Virtual Meetings of the Historic Preservation Standing Committees

Instructions for conducting public virtual meetings on the Internet for committee members and interested public.

Let's understand the different types of meetings.

A virtual meeting is conducted by a means of remote location. Virtual meetings can take two forms: (1) a virtual-only meeting and (2) a hybrid meeting. 

Virtual-only meetings are conducted solely by remote communication and do not allow for in-person attendance; members and interest public meet only via remote communication, which can be audio-only or include video. 

Hybrid meetings are virtual meetings that comprise both a physical, in-person meeting and the option to participate remotely. 

During a time of emergency where in-person access is not possible, virtual meetings enable furtherance of government purposes. Before conducting these meetings, however, our local government must ensure compliance with state law, and each public body's organizational charters or bylaws. 

Let's make meetings accessible to our members and the public.

Host will set up the meeting using a teleconference service such as

It will be best to secure the meeting from unwelcome disruptions. A passcode wouldn't be appropriate for a public meeting. However, use a service that has the ability to mute or remove disruptive participants.

Host will share how to access the meeting:
* Host will notice members and stakeholders by e-mail and/or phone;
* Notice must be posted by the City Clerk's Office at the City Hall bulletin board no less than 24 hours before the meeting;
* Notice also posted on our official Internet site and social media;
* Notice may be shared with the news media (television, radio and newspaper).

Notice of the public meeting must indicate the following:
Members of the public body will be participating via remote conferencing technology;
* State that the public has the right to attend by listening or watching the meeting. If there is no "in-person" location, then provide instructions on how to join the remote meeting;
* For public hearings, provide means and instructions for two-way communication.

People can view or listen to the meeting by using a telephone or computer or smartphone app. 

(Note: not all free conferencing software has telephone capability.)

Let's provide means for public comment.

Anyone wishing to participate in the virtual meeting's public forum must first sign up by e-mail to to the Office of the Pueblo Historic Preservation Commission. 

Sign up ends thirty (30) minutes before the scheduled beginning of the virtual meeting.

The HPC Staff will contact those who will speak via the virtual meeting and facilitate their participation. 

Let's reduce background noise and disruptions.

If using a phone, talk directly into the phone; please do not use the speaker function.

If using a computer, please use a headset if you have one.

Please mute your audio when you're not speaking.

Each time a person speaks during the meeting, he or she must first identify themselves before asking a question or making a point. 

Let's record minutes of important meetings.

Host may record audio and/or video of public meetings.

Host will designate a secretary to write the meeting minutes.

Following those guidelines will support these goals

* Conducting public meetings during times of emergency where in-person access is not possible.

* Clear communication and understanding among participants.

* Preparing government meeting minutes required under the Colorado Sunshine Law for Open Meetings.

Resources - An Internet "cloud-based" video conferencing platform that can be used for video conferencing meetings, audio conferencing, webinars, meeting recordings, and live chat. 
Computer option or Smartphone app options: Apple or Android - Poll Everywhere is an easy way to gather live responses in any venue for meetings, conferences, concerts, classrooms, anywhere with internet.