[NFBV-Announce] Fwd: Zoom Details and Important Logistics for the Saturday (5/16) NFB of Virginia Board Meeting at 12:45 PM

Wed May 13 16:41:30 UTC 2020

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> From: Sarah Patnaude via NFBV-Announce <NFBV-Announce at nfbnet.org>
> Date: May 11, 2020 at 4:30:23 PM EDT
> To: NFBV-Announce at nfbnet.org
> Subject: [NFBV-Announce] Zoom Details and Important Logistics for the Saturday (5/16) NFB of Virginia Board Meeting at 12:45 PM
> Reply-To: Sarah Patnaude <patnaude.sarah at yahoo.com>
> 
> 
>> From Tracy Soforenko
>>  
>> The board of directors meeting will be a very large Zoom meeting. We are putting some processes in place to manage noise and  maintain control.
>> We are asking people to show up 15 minutes early for the meeting and follow  the instructions provided below. First, we provide the meeting details. Afterwards, we will provide the important logistics and we ask you to read these details so we can have a productive meeting.
>>  
>> Zoom Details
>> National Federation of the Blind of Virginia
>> Meeting of the Board of Directors
>> Saturday, May 16, 2020
>> Pre-registration: 12:45 PM
>> Meeting Starts: 1:00 PM
>>  
>> Join Zoom Meeting
>> 
>> https://zoom.us/j/8297256345
>> 
>>  
>> 
>>  
>> 
>> Meeting ID: 829 725 6345
>> 
>> One tap mobile
>> 
>> +13017158592,,8297256345#
>> 
>>  
>> 
>> Or simply dial: 3017158592
>> 
>> And Enter the meeting ID: 8297256345
>>  
>> The agenda will be provided in a separate email.
>> While we are doing some interactive programming, this is a business meeting and there will be rules for the business meeting component.
>> Logistics Details:
>> There will be some items at  this meeting which will require a vote.
>> Some may require a roll call.
>> We need to know who is your chapter’s delegate to the board. Each chapter has a voting member who speaks for the chapter. The delegate is elected by the chapter and can’t just be whoever attends the board meeting. Ideally, this person will also share the details of the chapter’s contributions to our national funds.
>>  
>> Each chapter president should email Tracy to let him know who is the chapter delegate who will be attending.
>>  
>> Please plan to join the meeting during the pre-registration time beginning at 12:45 PM so we are ready to start the meeting promptly at 1:00 PM.
>>  
>> When you enter the meeting, you will be muted. Even if you think you don’t have background noise, we find that with many people on a call, it is really vital to have most everyone muted. A little background noise from 10 people can be bad. From 50+ people, it is impossible to hear each other.
>>  
>> Our Zoom administrators will  be helping with muting and unmuting people so we can be managing participation.
>> During the pre-registration time, we will be making certain we know who is in attendance.
>> It will be really good if we can connect your information within Zoom  to your name so we know who is raising a hand and who is muted and unmuted.
>>  
>> If you access the meeting using the Windows or iPhone App, It is good if you are named something that contains your name. If you are called iPhone or Gorgeous, that doesn’t tell the Zoom administrators who you are. Please make that change in advance.
>> If you access the meeting using the telephone dialing model, please email Sarah in advance so she can rename your participant information from your phone number to your name.
>>  
>> During pre-registration, our Zoom administrators will unmute people who are not already identified and get their name updated in Zoom.
>> If you use the telephone, we will identify you by the last 4 digits of your phone number so be ready to share your name in response to the question
>> “Who is calling int from 8182 or whatever your last 4 digits are?”
>>  
>> If you email Sarah in advance, she might just make the update without having to ask.
>>  
>> After an invocation, we will do the roll call differently. With a huge group over the conference call, we can’t have everyone  announce themselves. One of the Zoom administrators will announce the people in attendance.
>>  
>> Once the meeting starts, our Zoom administrators will be following the agenda and unmuting each presenter as Tracy proceeds through the agenda and call on people.
>>  
>> If you have a question, you can raise your hand through the app or the telephone:
>>  
>> Using the Windows App, press Alt + Y (Think of it like the YMCA Song from the village People)
>> Using the telephone, you can raise your hand with *9
>> Using the IOS app, there is a button to raise your hand.
>> The same process is used to lower your hand as well.
>>  
>> our Zoom administrators will be looking for raised hands and will be calling on those raised hands to speak. The administrators will also unmute you. After your question, they will return you to mute.  We ask you to lower your own hand after you have been called.
>>  
>> They will try to be super respectful of presenters so not to interrupt. it is a tricky balance so please be patient. We are also conscious of time and they may be following direction from Tracy that we need to keep moving on the agenda.
>>  
>> I am certain you will have feedback on the effectiveness of this process. After the meeting, please feel free to share your thoughts.
>>  
>> Tracy Soforenko
>> President, National Federation of the Blind of Virginia
>> 202 285-4595
>> Tracy.soforenko at gmail.com
>> www.nfb.org
>> www.nfbv.org
>> National Federation of the Blind. Live the Life You Want
>> The National Federation of the Blind is a community of members and friends who believe in the hopes and dreams of the nation’s blind. Every day we work together to help blind people live the lives they want.
>>  
>>  
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