Legislative Information Center (LIC)
NOTICE- DISTRICT LEGISLATIVE MEETINGS AND AGENDA IN THE ERA OF THE COVID-19 PANDEMIC HEALTH EMERGENCY
Legislative Meetings, until further Notice, as may be Noticed, are being held virtually. The District is using a combination of integrated technology services, used in the ordinary course of District business, for said meetings including Zoom and Granicus. Its talented Television Station Staff, Technology Services Staff, Board Staff, the Senior Leadership Team (SLT) and various other talented District employees and consultants, working virtually, have come up with a solution, subject to experience changes, deemed effective.
In doing so, fundamental requirements of the Brown Act, including Notice of Meetings, public participation, availability of documents, are preserved and honored, except a legislative body member may participate virtually from anywhere without having to post a meeting Agenda nor having to permit public commit from his or her location. Public Comment at a viirtual meeting is permitted electronically only, as temporarily authorized by Governor’s Executive Order No. N-29-20, issued March 17, 2020 and in conformity with the “Shelter In Place Order”of the Alameda County Public Health Officer(PHO) and similar PHOs Orders throughout the Bay Area and elsewhere.
Accordingly, below is a summary of the virtual Legislative Meetings Practices and Processes of the District, effective immediately, in the era of COVID-19 Pandemic Health Emergency:
Legislative Body Members to Attend Meetings Virtually
All members of a legislative body as well as appropriate staff will join a Noticed Legislative Meeting via a phone/video conference and no teleconference locations need be posted.
Meeting Access by Public
To observe the meeting by video conference, please click the LINK at the noticed meeting Agenda. The LINK or URL will be different for each Legislative Meeting and will be embedded in the Agenda Notice. Instructions on how to join a meeting by video conference is available at: https://support.zoom.us/hc/en-us/articles/201362193 -Joining-a-Meeting.
To listen to the meeting by phone, please call at the noticed meeting time, phone number XXX-X-XXXX, then enter Webinar ID XXX-XXX-XXX. Each of these numbers will be embedded in the Noticed agenda, then press “#”. If asked for a participant id or code, press #. Instructions on how to join a meeting by phone are available at: https://support.zoom.us/hc/en-us/articles/201362663 -Joining-a-meeting-by-phone.
To observe the meeting online, at the noticed meeting time, please click on https://ousd.legistar.com/Calendar.aspx and click on the “In Progress” link under “Video” for the corresponding meeting.
Public Comment on an Eligible Agenda Item During Virtual Meeting
There are three ways to make public comment within the time allotted for public comment on an eligible Agenda item.
To comment by video conference, click the “Raise Your Hand” button to request to speak when Public Comment is being taken on the eligible Agenda item. You will then be unmuted, during your turn, and allowed to make public comment. After the allotted time, you will then be re-muted. Instructions on how to “Raise Your Hand” is available at:
https://support.zoom.us/hc/en-us/articles/205566129 - Raise-Hand-In-Webinar.
To comment by phone, you will be prompted to “Raise Your Hand” by pressing “*9” to request to speak when Public Comment is being taken on the eligible Agenda Item. You will then be unmuted, during your turn, and allowed to make public comment. After the allotted time, you will then be re-muted. Instructions of how to raise your hand by phone are available at:
To eComment, before meeting begins, please click on https://ousd.legistar.com/Calendar.aspx and click on the “eComment” link under “eComment” for the corresponding meeting. If you wish to submit an eComment while a meeting is in progress, and the eComment link is not available, please click https://ousd.granicus.com/meetings?scope= and select the meeting. Or click the alternative eComment link under Upcoming Events & Live Meeting Video on District Home Page. See more specific instructions below to use the eComment features. An eComment is a Public Record.
The Public’s Right to Observe and Offer Public Comment in Person at a Legislative Meeting Temporarily Suspended By Governor's Executive Order N 29-20 Issued March 17, 2020
Pursuant to superceding,in part, Governor's Executive Order N-29-20, Public Comment at a legislative body meeting will be taken electronically only. Shelter In Place Orders of Public Health Officers are fully in effect. An in person appearance at a Legislative Meeting to Speak on any Agenda Item is thereby Temporarily Suspended until further Notice.
Questions may be directed to the Board staff via email: Edgar.Rakestraw@ousd.org, Linda.Floyd@ousd.org, or OuFin.Saechao@ousd.org A response will be provided asap or your request will be referred to others for assistance asap.
DISTRICT LEGISLATIVE MEETINGS AND AGENDA UNDER NON-EMERGENCY CIRCUMSTANCES
eComments and eSpeaker Card Registration
BEFORE A LEGISLATIVE MEETING YOU MAY COMMENT ON AN AGENDA ITEM AND/OR SIGN UP TO SPEAK ON AN AGENDA ITEM AT A MEETING
In the LIC, on the Calendar (i.e., Agenda, Minutes) Tab, use the eComment link, to the right of the Agenda link, issued with every newly published Agenda, to either express your position on an Agenda item and/or Sign Up to Speak on an eligible Agenda Item in advance of the Meeting.
First time users must Register to use eComment. Thereafter:
Apply the following steps: Click the eComment Link; a replica of the published Agenda will appear. Below most Agenda items there will either be one or two buttons: Sign In To Speak and/or Comment.
Comment on an Agenda Item Only
To submit a Comment only on an Agenda item for a Meeting: Click the Comment Button, beneath the Agenda item, to open the window where you may indicate your position on the Agenda Item: Support, Oppose; Neutral and/or submit a Comment. When done click the Submit Button. One Comment Button is available for each Agenda Item on which a Comment is being accepted.
[Comments made on an Agenda item, upon clicking of the Submit Button, are immediately sent via email to all members of the legislative body and key staff supporting that legislative body. An eComment is a Public Record.]
Register to Speak on an Agenda Item [This feature is not available during the COVID-19 Emergency]
To Register In Advance to Speak on an Agenda Item at the Meeting: Click the Sign In To Speak Button (if available), beneath the Agenda item. A message dialog box appears, along with the button, “… I agree, Register Me.” Click the Button to register. The button Changes to “Unregister Me.” Should you change your Plan to personally speak on the Agenda item at the meeting, please click “Unregister Me.” A separate “I agree, Register Me” is required for each Agenda item on which you may speak at the meeting.
[Clicking the “I agree, Register Me” Button to Speak on an Agenda item immediately places your name on the electronic Speaker’s List for the item at the meeting. Conversely, “Unregister Me” removes your name from the List. The Sign In to Speak Button closes one (1) hour before the published start time of the meeting. Afterwards if you wish to Speak on an Agenda Item you may Register manually by submitting a paper Speaker’s Card at the meeting.]
Should you need assistance in navigating the tabs within the LIC, or otherwise, please feel free to contact any member of the Board's Staff.
Chrome Browser, along with Acrobat Reader or Acrobat Pro, is recommended for viewing materials in the LIC.
Sign-In is not required to use the LIC, unless you wish to customize "Your View" of the contents. If so, click "Sign-In" and create a personal Account, if you have not previously created an Account.
Legislative Information Center (LIC)
The LIC has the viewable navigation tabs, among others, listed below. Please "click" the named tab to access the specific information stated:
Legislation - Click this tab to enter search or advanced search criteria (i.e., word(s), file id, time period, and/or file type), to find a particular matter(s), its history, current status and associated details that has appeared at least once on a legislative body meeting Agenda.
Calendar – Click this tab to accept default display or enter your search criteria for posted Agenda, Minutes, and live stream or archived Video of meetings, if webcasted or otherwise recorded and posted. Click "In Progress" link on this tab for webcast of a meeting currently in session or "Video" for archived meetings, if webcasted or otherwise recorded and posted.