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1. How do I reserve a Virtual Meeting Room?

A request for the Virtual Meeting Room must be done through Outlook. The instructions below provide the steps when using the web interface.

You can also view the availability of each room by going to the following:

• Remote Meeting Room 1 Calendar Preview
• Remote Meeting Room 2 Calendar Preview

Here are a couple of things to keep in mind:

• All requests should be processed by the Board/Committee/Commission Chair or their staff liaison
• An approved room request does not represent a posted meeting. An agenda must still be submitted to the Town Clerk's office in accordance with the regular requirements.

Related Documents

• Reserving a Virtual Meeting Room (PDF)

2. Are there guidelines for conducting Virtual Meetings?

Yes.  Attached is a checklist and a script for the Chair that boards and committees will need to follow to conduct a virtual meeting.

Related Documents

• Remotely Conducted Open Meetings (PDF)
• Remote Participation Meeting Checklist (PDF)

3. Why are "Participate On" and "Dial In" options not available for all meetings?

There are two reasons for this limitation:

1. The Town currently has resources to provide two concurrent meetings, but at this time only one can provide the ability to enable live public participation. So if there are two meetings occurring at the same time, one will not be able to have live public participation.
2. A Board/Committee/Commission has chosen to not include Public Comment on thier agenda.

4. Can I call into a meeting?

When indicated, members of the public can join a meeting by dialing 312-626-6799 and entering the Meeting ID and Password indicated.

You will join the meeting as an "attendee" (or member of the audience) with the ability to hear the meeting, but you will not be able to address the meeting unless the chairperson permits you.

To indicate that you would like to address the meeting, press *9 on your telephone keypad to "raise your hand". If the chairperson calls on you to address the meeting (s)he will unmute you and indicate that you have been recognized. State your name and address for the record, and address the meeting.

If you would like to "lower your hand", press *9 again.

5. Given that the meetings are being recorded, do minutes still need to be submitted?

All minutes and the documents used at the meeting must continue to be submitted to the Town Clerk's office.

Prior to submitting an agenda to the Town Clerk's office, please verify that a virtual room is available for the time that you want to hold your meeting.