Item # 7 - AGM Modernization Subcommittee - Update
Item # 7 - AGM Modernization Subcommittee - Update
This is a subcommittee of the Procedures’ Committee ( Bob Armstrong, Chair, and Bob Gillanders ). Sitting on it currently are Bob Armstrong, Chairperson, and Chris Mallon. A former third member was discharged from the Subcommittee, with their consent. I would like to bring a third person onto the Subcommittee again, preferably someone with some IT experience. Contact me if you might be interested.
The Subcommittee has developed a model for a modernized AGM, set out below:
A CFC Model AGM
Revision # 2, August 12, 2010
Purpose of Modernizing the CFC AGM:
There are two main purposes of the modernization of the AGM :
1. to allow governors from across the country, who cannot make the AGM, to participate to a high degree in the AGM on-site proceedings.
2. to try to replace as much as possible, the somewhat anti-democratic " Proxy " system ( whereby an absent governor gives an attending governor his vote, allowing some governors to have 2 or 3 votes themselves ! ). Governors will be able to participate by computer interactivity, and vote from home, and so will not need to consider a proxy.
Components of a Modernized AGM:
1. On-site Component - This will have a face-to-face governor meeting component, as is now done. But it will use technology which will allow governors to participate from their own home computers – video and audio broadcasting; texting, both ways..
2. Website Use - It will employ a broadcasting server. Since it is employing a website, governors not present will not need to download any special program. They can just log in.
3. Webcam Use - It will use visual technology to give non-present governors greater participation. The video will coordinate with audio broadcasting. This way, when someone present at the AGM location is speaking, they will be able to be seen by non-present governors.
4. Audio Broadcast - It will use audio technology to give non-present governors greater participation, although this will be one-way broadcasting from the site, at the same time as the video broadcasting. Non-present governors will only need normal speakers to receive the audio of the meeting.
5. Text Participation - Non-present governors will participate by typing text into the laptop on site. The Secretary will read aloud the texts to the on-site governors.
6. “ Speaking “ Order - Non-present governors will indicate to the secretary on site with the laptop ( could be the CFC Secretary, or the CFC E.D, or someone else who can be on site ), that they wish to speak, and there will be a system for assigning the order of texting in. The secretary will read out the text to the present governors as he recognizes the text writers.
7. Voting – the Chair of the meeting, usually the President, will convey by webcam that he is calling a vote on a motion, after sufficient discussion. Then all non-present governors can type in their vote, which will be recorded by the secretary. This will therefore be a public vote, since everyone will see how governors are voting. This approximates the public voting by show of hands that will be occurring for the present governors. As well, there will a mechanism for private messages that can be used for confidential votes, such as elections which are traditionally by secret ballot.
8. Proxies – Governors will only be allowed their own vote – they will not be able to hold a proxy. But a governor not attending will be able to give his proxy to a substitute, a non-governor. This could either be a full discretionary proxy, or a “ directed “ proxy ( setting out the vote to be cast on the various motions ), or a combination.
9. Vote Registration Form – for those non-attending governors who do not want to get involved in the proxy system, they will be able to send to the secretary a voting certificate, setting out their vote for all motions, and the secretary will cast their votes at the relevant time.
Superiority of the Model Over Current Teleconferencing
The Subcommittee on AGM Modernization has developed a model which tries to make the new AGM as interactive as possible, to encourage governors from across the country to join in by computer and to participate if they cannot themselves physically attend. We did consider teleconferencing. But the feeling was that it was not interactive enough, and that the logistics of dealing over the phone in conference with some 45 governors not on-site were very difficult. There is the problem of speakers interrupting each other trying to be identified to speak next, if not interrupting the speaker directly to speak. It was felt that using other multi-media approaches would eliminate much of this difficulty.
So, we are proposing:
1. Video one-way broadcasting – this will make the AGM much more attractive for non-on-site governors to participate. They can sit at home at their computer and view the meeting in progress. Speakers will go to the video chair, and so all governors will see the speaker across the country. Speakers will line up to speak on-site, just as speakers do at microphones at conferences. It may even be possible that the operator of the camcorder will be able to focus on speakers where they are sitting, to make the process easier. It is important to see a speaker’s body language when there is important debate going on – it helps interpret what the speaker is saying, and their commitment to their position.
2. 1 way audio broadcasting – at the same time as video is being broadcast, the audio of the speaker’s voice will also be being broadcast simultaneously. The non-on-site governors only need speakers to be able to participate in this way, which most computer users have.
3. Computer Texting 1-way ( from non-on-site governors in to the Secretary of the meeting who is using a laptop ) – governors will identify themselves to “ speak “ by texting in their request by computer. This way there is no confusion about who is identifying themselves to speak, and an order of speaking is clear. Also, governors can text in their messages at the same time as others are typing in, rather than having to wait for one speaker to finish. The texting process lets the speaker complete his text, and then the computer enters in sequence the next texters ( just like on a discussion board ). The secretary will then read out the input from the non-on-site governor to the on-site governors. Non-on-site governors will therefore be able to see the input of other non-on-site governors either by reading the text on their own computers, or by hearing and seeing the on-site Secretary reading the input. It is felt this way the Secretary can keep control and order in the “ speaking “ process. This is similar to the discussion board process used at the Trial Governors’ On-line Meeting in April, and it worked quite well. We need an IT person to advise us whether our current Governors’ Discussion Board may in some way be able to be integrated into the texting issue.
4. Computer website – there are various internet computer sites that can handle this audio/video/texting broadcasting, we were told – but the texting aspect is not yet certain. This is one of the reasons we need an IT person to research the market for us, and to develop a plan that incorporates and integrates all three aspects.
5. Voting – it will be possible for the President to call a vote on a motion, and for non-on-site governors to text in their vote. We are also asking in the IT contract for the Technological Implementation Plan to consider if the Governors’ Discussion Board might be useful here, since it has a “ Polling “ feature, that was very successfully used at the Trial Governors’ On-line Meeting in April.
We have been told that we are pretty much leading edge on trying to develop this model of large multi-person, multi-media conferencing, but that the technology to do this is currently out there. It just needs to be coordinated somehow to realize our project, since there is no existent package that does this ( according to a brief search by one of our CFC volunteer IT members – who hasn’t time to bid on the small contract we want to tender ).
We feel what we are proposing is much superior to current teleconferencing, and will attract more non-on-site governors across the country to participate. It is an advanced technology we are trying to implement, but apparently it is doable, and the expense is relatively low.
We have also developed for the assistance of an IT Contractor, “ Notes on a Technological Implementation Plan “. The revised 2010-11 budget, if passed, allocates to the Subcommittee $ 500 for us to contract to have prepared for us this “ Technological Implementation Plan “. Once we have the plan, then we will be able to go ahead and try to find a volunteer Trial AGM Coordinator to hold a trial AGM on the new model, and using the technology recommended. We are targeting the 2011 July CFC AGM for the modernization.
