10. AGM Modernatization Subcommittee Report

[Lyle Craver]

please post your report here

[Bob Armstrong]

Armstrong Report of AGM Modernization Subcommittee - Pt. I

The AGM Modernization Subcommittee is now myself as Chair, Chris Mallon and Michael von Keitz. It is a Subcommittee of the Procedures’ Committee ( myself as Chair and Bob Gillanders ). Originally the Subcommittee developed a CFC AGM Model ( initial rough draft by Chris ). It will see the AGM take place at the Can. Open as usual, but the proceedings there will be broadcast in both audio and video, so it can be received by governors across the country on their computers. The not-on-site governors will be able to type in to the meeting text of their comments/questions/ etc., and they will be read out by the Secretary using the laptop, to those governors on-site.
Here is the Model:

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.

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.

Continued in Pt. II below.

Bob

[Bob Armstrong]

Armstrong Report of AGM Modernization Subcommittee - Pt. II


Further Documentation & Course of Action

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.

We have now posted our Request for Proposals for a Technological Implementation Plan on both the Governors' Board and the members' CFC Chess Chat Forum. The latest post has a Jan. 30 deadline for submissions. Unfortunately, we have not yet received any proposals. It has been suggested by one IT specialist who volunteers to advise us from time to time, that what we want may be too advanced as a total package, and people are unwilling to take the task on. We will have to see if this route brings any progress.

The Subcommittee would be pleased to distribute the “ Model “ and “ Notes “ to anyone requesting them ( e-mail me at bobarm@sympatico.ca ).

The Subcommittee is also themselves investigating further options. I’ve spoken to GoToWebinar, a branch of GoToMeeting, recommended by Steve Karpik, one of our IT volunteer advisors, that deals with a larger number of off-site participants, as we will have. So far it is looking like a good first step, though it implements only part of our total model. If we want, we can change the Spring April quarterly on-line meeting into a one-day meeting, that will be a trial of the model proposed for the AGM. We will use GoToWebinar, and it will be free for the trial run. We can then see if people like it and want iit for the AGM. It will be a $99 charge if we use it then for the July AGM.

Michael von Keitz’ is also investigating Skype. He said he’d be able to get to it in a few weeks.

Also I’m looking into Chris’ initial suggestion of Webcast2000.com, but my initial impression ( and it was Steve’s as well when he looked at their website a while back ) is that they do something slightly different, and they haven’t replied to my e-mail yet.

So overall, it’s looking like we may get at least some of our model implemented for the July meeting – cautious optimism at this point - and we still have some options where we're doing ongoing investigation.

Any comments?

Bob, Chair, AGM Modernization Subcommittee

[Francisco Cabanas]

Will the technology be operating system neutral? In particular will it work with GNU / Linux (Ubuntu, Fedora etc.), Mac OS X and Microsoft Windows (XP or later)?

How do you propose to handle timezones? In particular if the meeting is held in Newfoundland will the Governors in BC and YT be expected to get up in time for a 4:30 am meeting?

[Bob Armstrong]

Hi Francisco:

At the moment, we're looking like we'll only get a partial modernization for July - will be more emphasis on conference call this first attempt - so I think your questions won't arise. We'll be using a USA based conferencing website likely.

As to timing - Toronto rules in 2011!! - it will be normal EDT hours in Toronto. The meeting lasts for 2 days, so off-site governors will have to determine their attendance times.

[Francisco Cabanas]

I will start form a quote from the GoToMeeting - support center.

Required: Windows® 7, Vista, XP or 2003 Server (Linux is not supported)

since I understand from the report that they are the front runner.

So until the meeting access technology is truly operating system neutral and does not require the governors to license a particular brand or brands of computer operating systems, in order to attend I must strongly urge all governors to vote against this.

It is really no different from saying that in order to attend the AGM governors must stay only at a particular hotel or hotels or travel with a particular airline etc.

As for the time zone issue it is still 6:00 am in the west coast for a 9:00 am meeting in Toronto. So again vote no.

[Egidijus Zeromskis]

Whatever you choose format for an online broadcasting, please ensure that the meeting is during the weekend.

[Bob Armstrong]

Hi Egis:

Here is the CO schedule on their website:

Saturday, July 9

9:00-19:30 Wellington
Check-in

11:00 Yonge
Canadian Chess Hall of Fame Lecture

13:00 Yonge
Chess 960 Championship Tournament

16:00-18:00 The Mizzen
Opening Reception

18:00 Frontenac
Opening Ceremony and Round 1

18:00 Wellington, Yonge
Analysis rooms

18:00 outside Frontenac
Vendor and sponsor tables

Sunday, July 10

12:00 noon Frontenac
Speed Chess Championship Tournament

18:00 Frontenac
Round 2

18:00 Wellington, Yonge
Analysis rooms

18:00 outside Frontenac
Vendor and sponsor tables

Monday, July 11

9:00-17:00 Frontenac
Children's Day Camp

9:00-17:00 Dockside 7
Chess Federation of Canada Annual Meeting, Day 1

10:30 Frontenac
Children's Day Camp Simultaneous Exhibition with GM Eduardas Rozentalis

12:00 noon Yonge
GM Alexander Shabalov Simultaneous Exhibition

18:00 Frontenac
Round 3

18:00 Wellington, Yonge
Analysis rooms

18:00 outside Frontenac
Vendor and sponsor tables

Tuesday, July 12

9:00-17:00 Frontenac
Children's Day Camp

9:00-17:00 Dockside 7
Chess Federation of Canada Annual Meeting, Day 2

You can see that the AGM is scheduled for the Monday and Tuesday - it has always been then to my knowledge.

It cannot be on the first weekend, since many don't arrive until later on the Saturday ( or at least there would be much objection to starting an AGM at 9:00 AM on the Saturday, I think ).

Bob

[Fred McKim]

It's my understanding that GoTo Meeting and those sorts of systems require regular phone call charges, so this could get costly for those without unlimited long distance. Still cheaper than attending in person.

As to the time, this is traditional, and anything else would prevent Governors from taking part in some of the rounds of the tournament.

[Bob Armstrong]

Hi Fred:

If we were to use GoToWebinar ( the relevant branch of GoToMeeting for our purposes ), you are right re off-site governors being billed normal long distance. But if governors do audio connection by computer, it is free.

Bob