Winnebago Tribe Virtual Meetings (2023)

Winnebago Tribe Virtual Meetings

POLICIES & PROCEDURES

FY 2023

LAST REVISED 4/1/2024

Virtual Meetings

Winnebago Tribe of Nebraska

TABLE OF CONTENTS

Table of Contents

Revision History: .................................................................................................................................... 3

Intent of Policy ........................................................................................................................................ 4

Definitions............................................................................................................................................... 4

Public Notice ........................................................................................................................................... 5

VIRTUAL Meeting Types ...................................................................................................................... 5

Regular Meetings ................................................................................................................................ 5

Closed Meeting ................................................................................................................................... 6

Special Streamed & Virtual Meetings or Events ................................................................................ 6

Executive Session Meetings ............................................................................................................... 6

Code of Conduct ..................................................................................................................................... 6

Enforcement ............................................................................................................................................ 7

Media Consent and Audience Code of Conduct ................................................................................. 7

Disclaimer ............................................................................................................................................... 8

Technical Disclaimer .............................................................................................................................. 9

Electronic Record.................................................................................................................................... 9

Request to View Past Meetings .............................................................................................................. 9

License and Use of Live streams and Recordings ................................................................................ 10

Retention Schedule ............................................................................................................................... 11

Winnebago Tribal Council Virtual Meetings – Policies & Procedures – Version 1.0

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Virtual Meetings

Type:

Policies

Version:

1.0

Effective:

Winnebago Tribe of Nebraska

Title:

Virtual Meetings

Prepared By:

Admin, Communications & I.T.

Approved By:

Received By:

Tribal Admin Office

Date Received:

Tribal Council Meeting Date:

REVISION HISTORY:

Revision

Date

Meeting Title

By

1.0

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Virtual Meetings

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INTENT OF POLICY

The intent of this policy is to provide guidance to the Winnebago Tribal Organization for conducting

virtual tribal council meetings.

The Winnebago Tribe with the help of the Winnebago Multi-Media Coordinator, Winnebago Tribe’s

Communications Department and I.T. Department shall oversee the procedures to ensure an effective

virtual meeting by providing the necessary tools and necessary resources.

This policy is effective for all tribal organizational virtual meetings. It shall also cover any virtual meetings

held with external entities and internal meetings with WTN departments.

DEFINITIONS

Virtual Meeting

A meeting that uses the Virtual Meeting Software , or similar application approved by Multi-Media

Coordinator, WTN Communications and WTN IT Department to assist in conducting a tribal council

meeting. This software must have video camera and audio capabilities. A virtual meeting must have a

public access link so that tribal members are able to join into the meeting. A virtual meeting must be

monitored by the Multi-Media Coordinator or by someone from the WTN Communications, WTN IT or

an assigned person to assist in any internet, audio, video camera, or screen share issues. An internet

connection is needed to ensure a healthy connection.

Tribal Council

The governing body of the Winnebago Tribe of Nebraska, including nine (9) members, who shall

be elected at large by secret ballot at an election hereinafter provided for by the qualified voters of

the Tribe; such members to be chosen from the membership of the Tribe. [As changed by

Amendment No. II, effective April 18, 1963] or as appointed in accordance with the Constitution.

Live Streaming

The transmission or broadcasting of live video and/or audio coverage over the internet.

Regularly Streamed Meetings

[Per Article V Meetings, Section II – the meetings of the Council shall be public, except all

executive sessions] Those meetings approved to be live streamed on a regular basis, including but

not limited to the Regular Tribal Council meeting held on the first Monday of the month, the Midmonthly Tribal Council meeting held on the third Monday of the month, and other events such as

the Swearing-In Ceremony of newly elected Tribal Council Members.

Special Meetings/Events

Those meetings or events that are open to the public and approved to be live streamed, that cover

a special topic of concern that warrants further review outside of a Regular Tribal Council meeting.

Ceremonies

Those ritual observances and procedures performed at grand and formal occasions that are open

to the public.

Media Consent and Audience Code of Conduct

This is a formal written or recorded communication directed at those individuals present that

consent to participation and it further grants permission for audio and visual recording, quotes, or

photographs taken at the event to be live streamed or posted in social media, on the internet, or in

printed press.

Open Meetings

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Virtual Meetings

Winnebago Tribe of Nebraska

These meetings are open to the public for viewing and attendance and are broadcast on the

Winnebago Tribe’s YouTube.

Closed MeetingsThese meetings are open to the public for viewing and attendance, but are not broadcast.

The recordings of these session require special permission to view

Executive Session Meetings

Those meetings that are closed to the public due to being held in Executive Session. Executive

Session refers to a meeting or portion of a meeting whose proceedings are confidential. A motion

passed by majority vote of the Tribal Council is required to go into Executive Session. These are

not recorded due to the nature of the discussions.

PUBLIC NOTICE

The Winnebago Tribe shall give written notice of the date, hour, place, and subject of each virtual event

or meeting which will be held on the virtual meeting platforms such as GoTo Meeting, Zoom, Skype or

Microsoft Teams. This notice shall be posted through the Tribe’s website, social media pages and at public

venues for community awareness.

VIRTUAL MEETING TYPES

There are four (4) types of meetings: Regular Tribal Council Meetings, Closed Tribal Council Meetings,

Special Meetings, and Executive Session Meetings. These meetings are either open or closed in nature.

Open meetings are open to the public for viewing and attendance and are broadcast on the Winnebago

Tribe’s YouTube Channel. Closed Meetings are open to the public for viewing and attendance but are not

broadcast. Executive Session are not available for public viewing and attendance due to the nature of

topics covered during those meetings.

Regular Meetings

Regular Meetings will be virtual meetings unless otherwise instructed by Tribal Council. These

include the Regular Tribal Council Meetings, the Mid-monthly Tribal Council Meetings, and

the Swearing In Ceremony for newly elected Tribal Council Members.

The Regular Tribal Council Meeting is held every month on the first Monday of the month

and is generally held in the morning. The Mid-monthly Tribal Council Meeting is held on the

third Monday of the month and is generally held in the evening. Both meetings’ agendas will

typically allow for reading of the previous meeting minutes, ratification of Five Signatures, old

business items, new business items, and Tribal Council items. Both meetings are open in nature

and will be streamed live on the Tribe’s social media pages. However, if a community member

or Tribal Council Member brings a new topic to address at the table which is confidential in

nature, these items will be addressed in Executive Session following the close of all other open

business items. This portion of the meeting will not be streamed live on the Tribe’s social

media pages.

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Virtual Meetings

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The Swearing In Ceremony is held on the day following the Regular Tribal Election in October.

At this event, newly elected Tribal Council Members will be sworn into office and the new

officers will be elected. This event is open to the public and will be streamed live on the Tribe’s

social media pages.

Closed Meetings

Closed Meetings are: CEO Report, Land Meeting, General Counsel and Treasurer’s Report.

Due to the nature of the topics on these meetings they are not broadcast.

Special Streamed & Virtual Meetings or Events

Special Streamed & Virtual Meetings or Events are those occasions other than the Regularly

Streamed Meetings that Tribal Council has approved to stream live. This may include a

groundbreaking ceremony or ribbon cutting ceremony for a Tribal project.

Executive Session Meetings

Executive Session Meetings are closed in nature. A motion passed by majority vote of the

Tribal Council is required to go into Executive Session. This will be done any time that the

Tribal Council needs to address a topic which is confidential in nature and is meant to protect

those parties involved. Tribal Council may not take action while during Executive Session but

may take action if necessary immediately upon returning from Executive Session to an open

meeting. These meetings will only have the Tribal Council and its designees, the requested

party and one person from the Communications or IT department to help monitor the virtual

meeting. The content of these meetings is confidential.

CODE OF CONDUCT

Virtual Meetings will be conducted in accordance with Robert’s Rules of Order. Meeting participants and

audience members must be notified prior to the start of business whether or not the session will be

streamed live. The standard ground rules listed below will govern the behavior of meeting participants:

• Treat others with respect

• Be prompt in arriving to the meeting and in returning from breaks

• Turn cell phones off or to vibrate

• Talk one at a time, waiting to be recognized by the Chairperson

• Present yourself in a positive manner

• Address any concerns about the discussion or the meeting with the Chairperson as it is their

responsibility to maintain the order of the meeting and keep the meeting on topic.

• HIPAA violations will not be tolerated. The Health Insurance Portability and Accountability Act

(HIPAA) is a federal law that says that a patient has control of his or her own protected health

information. No one else can release that information without consent of the patient. Any

employee attending a streamed (or any other) meeting who is subject to HIPAA regulations will

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subject to disciplinary action up to an including termination for any violations of HIPAA during

a virtual event.

Although meetings that are virtual and live streamed are open to the public for viewing and attendance,

audience members will be asked to refrain from recording on their personal devices to prevent interference

with the Communication Department’s A/V equipment. All meetings or events that are virtual and live

streamed will be made available online in real time broadcast format, unless redacted as otherwise stated

in these policies and procedures. Instructions for accessing these recordings will be made public

knowledge. Recordings will be archived and disposed of in accordance with the Communication

Department’s Media Retention Schedule.

ENFORCEMENT

The Chairperson and Communications/ I.T. Department will work together to ensure that the Code of

Conduct is adhered to at all times throughout the virtual meeting process. Those individuals whose

behavior is disruptive, harmful, or otherwise in violation of the Audience Code of Conduct will be asked

to leave or be dismissed. Tribal Council may choose further disciplinary action if necessary for those who

are repeatedly asked to leave. No part of a closed event or meeting held in Executive Session may be

recorded.

Media Consent and Audience Code of Conduct

It is common practice of the Regular Tribal Council Regular Meetings that members of the

public be permitted to attend and speak on agenda items. Audience participants will be given

verbal notification of the Media Consent and Audience Code of Conduct prior to recording.

Further, the Media Consent will be posted on the Winnebago Tribe’s website so that

participants are aware of the policy and procedure.

Audience participants will be made aware that the meetings are being recorded and streamed

live. Audience members, especially those that choose to speak at the virtual meeting consent

to having their voices and image recorded. Those individuals who wish not to be recorded may

choose to leave or request their issues be addressed following the recording.

•

Items on the Agenda: Those wishing to speak on items specific to the agenda are asked

to do so when that item is up on the agenda. The Chair will recognize and call forward

those audience members who wish to speak. Each speaker is limited to five (5) minutes

and must speak into the microphone. Time limits may be extended or reasonably

decreased at the discretion of the Chair.

•

Items not on the Agenda: Those wishing to speak on items relating to other Tribal

business not on the agenda may request permission to do so. It is at the discretion of

the Tribal Council (majority consensus) to accept requests to speak on items not on the

agenda. If accepted, the Chair will recognize and call forward those citizens who wish

to speak. Each speaker is limited to five (5) minutes and must speak into the

microphone. These time limits may be extended or reasonably decreased at the

discretion of the Chair.

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Virtual Meetings

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The Tribal Council values and welcomes civil, respectful, clear and concise communication

from the public. During public comments, speakers should refrain from repetitious, profane,

or irrelevant comments. Unsolicited comments and disruptive behavior are prohibited.

Individuals who are disruptive may be given a warning and also, may, if necessary, be removed

from the meeting.

Live Stream Retention and/or Redaction

It is possible that statements could be made which may be regarded as offensive, defamatory,

or contrary to law. Statements such as these made in a Tribal Council meeting by Council

officers and members or members of the public are not protected and may be the subject of

legal proceedings and potential liability. The Tribal Council as a body does not accept liability

for any inaccurate or defamatory statements or comments made at a virtual meeting, and will

take appropriate steps to ensure that it does not publish that material by live streaming or

publishing recordings of meetings.

All live streamed meetings will have a full and un-redacted recording saved in a secure location

and may only be made available upon written request and permission from the Tribal Council

or by an order of the Winnebago Tribal Court or subpoena from the Winnebago Tribal Court.

Accordingly, at any time during a meeting the Chairperson has the discretion and authority to

direct the termination or interruption of live streaming if they believe it is advisable to do so.

Such direction will only be given in exceptional circumstances, where statements are or are

likely to be made that are considered inappropriate to be published (by streaming or recording).

(Does this have to go to a vote?)

Following any meeting, the Chairperson have the discretion and authority to direct the

exclusion of all or part of any meeting recording that are considered inappropriate to be

published.

Material considered to be inappropriate may include, but is not limited to material

that may:

• be defamatory

• infringe copyright

• breach the privacy of an individual or unauthorized disclosure of the personal

information of an individual

• be offensive

• constitute discrimination

• constitute racial hatred or vilification, if based on the race, color, national or

ethnic origin of a person or group of people, and is likely to offend, insult,

humiliate or intimidate

• disclose confidential or privileged information.

DISCLAIMER

Opinions expressed and statements made during a Tribal Council meeting are those of the

individuals making them, and not those of the Tribal Council. Unless set out in a resolution of

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Council, Council does not endorse or support the views, opinions, standards, or information

that may be expressed by individuals at a Council meeting and which may be contained in a

live stream or recording of a Council meeting.

The Council does not accept any responsibility for any verbal comments made during Council

meetings which may be inaccurate, incorrect, or defamatory and does not warrant nor represent

that the material or statements made during the streamed meetings are complete, reliable,

accurate or free from error.

The Tribal Council does not accept any responsibility or liability for any loss, damage, cost,

or expense that might be incurred as a result of the viewing, use or reliance of information or

statements provided in a live stream or recording of a Council meeting. Endorsed Council

minutes provide the definitive record of Council’s resolutions.

TECHNICAL DISCLAIMER

There may be situations where, due to technical difficulties beyond Tribal Council’s control a

virtual meeting, live stream or recording may not be available. Every reasonable effort will be

made to ensure the availability of virtual meetings and recordings of meetings.

However, Tribal Council takes no responsibility for and accepts no liability in the event that

live streaming of a meeting or a recording of a meeting is unavailable.

Technical issues may include, but are not limited to, the availability of the internet, network or

device failure or malfunction, unavailability of social media platforms or power outages.

ELECTRONIC RECORD

Live Stream will be available on the Tribe’s social media pages for a 2 year time period. Following that

time period, the recording will be locally archived for 5 year time period. Local archives will be purged

according to the Communication Department’s Media Retention Schedule. This includes meeting

transcripts. The recordings are kept on file in the Winnebago Tribe’s I.T. Department.

REQUEST TO VIEW PAST MEETINGS

All virtual meetings are open meetings, however some meetings maybe sensitive to tribal members only

and not for the general public to view. In order to protect the Winnebago Tribe and its interests if a person

would like to view a virtual meeting after the meeting is held the following must take place.

Process to view a recorded virtual opening meeting.

If requesting to view a closed meeting;

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1) Write a formal letter to the Winnebago Tribal Council Secretary requesting which meeting to

view. In the letter must provide reasonable explanation on which agenda item to view. If

wanting to see meeting in its entirety, must provide the reason. It will be determined by the

Winnebago Tribal Secretary to grant or deny the request.

2) Must provide Winnebago Tribal ID or be verified by the Winnebago Enrollment Department.

Please allow 7 to 10 business days for review of such requests and to allow the IT department

to prep the virtual meeting. There is a download and conversion process that is needed before

virtual meetings can be viewed.

3) Once approved the requester will have 7 to 10 business days to view the meeting. After the

10th business day the request will be voided.

4) Recorded virtual meetings are only allowed to be viewed during regular business hours or by

appointment scheduled by the Executive Assistant to the chair.

5) May not use any personal devices (audio recorder, cameras, phones, or capture devices) to

record the recorded virtual meeting. Person viewing may not go "live" on any social media

sites while viewing the recorded virtual meeting.

6) The person who is requested to view the meeting must do so with the Executive Assistant to

the chair or assigned person present to ensure the meeting doesn't leave the Winnebago

Administration offices.

Assigned viewing area will be dependent on availability.

The person that requested the viewing will be set up with a laptop or computer with audio capabilities.

Only one person is allowed to view. If more than one person is requesting to view at one time must obtain

special permission from the Winnebago Tribal Secretary.

Requested person can view up to 8 hours (during normal business hours) of virtual meetings then will

have to resume on the next day(s). This is to ensure no disruption of tribal operations happens.

Winnebago Tribal Employee’s wanting to see a past virtual tribal council meeting must have a signed

confidentiality agreement.

LICENSE AND USE OF LIVE STREAMS AND RECORDINGS

Access to live streams and recordings of Tribal Council meetings is provided on

https://www.youtube.com/@WinnebagoTribeofNebraska/about for personal information only and noncommercial use.

Video, images and audio contained in a live stream or recording must not be altered,

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reproduced or republished without the permission of Tribal Council or Communications Department.

Copyright remains with Tribal Council.

For any commercial or media queries or use, please contact Communications Officer.

RETENTION SCHEDULE

Reference approved Tribal Council and Tribal Administration Retention Schedule Policy.

For questions and concerns related to these policies and procedures, please contact:

The Winnebago Tribe of Nebraska

Communications Department

P.O. Box 687 Winnebago, NE 68071

Ph: 402-878-2272

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