Accessing and Participating in Electronic Meetings
Due to the COVID-19/Coronavirus crisis and in accordance with Governor Sununu’s Emergency Order #12 pursuant to Executive Order 2020-04, this Board is authorized to meet electronically.
Until further notice, Zoning Board meetings will be conducted using the Zoom platform., which allows internet video teleconferencing with dial-in audio access. Access information for each meeting will be included in the meeting notice.
Internet Video-Conference Access
This option will allow you to view the participants in the meeting and (and to be seen yourself, if you choose). You can use it from most Windows or Mac computers, and from most Apple or Android phones and tablets.
If you have not used your device for Zoom conferencing before, you will have to install the Zoom application before you can use it. Be sure to do this well before the meeting.
On a computer, you can go to the Zoom web site to download the software. On a phone or tablet, you can install it from your device’s app store. Alternatively, if you have a meeting access link, you can just click it and your web browser will send you where you need to go.
Zoom needs access to your device’a camera and/or microphone to let you participate in meetings. You will probably need to give it permission for that when you start it up. (If someone else administers your computer, they may have to authorize it for you.)
The first time you connect to a meeting, you will have to give Zoom your name and email address. On subsequent connections, it should remember who you are.
If you have a meeting invitation link (like the ones in meeting notices on the ZBA web site), you can just click it to join the meeting. You can also type it into the address bar of your web browser.
Alternatively, you can start the Zoom application, tell it that you want to join a meeting, and then give it the Meeting ID from the meeting notice.
When Zoom makes the meeting connection, it may ask you (again) for permission to use your microphone and camera. It may also offer you the option of viewing the meeting on your device, but connecting to the meeting audio using your phone.
It is fine to connect to a meeting before its start time (and probably a good idea). If you get a message saying that the meeting hasn’t started yet, you will just have to be patient. If the meeting has already started, you may be connected directly into it, or you may get a message that you are waiting for the meeting host to admit you.
Audio Access by Telephone Dial-in
If you don’t have a computer or internet-enabled mobile device available, or prefer not to use it, then you can listen to, or even participate in, a meeting by phone. (Some users have been able to get video, but not audio, on their computer. If you have this problem, you can connect both ways. Just be sure to mute your computer microphone to avoid feedback.)
To call in, you will need a meeting (or conference) ID number and a password. These will be unique for each meeting, and will always be included in the meeting notice.
- Call the Zoom dial-in phone number, 1 (646) 558-8656.
- When you are prompted, enter the Meeting ID Number from the meeting notice, followed by the “#” key.
- Since you aren’t the meeting host, press “#” when it requests a Host Key.
- If the meeting password is requested, enter it, followed by the “#” key.
- Press “#” to confirm.
- If a Member ID is requested, press the “#” key to skip it.
- Once you are connected to the meeting, please mute your phone.
Rules and Etiquette
- Please be patient and understanding. Expect friction. This is new for all of us, and we are all trying to figure out how to make it work.
- If you are not a Board member, please mute your connection. If you are connected by phone, please mute your phone. You can un-mute if you are recognized to speak.
- If you were initially able to connect to a meeting, but lose your connection, and don’t think it is your problem, please send an email to Michele Decoteau, the Board Secretary and meeting host, at firstname.lastname@example.org, or phone her at (603)654-9451 ext 309.
- Except in the public input portion of a hearing, the Board will generally not take public comments. Procedural or informational questions may be accepted.
- Unless you are a Board member, please do not speak in the meeting unless you are recognized by the Board chair.
- If you are connected over the internet, you can use the Zoom “Raise your hand” button to signal that you would like to speak.
- You can use the Zoom “Chat” feature to ask a question or make a small comment. The Secretary or Board Chair will then read this out publically at an appropriate time. (Note that we will configure our meetings so that all Chat messages go to all meeting participants.)
- You can also send comments and questions to the Board Secretary at email@example.com.
- If you are connected only by phone, un-mute your phone and wait for a pause in the discussion; then identify yourself (name and address) and request permission to speak.
- Verbal comments should be limited to 3 minutes.