Bob Armstrong
05-25-2010, 03:30 AM
The AGM Modernization Subcommittee ( myself as Chair, Chris Mallon and Jason Lohner ) were charged with modernizing the AGM. The hope was to develop a model AGM that would combine the traditional on-site governors’ meeting, with access somehow to the meetings for governors across the country who could not make it, through computer interactivity. The Subcommittee was successful in developing a model that involves the on-site meeting being broadcast ( video and audio ), with non-present governors being able to text in their comments / questions to the secretary with the on-site computer. Below is the CFC AGM Model we have developed. Please take a serious look at it. It is general in nature. We would like to receive comments from anyone who has some expertise in the area. This was phase I of the task.
We are now trying to accomplish phase II, developing a simple " technological implementation plan ( TIP )", setting out specifically the type of technology needed to implement our CFC AGM Model. A few suggestions have been made by the subcommittee members, and we do have some notes re a TIP. But unfortunately, for various reasons, none of the subcommittee members is able to take on this task of developing a TIP.
We did do an initial canvas of the governors ( though then re a " trial AGM ", involving the coordinator doing the TIP ), but no governor felt expertised enough to come forward.
So we are now canvassing the membership. Would you be able to develop a TIP? I have been told it will likely take a few days volunteer time to canvas the market to try to find what we want. It would be best if you have some familiarity with communication programs and websites, and can deal with the interactive format – broadcasting audio and video, and having computer access to the meeting from governors across the country.
Once the TIP has been developed, it will be reviewed by the Subcommittee. Then we will seek out a " Trial AGM Coordinator ", to test on a small scale ( a few governors on-site, and a few across the country ) the Model/TIP. This could be the one who developed the TIP, or someone new.
We had hoped to have the new model in place for the Toronto July CFC AGM, but time is now very short to accomplish both the TIP and the Trial AGM before July 12 & 13. In any event though, we wish to move forward now to the extent possible, even if it may be for the 2011 CFC AGM.
Would any member who feels they could take on this task for the Subcommittee, please contact me ( bobarm@sympatico.ca )? Thanks.
A CFC Model 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.
A Modernized CFC AGM – A Technological Implementation Plan ( TIP ) Needed – Some Notes
1. Website Use – One possible broadcasting website suggested is Webcast2000.com. Is this a satisfactory choice? Are there other alternatives on the market? What is the cost associated with this technology? Does the broadcasting website have the capacity to receive texting from governors across the country, who will be participating via texting in to the site?
2. Webcam Use – What type of video camera is required ? – it must also be able to coordinate with or include, audio broadcasting. Webcams have been suggested from a $30 cost ( quality of video will suffer ), all the way up to $700 ( good for several years if taken care of.). Another alternative suggested that someone could loan a laptop to CFC for the meeting, in which case the cost is more like $300 for a camera and a USB video capture device. The Subcommittee needs a recommendation on what video/audio technology it should use, and whether it should be purchased, or rented.
3. Audio Broadcasting - The video equipment may be equipped with sound broadcasting ability. There will be a microphone at the site as part of the technology required or somehow integrated with the webcam. Again, a specific recommendation is needed, perhaps in association with the webcam recommendation.
4. Text Participation -.Someone suggested that the broadcasting website could also provide a chat window , into which the non-present governors could type their comments/questions, which would be read aloud by the Secretary. Can Webcast 2000.com provide this? Can other broadcasting websites?. Although anyone could be allowed to log on and participate, it will be necessary to impose a “ private “ restriction on logging in, so only governors will be participating Any suggestion must deal with this issue.
Alternatively, does the use of the Governors’ Discussion Board for the texting in have any role?
5. Speaking Order – There is the issue of maintaining some type of “ speaking “ order among the non-present governors. The texting technology must be such that they are identified when they get online. Will the identity of the typer appear in the chat window beside their indication they wish to speak, if this is available through the broadcaster website?. How will speaking order be maintained? To save time, will they, immediately after they indicate they wish to text something, be allowed to start typing their actual question?
Alternatively, Chris Mallon suggested an IRC chat server can be provided for free (Chris’ Mallon’s online business runs one already and it has plenty of space free).Is this an option?
6. Voting – Two types of voting must be accommodated. One is a public vote as on general motions. How will the non-present governors text in their votes? What format will be available ( for example, Governors have used the “ Poll “ format available with the Governors’ Discussion Board, for voting on motions at their on-line meetings )? The second type of voting that must be accommodated is “ elections “ which are traditionally by “ secret ballot “. What technology in terms of texting in would be available for this?
Bob
We are now trying to accomplish phase II, developing a simple " technological implementation plan ( TIP )", setting out specifically the type of technology needed to implement our CFC AGM Model. A few suggestions have been made by the subcommittee members, and we do have some notes re a TIP. But unfortunately, for various reasons, none of the subcommittee members is able to take on this task of developing a TIP.
We did do an initial canvas of the governors ( though then re a " trial AGM ", involving the coordinator doing the TIP ), but no governor felt expertised enough to come forward.
So we are now canvassing the membership. Would you be able to develop a TIP? I have been told it will likely take a few days volunteer time to canvas the market to try to find what we want. It would be best if you have some familiarity with communication programs and websites, and can deal with the interactive format – broadcasting audio and video, and having computer access to the meeting from governors across the country.
Once the TIP has been developed, it will be reviewed by the Subcommittee. Then we will seek out a " Trial AGM Coordinator ", to test on a small scale ( a few governors on-site, and a few across the country ) the Model/TIP. This could be the one who developed the TIP, or someone new.
We had hoped to have the new model in place for the Toronto July CFC AGM, but time is now very short to accomplish both the TIP and the Trial AGM before July 12 & 13. In any event though, we wish to move forward now to the extent possible, even if it may be for the 2011 CFC AGM.
Would any member who feels they could take on this task for the Subcommittee, please contact me ( bobarm@sympatico.ca )? Thanks.
A CFC Model 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.
A Modernized CFC AGM – A Technological Implementation Plan ( TIP ) Needed – Some Notes
1. Website Use – One possible broadcasting website suggested is Webcast2000.com. Is this a satisfactory choice? Are there other alternatives on the market? What is the cost associated with this technology? Does the broadcasting website have the capacity to receive texting from governors across the country, who will be participating via texting in to the site?
2. Webcam Use – What type of video camera is required ? – it must also be able to coordinate with or include, audio broadcasting. Webcams have been suggested from a $30 cost ( quality of video will suffer ), all the way up to $700 ( good for several years if taken care of.). Another alternative suggested that someone could loan a laptop to CFC for the meeting, in which case the cost is more like $300 for a camera and a USB video capture device. The Subcommittee needs a recommendation on what video/audio technology it should use, and whether it should be purchased, or rented.
3. Audio Broadcasting - The video equipment may be equipped with sound broadcasting ability. There will be a microphone at the site as part of the technology required or somehow integrated with the webcam. Again, a specific recommendation is needed, perhaps in association with the webcam recommendation.
4. Text Participation -.Someone suggested that the broadcasting website could also provide a chat window , into which the non-present governors could type their comments/questions, which would be read aloud by the Secretary. Can Webcast 2000.com provide this? Can other broadcasting websites?. Although anyone could be allowed to log on and participate, it will be necessary to impose a “ private “ restriction on logging in, so only governors will be participating Any suggestion must deal with this issue.
Alternatively, does the use of the Governors’ Discussion Board for the texting in have any role?
5. Speaking Order – There is the issue of maintaining some type of “ speaking “ order among the non-present governors. The texting technology must be such that they are identified when they get online. Will the identity of the typer appear in the chat window beside their indication they wish to speak, if this is available through the broadcaster website?. How will speaking order be maintained? To save time, will they, immediately after they indicate they wish to text something, be allowed to start typing their actual question?
Alternatively, Chris Mallon suggested an IRC chat server can be provided for free (Chris’ Mallon’s online business runs one already and it has plenty of space free).Is this an option?
6. Voting – Two types of voting must be accommodated. One is a public vote as on general motions. How will the non-present governors text in their votes? What format will be available ( for example, Governors have used the “ Poll “ format available with the Governors’ Discussion Board, for voting on motions at their on-line meetings )? The second type of voting that must be accommodated is “ elections “ which are traditionally by “ secret ballot “. What technology in terms of texting in would be available for this?
Bob