Convention 2021 Help & Essential Information

If you have any suggestions or questions, please use the Comment section below.

HELPLINE – Opens November 6, 2021 @ 8 a.m.

If you have any questions in the meantime, email events@diowestmo.org, or come and chat with us during one of our daily Church Connect Drop-in Sessions.

Scroll down for more information on how this year’s convention will work.

Online Delegates’ Technical Support via Zoom chat

Address your questions to:

  • Kim Snodgrass (417) 793-0780
  • Josh Trader (417) 766-2369

Convention Check-in

In-person Lay & Clergy Delegates

Check-in for those attending the Annual Convention in person at Grace and Holy Trinity Cathedral will be open 5 p.m. to 8 p.m. on Friday, November 5, 2021, and 8 a.m. to 10:30 a.m. on Saturday, November 6, 2021.

In-person delegates will check-in in person at the Cathedral.

Online Lay & Clergy Delegates

Check-in will open at 8 a.m. on Saturday, November 6, 2021, and will close at 10:30 a.m. Only delegates attending online (those with voice and vote, clergy or laity) are required to check in online.

Alternates

Alternates are strongly encouraged to watch the convention on the diocesan website or social media. Links here.

Due to limited seating capacity, alternates and visitors will not be able to attend in person. Of course, if you are an alternate and called to replace a delegate (we need notification from your clergy in writing)

Voter-IDS

Voter-IDs have only been issued to registered online delegates (those with voice and vote). Alternates planning to attend online will be issued with a Voter-ID, if they become a delegate.

Delegates attending in person will not be issued a Voter-ID, you get to fill in paper voting forms and wave colored cards in the air.

Taking part in the Annual Convention – The Essentials

The 2021 Annual Convention is being held in person and as an online Zoom meeting.

To take part in-person

Only those who have pre-registered may attend in person. If you have not registered you can watch the day’s events on our website or social media. Those attending in person must complete the COVID-19 Assumption of Risk, Release and Waiver form, and comply with whatever COVID-19 restrictions are in place on the day of the event.

In theory, this is the simple option. Arrive at Grace and Holy Trinity Cathedral, either Friday evening from 5 p.m. onwards (you are responsible for booking your own overnight accommodation). Or arrive at the cathedral around 8 a.m. (7:45 a.m. clergy) on Saturday.

Clergy need to arrive at 7:45 a.m. promptly on Saturday, November 6 for vesting prior to the opening Eucharist.

Voting for those present in person will be by traditional show of hands (wave those red and green cards), and by completing paper ballots.

To take part online

You must be pre-registered, and delegates must have a Voter-ID to be counted and to vote. You will need a computer with a webcam and microphone, and fast internet access or a suitable smartphone with a data plan able to handle several hours of streaming video.

Before the convention, you should install and test Zoom. If you already have Zoom installed on your device, please check that you are using the most up-to-date version.

Detailed information for online delegates only

What you will need:

  • A print-out or note of your Voter ID
  • Zoom – preferably installed on your computer
  • Web browser, or separate mobile device with a browser (for ballots)

To take part you must be able to do the following:

In Zoom:

  • Check and update your Zoom version (Link to 20 second training video)
  • Select your preferred language (Click on the Interpretation icon and select English or Spanish – Link to 34 second training video)
  • Set your Zoom Displayed Name to be your full name ( Link to 41 second video training video, covering muting & unmuting, and how to change your name)
  • Zoom view options — set to Speaker View (Link to a one-minute training video, includes Participant List and Chat – below)
  • Open the Participant List (click on the participant icon)
  • Raise your hand (electronically) (Use the Reactions button. Link to a one-minute training video, includes raise hand and simple Zoom Yes/No voting)
  • Vote using the Yes/No vote options (Use the Reactions button)
  • Open and use Chat (Click on the Chat icon)
  • Follow a website link pasted into Chat (Click on the link)
  • Helpful skills. Resize and dock the Zoom Participant and Chat windows.

In a browser:

  • Complete a ballot (online form)
  • Return to an in-progress Zoom meeting from a browser after completing a ballot we recommend that you close your browser (assuming you are using the Zoom App and not running Zoom in your browser). Computer literate? You can try using ctrl tab on a PC or cmd tab on a Mac.

Please note, there is no audio instruction on the above training videos. This is deliberate. They were produced to be used for the online training sessions.

Use of multiple devices online

If you have multiple devices, such as a laptop and a smartphone, you might want to use the laptop for Zoom and the smartphone to check-in and cast your votes in the ballots.

Sharing a computer

If you are sharing a computer with another delegate (or delegates), you will only be able to make a ‘consensus vote’ (cast one vote representing the wishes of all those present) during any of the Zoom Yes/No votes. During Ballots, you will be able to take turns in casting your votes, and each of you will need to enter your own unique Voter ID.

See the Voting section below for more details.

Online technical assistance

Saturday, November 6, 2021

Please note that our resources available to offer technical assistance on the day of the convention will be limited, so it is important that you check that your connection and computer are working in advance.

Joining Instructions

Joining instructions have already been issued. Can’t find your email? Please check your junk mail folder before contacting us — Thanks!

To minimize the risk of disruption to the proceedings we ask that you do not share the joining instructions.

Check-in (Online participants only)

You must have your Voter-ID in order to check-in. There is an online Convention Check-in form which will be available from 8 a.m. on Saturday November 6. Please check-in to confirm and record your presence at the convention.

Check-in will open at 8 a.m. on Saturday, November 6, 2020, and will close shortly after the commencement of the business session at 10:45 a.m.

It is important that you check-in because this information will be used to determine that a quorum is reached. The information will also be used to produce the official list of attending delegates published in the convention Journal.

Convention Protocols

Your Zoom Display Name

Your Zoom Display name must be your full name — (Optional title) Christian name and surname — We will not be recognizing any Zoom participants who do not display their full names (otherwise there will be loads of Cathys, Elizabeths, Joes, Johns, Davids, etc… and no one will know who is who).

If you are viewing Zoom as part of a (suitably physically distanced) group on a single computer, the Zoom name must be that of the church represented.

Microphone and Camera Muting

When you join the Convention both your video camera and microphone will be turned off. Please feel free to turn on your camera. Do not unmute yourself unless invited to do so by the President of the Convention, or any of the various convention officials — you’ll know who we are!

We don’t want to be killjoys, but with around 100 people taking part online, this is essential to the order and expediency of the day’s proceedings.

Anyone unmuting themselves without first being asked to do so by the President or another official will be muted without warning or explanation. We apologize in advance, but we will not have time to explain why you’ve been muted. We’ll be playing behind the scenes ‘mute the delegate’ whack-a-mole throughout the day.

After you unmute yourself, please address the President and announce your name and church.

Just for fun

From 8 a.m to 8:50 a.m. please feel free to unmute yourself and say hello to anyone who is there. Everyone’s microphones will be muted promptly at 8:50 a.m. when the Convention Eucharist will begin.

Zoom Chat

Chat should only be used for official convention business. 1:1 personal chat has been disabled to prevent distractions.

Chat – ‘to everyone’ should only be used for the following:

  • If requested by the President or one of the officials to further clarify a spoken point.
  • If for some reason your microphone has failed, and you have raised your hand, and the President or another official has asked you to unmute your microphone and speak.

The Convention Support Staff will be using chat to provide links to the Ballot webpage each time there is a call for a vote by ballot.

To raise a motion, point of order, or speak to a resolution

To raise a motion, point of order, or speak to a resolution, you must first raise your hand using the Zoom ‘Raise hand’ function. Those raising their hands will be addressed in the queued order shown in the Zoom Participants list. They will be asked in turn to unmute themselves and speak to the point under discussion.

See the note regarding Submitting Amendments to Resolutions or the Plan for Ministry, below.

Technical difficulties

If you are having difficulties please chat directly with Josh Trader or Kim Snodgrass via Zoom Chat, or call one of the provided helplines (see above).

Submitting Amendments to Resolutions or the Plan for Ministry

Per our practice at prior Conventions, amendments to the Plan for Ministry or to any Resolution before the Convention should be submitted in writing for clarity. At prior Conventions, we have accepted emails sent to the Secretary of Convention or hand-written submissions as equivalents. For this Convention, our preferred method will be an email to the Secretary at secretary@diowestmo.org. However, if you are unable to send an email, Zoom’s “chat” feature can be used to submit the wording of the amendment you wish to propose.

Please note: Submitting the wording of an amendment you wish to move (whether by email or chat) is not the same as making the motion to amend. To move your motion, you must be recognized by the President of the Convention and move your motion from the “virtual” floor of the Convention. Motions to amend the Plan for Ministry or any Resolution will be in order only during the floor debate on that item of business. Use the “raise hand” feature in Zoom’s Participants Window and wait to be recognized. When recognized, move your amendment with reference to the way you submitted it to the Secretary.

Once your amendment has been moved and seconded, we will ensure that the proposed change is shown to members of the Convention prior to any vote on the amendment.

Online delegates voting

To speed up the proceedings we will be using two forms of voting:

  1. Zoom Yes/No Votes
  2. Online ballots — links to the individual ballot forms will be made available here.

Note those attending in person will vote by show of hands and by paper ballot.

Zoom Votes

These are the equivalent of the show of hands (Green and Red cards) we use at an in-person convention. These votes are fast, but less accurate, and do not allow for voting by Order (less accurate because we assume some people will be sharing a device).

Do not vote before being invited to do so by the President or another official. Do not change your vote after the President or another official has declared the vote closed.

If the result of a vote is in doubt, or a motion to hold a ballot is raised and approved we will use the more accurate, online ballot.

Online Ballots

  • The forms will be accessible from https://diowestmo.org/vote
  • Sample forms are available on the run-up to Convention for you to try out on the above webpage.
  • During Convention, the forms will be set to not accept responses until voting for that item is declared open.
  • Delegates will be required to input their Voter-ID each time they vote.
  • The forms will not accept votes after voting on that item is declared closed.
  • Once the vote is closed, the collected votes will be validated and counted.
  • Duplicate and incorrect Voter IDs will be treated as spoiled votes and not counted.

Casting your Vote

Submit your vote by pressing ‘Submit’ at the bottom of the ballot. You may then close the form’s browser tab and return to Zoom.

Sharing a Computer

If you are sharing a computer once you have pressed ‘Submit’ to cast your vote, the following text will be displayed:

Thank you for Voting.

If you are sharing a computer the next person can now vote by clicking on ‘Submit another response’ below.

Simply click on ‘Submit another response‘ and the form will be re-displayed ready for the next person to cast their vote.

After you have all submitted your votes (by pressing submit), you may close the form’s browser tab and return to Zoom.

Visitors and Observers

Nondelegates will be able to watch the proceedings on social media. A live Spanish translation of the event will be available.

Updates

  • 11-03-2021. Links to several short Zoom training videos added.
  • 11-02-2021. More information added for online delegates.
  • 10-26-2021. Clarifying text and changes to nomenclature to assist with separating out the information germane to those attending in person and those attending online.
  • 10-19-2021. General updates providing additional details and clarification.
  • 06-25-2021. Initial edit of the page ready for the 132nd Annual Convention of The Diocese of West Missouri.
  • 11-06-2020. References to the practice check-in, ballots and other pre-convention activities removed.
  • 11-05-2020. Helpline information updated.
  • 11-02-2020. Practice check-in and Vote text added. Reference to the training sessions held earlier amended to direct people to the additional training sessions. Joining instruction text updated to include details of when the joining instructions email was sent.
  • 10-30-2020. We’ve added in all the information and knowledge we’ve gained from holding over seven hours of online convention training.
  • 10-26-2020. Links to Zoom ‘getting started’ text and videos added.

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