Making a presentation virtually at a meeting

Upon receipt of your request to speak at the meeting, you will be provided the Teams meeting details and password prior to the meeting, including a link to educational resources for those who may be new to using Teams.

Please note that neither a computer, nor a video sharing device, is required to participate in the meeting via Teams.  You may also opt to call in from a cell or landline. A call-in number will be provided in the email invite for this purpose.

Persons who intend to participate during the meeting may wish to register/sign up in Teams if they have not already done so.  The following information is provided for your consideration and guidance during remote participation in the meeting:

• As screen-sharing will not be enabled for participants during the meeting, those persons who wish to provide a visual presentation (PowerPoint or other) must email it to coa_mv@greatersudbury.ca. The Secretary-Treasurer, who is moderating the meeting, will share your presentation from her screen as you speak.  Therefore, in order to allow sufficient time for set-up and testing in advance of the meeting start time, those who wish to provide visual presentation must provide their materials to the Secretary-Treasurer prior to 3:00 p.m. on the Friday before the meeting.
• When you join the meeting, either by phone or online, you will be admitted in as an attendee. You will not be greeted upon joining the call. You will be able to hear the meeting and see the active speaker (if you have video capability), but your mic will be muted until it is your turn to speak. 
• You may also follow along on livestream until you are called upon to speak (a separate device is best if you are calling on a cell), but you must mute that feed when you are called on to speak in order to prevent feedback.  Please note there may be a 5 to 30 second delay between the live meeting and what you see on livestream.
• If you join the Teams meeting through your phone, please do not put the phone on hold at any time, as this will result in broadcasting “hold music” online once your mic function is unmuted.
• To optimize call quality when using a laptop, a headset with microphone is best if available to you; otherwise, whether using your laptop microphone or cell phone, please speak directly into the receiver and do not use speaker phone.
• Please do not share the Teams meeting details with anyone or post through social media. These details are restricted to Members of the Committee of Adjustment, specifically designated staff, applicants or their representatives and persons that have made a request to speak. All others will be able to watch and listen to the meeting on the City of Greater Sudbury’s livestream.
• Public delegations will be provided five (5) minutes in which to make their comments once called upon to speak by the Committee Chair. Questioning or debate with the Committee Members (or staff) is not permitted.  If you have questions, you may state them during your five (5) minutes.  Your comments must be directly related to the content of the report(s) to which you are speaking. The Committee Members may choose to ask you follow-up questions following your remarks, comment, or ask staff to respond to what you have said.
• You are encouraged to send written comments for the Committee’s consideration in addition to your oral presentation.  Please refer to the information provided above on how to submit written comments/presentations.