenda.
- Review the updated Virtual Meetings Agenda Guidelines.
Create the Agenda Cross-Reference List
Create the Cross-Reference List immediately after the agenda is finalized. Instructions are in the middle tab of the Spreadsheet document.
Email your Cross-Reference List to appsdev@cityofmadison.com. Please fully complete the table (or not at all), as any missing items will be rejected by the online registration form.
Send Staff Panelist List
Email a list of staff that need meeting invitations to meetingsupport@cityofmadison.com.Hold the Meeting
Immediately before the meeting, send the Registration Report PDF to the members of the body.
Follow established meeting procedures, using the report to call on members of the public.
Create Meeting Minutes
After the meeting, export and attach the Registration Report to your meeting minutes.
Initial Setup
If your meeting body has not met virtually yet, please request a meeting email address at least three weeks prior to your first meeting. This is a one-time setup.
To request an email address, email the below information to helpdesk@cityofmadison.com:
- Request a Shared Inbox.
- Name of email address for the Shared Inbox, using the Naming Convention Guidelines.
- List of staff members that need access to the inbox.
Watch Video: Contact Email for best practices on creating a new email address.
All public comment emails received at this email address must be sent to members of the body prior to the meeting.
Resources
*Note: All linked videos and documents are to supplement training, but do not replace formal training with the IT Media Team.
- Video: Type 1 Meetings Co-host Training
- Type 1 Meetings Co-Host Guide
- Video: Type 1 Meetings Panelist Training
- Type 1 Meetings Workflow Process
- Type 1 Meetings Agenda Template
Recording
Type 1 Meetings are always recorded and facilitated by IT Media Team. They can be watched on Madison City Channel on TV or online.