Virtual Meeting Instructions

The Town of Highland Beach will utilize Zoom Video Communications as its communications media technology, in accordance with Governor DeSantis’s Executive Order 20-69, dated March 20, 2020, related to conducting local government public meetings while under public health emergency related to the spread of Novel Coronavirus Disease 2019 (COVID-19).  The Order further allows for local government bodies to utilize communications media technology, such as telephonic and video conferencing.

Zoom is a web-based virtual meeting platform that allows the Town Commission, Staff, and public to attend in a virtual environment.

Zoom may be used with the following web browsers:

  • Microsoft Edge 38.14393. 0.0 or higher
  • Google Chrome 53.0. 2785 or higher
  • Safari 10.0. 602.1. 50 or higher
  • Firefox 49.0 or higher

Via Zoom Online

  • The Town of Highland Beach will allow for public participation in the meeting, in which interested persons will be allowed to give public comments via Zoom during the meeting. To join the meeting for public comments, all interested persons must preregister 24 hours prior to the meeting, by contacting the Town Clerk’s Office staff at publiccomments@highlandbeach.us.  Meeting access information and instructions will be provided to those persons two hours (11:30 A.M.) prior to the meeting.
  • The video camera display feature is disabled for public use.
  • To view the meeting only, preregistration is not required. The meeting may be viewed on Highland Beach TV (Ch.99) and the Town's YouTube Channel.

Public Comments -

Persons desiring to provide public comment may do so by one of the methods listed below. Please be sure to include your name and address for the record.  Public comments will be limited to five minutes per person.   

  • Via Email – Public comments and documents may be submitted via email to publiccomments@highlandbeach.us. Comments will be read aloud to the Commission and public and incorporated into the record. The Town will receive such public comments no later than 11:00 A.M. on the day of the meeting. If timely received by the Town Administration, the Mayor or Town Staff will read the public comment at the meeting.
  • Via Phone – Contact the Clerk’s Office at (561) 278-4548. Town Staff will take comments via phone no later than 11:00 A.M. on the day of the meeting. If timely received by the Town Administration, the Mayor or Town Staff will read the public comment at the meeting.
  • Live Zoom Video Participation - If attending via Zoom online, when the meeting gets to the applicable public comment period, the host of the meeting will allow the participant into the meeting, from the waiting room, to provide comment.

The meeting will be broadcasted live on Highland Beach TV, Channel 99 or the Town of Highland Beach's YouTube Channel.

 

Setting Up and Using Zoom

Town of Highland Beach participants are encouraged to set up a new account in Zoom to productively participate in all Town meetings. Below are instructions on how to set up an account as well as join a Zoom meeting.

Zoom is a web-based virtual meeting platform that allows the Town Commission, Staff, and public to attend in a virtual environment.

Zoom may be used with the following web browsers:

  • Microsoft Edge 38.14393. 0.0 or higher
  • Google Chrome 53.0. 2785 or higher
  • Safari 10.0. 602.1. 50 or higher
  • Firefox 49.0 or higher

You can use your personal computer, cell phone or iPad to use Zoom. If you use your computer, it must have a webcam (for video access), a built-in microphone and speaker (audio) or you can use a headset.

You will also need an email address to participate in the meeting. If you do not have one, you can get a free email address at Yahoo, Gmail or Hotmail, among several other sites.

Creating Your Own Zoom Account

To sign up for your free account, visit www.zoom.us/signup and enter your email address. You will receive an email from Zoom (noreply@zoom.us). (If you do not receive it in your inbox, check your junk/spam folder). In this email, click "Activate Account". Your account will now be able to be used.

Please make sure you have the audio and video/webcam enabled on your computer, and that your speaker is not muted. You should see this icon on the bottom right of your screen.

Joining a Zoom Meeting from an Email or Calendar Invite

When you receive a calendar invite, you can be admitted into the Zoom meeting using one of the following options:

  1. You can click Join Zoom Meeting and the link will take you to the meeting;
  2. You can click the website link and link will take you to the meeting;

Joining A Zoom Meeting from Your Internet Browser

You can also open your internet browser (i.e. lnternet Explorer, Google Chrome, Safari, etc.).

Visit the website www.zoom.us/join and enter the Meeting ID identified within your meeting appointment, then click "Join." You will be then be prompted for a password. Enter the password (case sensitive) and you will then be admitted to the meeting.

Meeting Controls

Once in a meeting, you will see several settings on the bottom of your screen in a black bar. If you do not see those settings, move your mouse around to activate them.

From there, you can mute or un-mute yourself and show or hide your video. (See the red box in the image to your right). You can also click the “Participants” icon and that will show you who else is in the meeting.

 

Additional Tips

  • Please be sure to attend the meeting in a quiet location, free from distractions and mute your phone or microphone to ensure other speakers are heard clearly.
  • Please avoid eating, answering emails or text messages, or having conversations with others in the room.
  • If you must tend to another matter, simply leave the meeting and rejoin later rather than placing the call on mute.
  • Once the meeting is over, you can select “Leave Meeting” on the right-hand side of the screen.