Instructions for Accessing UUCUC’s Annual Meeting on June 14, 2020

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Annual Meeting Packet

Please refer here for the June 14th, 2020 annual meeting packet. All members were sent this packet via email or regular mail prior to June 4th, 2020. It contains the call letter and agenda for the meeting and further information about the votes that will be taking place during the meeting.

Several information sessions were held prior to the annual meeting this year to provide further information about some of the items in the annual meeting agenda. For reference, here is the video for the one of information sessions (password is 4h$l*%*+) and the accompanying PowerPoint presentation.

Annual Meeting Zoom Linking Information

  • Time: Sunday, June 14th at 1:00 p.m. Central time (please login in 15 minutes prior to the start of the meeting to allow us time to verify voting members and troubleshoot any technical issues).
  • Join by phone:
    +1 312 626 6799
    Meeting ID: 912 7002 5610
    Password: 236074

If you have trouble connecting to the Annual meeting, email meetingsupport@uucuc.org or call (708) 946-8669 for assistance.

Instructions for Participating in the Meeting

Patience is a virtue, and we ask you all to be extremely virtuous as we work together to manage our first and best-ever Zoom-based Annual Meeting for UUCUC. The team who has volunteered to help herd our collective meeting has worked hard – but who knows what kind of excitement is in store as we all join together and let our voices be heard as we vote on the proposed budget, fine-tune our Bylaws, welcome our volunteers to new leadership roles, and affirm some exciting new initiatives for the coming year.

FYI, the Annual Meeting will be recorded to assist our Clerk in creating the Annual Meeting Minutes.

For anyone who finds it better to follow the written word, as opposed to oral conversation, we will be using the Otter.ai software to create a written blog of the meeting.  Those logging in as a Zoom online user can use this to follow the conversation.

If at any time during the Annual Meeting you require technical assistance, please email meetingsupport@uucuc.org or call (708) 946-8669 for assistance.

  1. Use the Zoom details provided above to log in approximately 15 minutes in advance of the scheduled meeting start (June 14, 2020, 1 p.m.). This will give us time to verify voting members.  So, try to log in at ~12:45 p.m.

  2. Joining the meeting as a Zoom online user: Please ensure that your Zoom profile name (that other participants will see) is your actual first and last name. Your name will be used to validate that you are a voting member.

  3. If there is more than one voting member in your Zoom connection,
    • Please add all people’s full names into the profile.  This can be done at the participant’s row; click on the “more” button next to your name, then click on “rename”.
    • Alternately, one person could be on Zoom and the rest could either phone in or log onto Zoom separately so that your votes could be counted individually.
      • If you are using more than one device to attend – please be mindful of audio feedback and have all but one device muted. Our collective eardrums thank you in advance.

  4. Joining the meeting as a Phone user:
    • Please call from your phone number that is in the church directory or on file with the church.
    • Be ready to put the meeting number in when asked, followed by #
    • Ignore the question about your participant ID number, just press #
    • Be ready to put in the numerical password, followed by #
    • Zoom will ask you to say your name, then press #

  5. If you have trouble connecting to the Annual meeting, email meetingsupport@uucuc.org or call (708) 946-8669 for assistance.

  6. Verification of Quorum:
    • When you successfully connect to the meeting, you will be placed in a waiting room.
    • In the waiting room, one of our volunteer “admitters” will verify that you are a voting member: then will admit you to the main meeting room.
    • For Phone users: if possible, we will try and rename your phone number with your own name as you are placed into the main meeting.
    • As for all Congregational Meetings, we will begin once our quorum is verified (68 voting members or more in attendance)

  7. As a participant in the Annual Meeting,
    • You will be muted as you are placed into the main meeting room.
    • Online Zoom Chat to the host/cohosts will be available, but not to other participants.  The Moderator will be a busy person and will not be responding to chat – chat to our other hosts/cohost s is recommended.

  8. To request that the Moderator recognizes you for a comment or question
    • For Zoom online users, raise your hand icon found on the Zoom participant list
      • You will be unmuted by the Moderator when it is your turn to speak.
      • Since some of our voting members will only be listening to the audio on the phone, please first identify yourself by name prior to your comment or question.
      • Helpful hint: If someone else gets to your question before your turn, you can “lower” your hand by clicking on the “raise Hand” icon a second time.
    • For phone users, press *9 to raise your hand in the meeting.
      • Since On-line users may only see your phone number, please first identify yourself by your name prior to your comment or question.
      • If someone else gets to your question before your turn, just simply state that when you are called upon by the Moderator. (Lauding him as an excellent Moderator is optional but highly recommended.)

  9. Voting:
    • For Zoom online users, the Moderator will clear all non-verbal gestures and then ask for participants to vote using the “yes” or “no” buttons at the appropriate time to indicate their approval, disapproval, or abstention. If there are multiple voting members joined the meeting via a shared device, they will be accommodated by multiple voting rounds. (Even though our church is situated in Illinois, only one person is allowed to vote per round. Annual Meeting parties with 20 or more voting members at a single log-in are strictly prohibited. )
    • For phone users, the Moderator will clear all previous votes or raised hands, and then ask for participants to raise their hands at the appropriate time to indicate their approval, disapproval, or abstention. (Again, use *9) Only one person is allowed to vote per round.
    • After all votes are counted, the Moderator (or their designee) will verbally report whether the motion passes.

Contact

If you have questions about attending the annual meeting or need further information about the agenda, please reach out to the UUCUC Board of Trustees Chair, Randy Locke.