Convention 2020 Help & Essential Information

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HELPLINE – Closed

Technical Support via Zoom chat

Chat with:

  • Josh Trader
  • Kim Snodgrass

Convention Check-in

Check-in Opens at 9:30 a.m. on Saturday November 7, 2020.

Taking part in the Annual Convention – The Essentials

The 2020 Annual Convention is being held as an online Zoom meeting. To take part, 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.

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:

  • Set your Zoom Displayed Name to be your full name
  • Open the Participant List
  • Raise your hand (electronically)
  • Vote using the Yes/No vote options
  • Open and use Chat
  • Follow a website link pasted into Chat
  • 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 (Try using [ctrl] [tab] on a PC or [cmd][tab] on a Mac).

Use of Multiple Devices

If you have multiple devices, such as a laptop and a smart phone, you might want to use the laptop for Zoom and the smartphone to check-in and to 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 it in 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.

Technical Assistance

Saturday, November 7, 2020

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

Instructions for joining the convention were sent out by email at 1:50 p.m. on Monday, November 2, 2020. 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

There is an online Convention Check-in form which will be available on the day before the business session starts for you to confirm your presence at the convention.

Check-in will open at 9:30 a.m. on Saturday, November 7, 2020, and will close shortly after the commencement of the business session at 10 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 official convention Journal.

You can access the check-in form from this webpagehttps://diowestmo.org/vote

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 nearly 200 people taking part 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. Based on the experience gained at the training sessions, we’ll be playing behind the scenes ‘mute the delegate’ whack-a-mole most of the day).

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

Just for fun

From 9:30 a.m to 9:55 a.m. please feel free to unmute yourself and say hello to everyone. Everyone’s microphones will be muted promptly at 9:55 a.m. to allow us all time to settle down and mentally prepare for the start of the business session.

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.

Ballot web links

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.

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.

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://office.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.
  • Where there is a vote by Order, the delegates Order (Lay or Clergy) will be automagically determined from the Voter ID
  • 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.

Updates

  • 6 November, 2020. References to the practice check-in, ballots and other pre-convention activities removed.
  • November 5, 2020. Helpline information updated.
  • November 2, 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.
  • October 30, 2020. We’ve added in all the information and knowledge we’ve gained from holding over seven hours of online convention training.
  • October 26, 2020. Links to Zoom ‘getting started’ text and videos added.

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