Council Teams Meetings Process and Instructions

Council Meetings in Teams

Protocols

Join with your mic muted (Mic is off)
1. Remain muted except when speaking
Test your web camera for proper lighting and appropriate background
1. Check your web camera for proper orientation
2. Remember to act appropriately while your camera is on
Meetings follow the same manner as in-person in accordance with the
Code of conduct

Procedures:

Tablet Users: Select the Chat icon in top the right corner to open. Use top left arrow to return to meeting.
Laptop Users: Select the Chat icon in the floating navigation.
Type all questions and comments in the Chat “Type a new message” field.
Chat messages are monitored by staff throughout the meeting and the Warden will be provided with updates on councillors who wish to speak.
The Warden will acknowledge you when you have the floor

Roll Call

Clerk will monitor attendance through the participation screen.

Questions

Indicate your intention to speak with Raise hand icon

The Warden will be notified and advise you when you have the floor.
1. Unmute your mic before speaking
2. Mute your mic when finished

Voting and Motions

The Warden will ask if is opposed to the motion.
Indicate if you are opposed in the Chat screen. > Type: Opposed
If no one is opposed, the Warden will indicate the motion Carried

Open a Teams Meeting

Open Teams > Select Calendar in the bottom (or left navigation – laptop)
Select the Meeting Name
Select Join

OR

Open the meeting invitation in your regular Calendar
In the body of the invitation > select Join Microsoft Teams Meeting

Before you “Join now”

Turn Video to ON / Turn Mic OFF / Speaker On

Select Join Now

Meeting will open with a Navigation bar in lower half of screen
- Tap the screen anytime to show the navigation bar
- Unmute your Microphone before speaking
- Mute your Microphone when finished

iPad Navigation bar:

Laptop Navigation bar:

During the meeting you will see four squares of attendee’s pictures/icons
1. The most recent speakers will be shown in the blocks
2. Documents and presentations will be shared on the screen (with everyone minimized)

After meeting is over – Select the Chat

iPad: Chat at bottom of screen

Laptop: Chat button on left

Look for Blue circle calendar icon with Meeting Name (& Date)
Select meeting to see message history and recording (if recorded)
Add comments/questions if desired (seen by all who accepted meeting)

Sign-in and Camera Settings

Sign-in to Microsoft Teams:

Select the Teams Icon on your Tablet or Laptop
Select Work or school account

Insert username (lastname+1st initial) 15-character password (same as portal login)

Check Camera Settings - iPad

Select Camera in the bottom navigation

If it isn’t listed > select the grey arrow above it to open additional icons

Make sure camera is showing your face

If not > select the icon above the photo button

Test your camera for lighting and orientation in a Teams Meeting

Check Camera Settings – Laptop

Select your picture or initial circle in top right corner
Select Settings
Select Devices
Scroll down to see your camera preview

Make necessary adjustments for lighting and showing your whole face

Check any other options as necessary