First off - Don't Panic! It is accepted that there is a lot to take in below, especially if you have not used Zoom before, however, as this is new to all of us, we have set aside plenty of time prior to the formal start of the AGM for attendees to meet and greet and understand what the AGM is about, to get the hang of Zoom, and we will also talk everyone through all of the below and answer any questions prior to calling the AGM to order. It is important for all of us that this AGM is as inclusive as possible under the circumstances.
If you have any questions/issues to raise at the AGM, then it would be best if they were sent in advance by e-mail to [email protected] Alternatively, if you wish to raise a question/issue on the day, then, if you are using the Zoom Link, please utilise the Zoom Chat functionality at the AGM (see Item 5 below) and your question/issue will be addressed by the Chairman. If you are Dialling In, then please raise your question via your voice in the normal way.
You will be invited by the Chairman to Vote on various motions at the AGM. For those using the Zoom Link, Voting will be undertaken via use of the "Zoom Poll" functionality (see Item 5). For those Dialling In, Voting will be performed by voice.
You will be invited by the Chairman to Second various motions at the AGM. Seconding a motion will be undertaken in exactly the same way as Voting.
For those who will be using the Zoom Link, please see some key information below:
Zoom Video: You can choose to be seen or not to be seen by others at the AGM. To control this setting, move your mouse cursor down towards the bottom of the Zoom screen and a Video Button will appear on the bottom left hand side of your screen. Clicking on this Button will toggle your Video ON and OFF. Please note that if your Video is ON, then ALL participants of the AGM will be able to see what your webcam is seeing.
Zoom Audio: To control this setting, move your mouse cursor down towards the bottom of the Zoom screen and an Audio Button will appear on the bottom left hand side of your screen. Clicking on this Button will toggle your Audio ON and OFF. Please note that if your Audio is ON (Unmute), then ALL participants of the AGM will be able to hear everything that you say. As a rule, please ensure that your Audio is OFF (Mute) during the AGM, as this will ensure that there is no background noise generated which could be distracting to other participants of the AGM. Please only turn your Audio ON (Unmute) when you have been invited to speak by the Chairman. Once you have completed speaking, please remember to switch your Audio back OFF (Mute).
Zoom Chat: To use this functionality, move your mouse cursor down towards the bottom of the Zoom screen and a "Chat" Button will appear on the bottom middle of your screen. Clicking on this Button will open up a Chat Box on the right hand side of your screen. You will then be able to type in your question/issue. Please note that pressing the Enter (carriage return) key will send your "chat" to all AGM participants and not just the Chairman.
Zoom Poll: This functionality is very similar to that used for Zoom Chat. Move your mouse cursor down towards the bottom of the Zoom screen and click the "Participants" Button which will open the Chat Box on the right hand side of your screen. Within the Chat Box you will now see some icons. One of these icons will be "Yes" and one will be "No". During a Vote, simply click whichever icon you require and your Vote will be logged. Please note, that ALL participants of the AGM will be able to see how you have voted.
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