[NFBAZ-EastValleyChapter] Fwd: [Chapter-Presidents] COVID-19 Documents - Extended Timeframe for Meeting In-Person and Guidance on Policies for Virtual Meetings

[Brad Kuhn]

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Begin forwarded message:

> From: "Kathryn Webster, National Student President via Chapter-Presidents" <chapter-presidents at nfbnet.org>
> Date: April 24, 2020 at 7:16:29 AM MST
> To: NFB Chapter Presidents discussion list <Chapter-presidents at nfbnet.org>
> Cc: "Kathryn Webster, National Student President" <nabs.president at gmail.com>
> Subject: [Chapter-Presidents] COVID-19 Documents - Extended Timeframe for Meeting In-Person and Guidance on Policies for Virtual Meetings
> Reply-To: NFB Chapter Presidents discussion list <chapter-presidents at nfbnet.org>
> 
> 
> Chapter Presidents,
>  
> Happy Friday! I’m sure amidst the exciting traffic of this list, some may not have received and digested the COVID-related documents we shared last week. Below, you will find pasted two documents: our COVID-19  Policy Relating to Public Events – Extended and our Policy Guidance on Virtual Meetings.
>  
> Document 1: National Federation of the Blind COVID-19 Policy Relating to Public Events - Extended
> This document updates previous policy issued by the National Federation of the Blind Board of Directors on March 13, 2020. Effective April 4, 2020, the organization has extended its request that all in-person meetings, events, and public gatherings of Federation affiliates, chapters, and divisions are to be canceled or postponed until May 31, 2020 or until local, state, and federal governments permit, whichever is later.
> The National Federation of the Blind is closely following the rapidly evolving situation with respect to the novel coronavirus and its associated illness known as COVID-19. Since we issued our initial guidance on this situation on March 11, public officials across the nation have escalated their response to the virus and issued new and more aggressive directives. Generally, while specific directives as to the size of permitted public gatherings vary across states and local jurisdictions, public health officials agree that it is advisable to engage in “social distancing” in order to prevent or mitigate the spread of the virus, and people are being directed to minimize proximity and/or physical contact with others outside the home as much as possible. As a result, the National Federation of the Blind Board of Directors has continued to monitor and revise the below policy directive related to public meetings of the organization.
>  
> The National Federation of the Blind is the oldest and largest nationwide organization of blind people, with affiliates in all fifty states, the District of Columbia, and Puerto Rico; hundreds of local chapters; as well as statewide and national special-interest divisions. Together these are comprised of some fifty thousand members and countless volunteers and supporters who conduct various public meetings and events. The health and safety of our members and friends is our top priority, and we are also mindful of our obligation to follow public health directives and to engage responsibly with the general public. We also recognize the need for consistent guidance across our organization as our affiliates, chapters, and divisions consider or plan meetings and public events.
> To that end, the President and board of directors of the National Federation of the Blind hereby direct that all meetings, events, or public gatherings of Federation affiliates, chapters, and divisions are to be canceled or postponed consistent with the date listed above. This includes, but is not limited to, statewide conventions or meetings, local chapter meetings, and statewide or local division meetings. Of course, where practicable, meetings to conduct the ongoing business of the Federation may be held via phone call or videoconference. Furthermore, the outreach and advocacy priorities of the organized blind movement can and should continue despite the disruption to public meetings, including monitoring unique barriers that blind individuals encounter due to the extreme circumstances. However, no official business of the organization should be conducted via in-person gatherings during this period. The national leadership will re-evaluate the situation on or shortly after May 31, 2020, and issue additional guidance if needed.
> We are issuing this directive to align with the best available public health advice as well as with multiple state and local directives, and to carry out our general obligation to protect the health and safety of everyone in our Federation family. We wish everyone the best as together we meet the challenges and make the sacrifices required by this public health emergency.
>  
> Document 2: Policy Guidance on Virtual Meetings
> This policy guidance is meant to provide structure to state affiliates, local chapters, and national and state divisions of the organization. This policy is intended to communicate how Federation leaders can best implement practices consistent with the national constitution. This document was established by the National Federation of the Blind Board of Directors, effective April 4, 2020.
>  
> Official Federation Business Meetings:
> Business meetings of the National Federation of the Blind are meetings where the membership can set policies and take actions to guide the organization. Primary examples include affiliate conventions and local chapter meetings. These meetings of Federation members should be clearly differentiated from enrichment opportunities, such as training, fundraising, and social events, where business will not be conducted. It is worth noting that business meetings may include many of the elements of non-business meetings (e.g., fundraising and training). The majority of Federation meetings take place in person in local communities, in statewide gatherings, or at the national convention. However, meetings may also take place using technologies to connect members at a distance. The principles for appropriate management of Federation business meetings apply regardless of whether the meeting venue is physical or virtual or a combination of the two. Federation meetings should comply with the following principles.
> In general, Federation meetings are open to all regardless of membership status. Except for a limited set of circumstances where the sensitive nature of content to be covered requires a closed-meeting status, Federation meetings are open to all.
> Regular meetings should happen at a consistent time and place (physical or virtual), and changes to the regular pattern should be carefully communicated to all members in advance. Special meetings require extra care to ensure that all members receive notice. A variety of communication methods will be necessary to ensure all members have notice regarding meetings and changes to meetings.
> Meetings should be conducted consistent with the Federation’s constitution, code of conduct, and branding standards. Care should be taken to ensure that all members of the organization can fully participate in the gathering.
> The president, or vice-president in the absence of the president, should chair the meeting unless the president or vice-president has designated another chairperson.
> Meetings should be managed by the chair such that one individual speaks at a time. Federation practice is to invite people to call for the floor using their own name and for the individual chairing the meeting to recognize speakers by calling on them.
> The meeting should include an organized agenda which may or may not be distributed in advance. Elections should be held at a consistent time annually and should be announced at least one meeting in advance. Required announcements from the state or national organization must be included in business meetings. All chapter and affiliate meetings should include the Federation pledge. 
> The secretary or designee should record significant happenings in the meeting, especially motions considered and the result of votes taken. These are informal notes until they are written and approved as meeting minutes at a future gathering. If notes are distributed in advance of being voted on, they should be clearly labeled as unapproved draft minutes.
> Meetings should never be recorded without noting the recording at the beginning of the meeting.
> Members may make motions or second them. Nonmembers may not. Members may speak on the floor as a matter of right. Nonmembers may be invited to speak but do not have the same right for time to speak on the floor.
> The meeting should allow adequate time for important items of business to be considered, including allowing time for debate on items of disagreement.
> Meetings shall be conducted in a manner that permits full and fair expression of majority opinions as well as opinions of the minority. Decisions shall be made by majority vote. (See Voting below.)
> If a meeting includes both a physical venue where the meeting is being conducted and a method of virtual participation, Federation leaders should take care to establish clear practices to permit members at a distance to participate adequately in the meeting, including affording members who are virtual to speak on business matters.
> Care should be taken to invite guests to the meeting to join the organization and to understand the expectations and benefits of being a member. Care should also be taken to explain organizational practices and common terms on a regular basis to assist new members in understanding and integrating into the movement.
> Time should be allotted at every local meeting to welcome and vote in new members. 
>  
>  
> Voting:
> Only dues-paying members who have previously been accepted as members of the chapter or affiliate of the National Federation of the Blind hosting the meeting are eligible to vote on Federation business.
> The relevant board of directors for the local chapter, division, or affiliate is responsible for maintaining accurate membership records for who is eligible to vote at any particular meeting. In general, the board secretary will maintain the membership list with support from the treasurer who collects the dues and in collaboration with the president. Membership records are to be updated with the national organization at least annually.
> Votes on motions and election of leadership positions should be handled professionally and given enough time for all members to understand the matter being considered.
> In many cases, voice voting will be sufficient to determine the will of the majority. When a voice vote is not sufficient to make a determination, care should be taken to ensure that each eligible member present gets one vote. One way to ensure this is to read the roll of eligible voting members and record their votes. Nonmembers can observe votes but may never vote.
> Proxy voting is never permitted anywhere in the Federation per the national constitution.
>  
> Love,
> Kathryn Webster | Co-Chair
> National Membership Committee
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