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City Highlights

Posted on: October 2, 2020

Remote Meeting Guidelines and Instructions

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Remote Meetings for Whitefish City Council, City Boards and Committees:

The City Council approved Emergency Ordinance No. 20-14 to provide for remote meetings of the City Council, City Boards and Committees to protect the health and wellbeing of all attendees, practice social distancing, and to continue to have public meetings to serve the community during the Covid-19 pandemic.  

Attending remote meetings is easy and there are many options the public can choose from to attend a remote Council Meeting. The first step is deciding which way you want to attend:

  • Webex meeting on your computer
  • Webex meeting on your smart phone or tablet
  • Calling into the Webex meeting with your cell phone or land line. A toll-free number is provided on the meeting agenda.
  • Having the remote Webex meeting call your cell phone or land line when the meeting begins, or
  • Watching the City Council meeting live on the City of Whitefish YouTube channel (live public comment is unavailable for this option).

All remote City Council meetings will also be available on the City of Whitefish YouTube channel for later viewing. 

To register to attend the Webex Meeting, and provide live comment using your computer, tablet  or smartphone, residents and other attendees should go to the link provided on the meeting agenda and register. The link will open the (Cisco)Webex Event Information registration page, select Register, complete the registration form and select Register Now. 

Once registered, you will receive an email and/or calendar invite; in most cases it will automatically be added to your calendar associated with your email if you have one. The calendar invite contains the information to join the meeting via Webex. Attendees will not be able to join the meeting until approximately 5 minutes prior to the meeting time.  

Cisco Webex provides many training tips on their website such as (click on the link):

What to Expect During A Remote Meeting

  • Please make sure to mute your microphone while not speaking to help with sound. 
  • The meetings will be moderated during all public comment periods. For those who wish to speak towards that agenda item (Communications from the Public, Public Hearings, Public Comment) the attendees will be asked to use the “raise your hand” option. Once the Mayor or Committee Chairs opens the Public hearing or Public Comment, the moderator/host will unmute each registered person with their “hand raised” systematically, one at a time. Remember to lower your hand after you have spoken. 

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  • For those calling into the meeting without using a computer or tablet, press *3 (star 3) on your phone's keypad to raise your hand, and to lower your hand. 
  • The Mayor or Committee Chair will lead the meeting as usual. A rollcall for voting on motions will be required so it is clear to the public who voted in favor or against each motion. 

Public Comment during Remote Meetings: 

  • We encourage individuals to provide written public comment.  Written comment may be submitted by sending an email listed on the meeting agenda, or by dropping off a letter in the Utility Payment Drop Box at City Hall by the time listed on the meeting agenda. 
  • Written comments should include name, address, support or oppose, should be short and concise, courteous, and polite.  All written comments received will be provided to the City Council, City Boards members and Committee members via email and will be appended to the packet following the meeting. At the end of "live" comment, the City Clerk or designee will state the number of written comments received, and in support or opposition of the proposal/application before the City Council, City Boards and Committee.  
  • Public comment will be limited to three minutes per individual.  

For YouTube (City Council meetings only)

Watch the meeting live on the City of Whitefish YouTube channel (live public comment is unavailable for this option). 

Some additional remote meeting tips:

  • Each Webex City Council, City Boards and Committee meeting will have a new access number which will be made available on the meeting agenda on the City’s website at www.cityofwhitefish.org. Click on the Meetings and Agenda button. Look for the City Board or Committee and meeting date. 
  • If participating via Webex, test the app before the meeting.  
  • Generally, Webex requires a good Wi-Fi connection, it is recommended that attendees limit other use of your Wi-Fi for better quality while on Webex.
  • Attendees and most presenters will be muted to ensure audio quality of the meeting for all attendees except for openings for public comment.
  • For those attending via video Webex and wish to speak during the Communications from the Public or during the public comment portion of the public hearings, please click on the raise hand button.
  •  For those attending via audio Webex ,wait until the phone lines are opened and the meeting moderator will unmute the speaker as directed by the Mayor. 
  • Attendees and presenters will otherwise be muted to ensure audio quality of the meeting.

Should you have any questions, please contact:  mhowke@cityofwhitefish.org 

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