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Virtual Annual Meeting

  • 1.  Virtual Annual Meeting

    Posted Apr 13, 2020 11:05 AM
    ​​

    Good afternoon everyone.

    With the NCUA's permission and guidance, and the requirement to not have groups larger than 10 under social distancing guidelines, we postponed our annual meeting that was scheduled for the end of March. We are required to have it sometime in 2020 under the emergency bylaw our board approved and it can be 100% virtual this year. Does anyone already offer a virtual component to your annual meeting? Do you use a third-party? Is it a streaming vendor? Does CUES offer this service? Any comments, helpful hints and recommendations are welcome.

    Thank you.

    Donna



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    Donna Chardeen
    VP and Compliance Officer
    SEFCU
    Albany, NY
    518-464-5279
    dchardee@sefcu.com
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  • 2.  RE: Virtual Annual Meeting

    Posted Apr 13, 2020 11:33 AM
    Hi @Donna Chardeen

    We have a great blog post from @Laura Lynch that might be helpful to you. I also recommend checking out our COVID-19 Discussion Community as we have several discussions happening about virtual meetings.
    ​​

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    Laura Gibbs
    CUES
    Online Community Engagement Administrator
    laurag@cues.org
    608.288.5352
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  • 3.  RE: Virtual Annual Meeting

    Posted Apr 13, 2020 12:14 PM
    For our annual meeting we rented an off-site conference room and set up seating greater than social distancing guidelines.  We also asked enough staff members to ensure a quorum (25 members).  Only one non-staff member was in attendance.  

    We presented the financials and announced our annual election results, then adjourned.

    This was in March.  Guidelines have changed since then regarding the size of a gathering.

    It may be hard to do a virtual meeting since it must be open to all members who wish to attend, but it is possible.  We recently held a virtual Board meeting for the Special District in which I serve using ZOOM, and we did have a few members of the public log in.  

    Keep in mind that you should  do a person-by-person poll to approve any motions.

    Hope this helps.



     





  • 4.  RE: Virtual Annual Meeting

    Posted Apr 13, 2020 12:33 PM
    These responses are very helpful. We were ready to go ahead and have the meeting with social distancing in place, but the governor issued the no more than 10 people restriction less than a week before the meeting, so we just postponed it. I should have mentioned that we are not having an election and there isn't ​anything else that requires a vote. We will need to hold the expulsion meeting when we can have in-person attendees again. I look forward to any additional thoughts and comments.

    Thank you.  Donna

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    Donna Chardeen
    VP and Compliance Officer
    SEFCU
    Albany, NY
    518-464-5279
    dchardee@sefcu.com
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  • 5.  RE: Virtual Annual Meeting

    Posted Apr 14, 2020 06:49 AM
    Hi Donna.  We conducted our annual meeting virtually using Zoom (i.e. used the Zoom Webinar option).  We had the highest number of members attend the virtual annual meeting.  ​

    Regards,
    Demetris


  • 6.  RE: Virtual Annual Meeting

    Posted Apr 16, 2020 10:19 AM
    We conducted our AGM virtually last week using Zoom. Used real-time on screen voting for motions, embedded a short highlight video, and had reports from board chair, CEO, and CFO as well as election results. Smooth and efficient and well attended by members, guests, and regulators. There were no bylaw changes or controversial issues so very little member interaction. Excellent tech support really helped! We received positive feedback.

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    Don Wheler CCD
    Board Chair
    Synergy CU
    Lloydminster, AB
    306.319.9048
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  • 7.  RE: Virtual Annual Meeting

    Posted Apr 16, 2020 10:23 AM
    A few additions to my post: We had 6 people physically present to host the meeting in a very large open space with ample distancing.

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    Don Wheler CCD
    Board Chair
    Synergy CU
    Lloydminster, SK
    306.319.9048
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  • 8.  RE: Virtual Annual Meeting

    Posted Apr 14, 2020 09:44 AM

    Navigator Credit Union's Annual Meeting scheduled for Tuesday, March 24, was cancelled due to restrictions on large gatherings, but even more so out of concern for the health and safety of our Members and Team Members. We notified all Members through newspaper ads and an email message. Because our Bylaws require an Annual Meeting before the end of March, we then scheduled a virtual Annual Meeting for Monday, March 30.

     

    Fortunately, all voting had been done in advance by mail, as our Bylaws require, so the Annual Meeting is largely social with the announcements of election results, awarding of door prizes and giving Members commemorative gifts. This made it much easier to conduct the remote meeting with the abbreviated agenda conforming to Bylaws. For the rescheduled virtual meeting, we also advertised in the newspaper and sent an email to all Members with details to call in or log in. Although usually more than 500 Members attend the Annual Meeting, fewer than 100 joined virtually. We used GoToMeeting.com for the meeting and provided a toll-free number as well as a link. We prepared a slide deck similar to that used at our "real" Annual Meeting to provide visuals for those who joined with by computer and also set up a web page with the agenda and other materials for those who called in (www.navigatorcu.org/annualmeeting). Only six people attended in person, with social distancing guidelines observed. Even the Pledge of Allegiance (with an American flag on screen) and the Invocation were done remotely.   

     

    We had positive Member feedback about the virtual meeting, with only a few inquiries as to "what about the door prizes and gifts?" We had purchased Annual Meeting gifts and are contemplating making them available to Members once our Branch lobbies re-open, as we are currently offering drive-through service and by-appointment only Branch visits.

     

    Desperate times call for desperate measures! :) We certainly learned a lot and would do a few things differently if we had to do it again – and some would certainly like to do it this way again! Doubtless many of the large public gatherings we considered to be honored traditions will be reconsidered in the future.

    --

    I am a new CUES member, and I wanted to say how much I appreciate the information being shared in this forum. Thank you all!




    Cheryl Cooper
    Director of Marketing
    Navigator Credit Union
    Phone:
    228.474.3426
    Toll Free: 800.344.3281
    ccooper@navigatorcu.org
    Fax: 228.285.8398



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  • 9.  RE: Virtual Annual Meeting

    Posted Apr 14, 2020 09:05 AM
    Donna,
    Unitus Community Credit Union in Portland, OR did our Annual meeting via Zoom and worked well.  I have attached notes about the logistics to help.  Email me, if I can help.

    https://nwcua.org/wp-content/uploads/2020/03/Unitus-2020-Annual-Meeting-Procedures-and-Best-Practices-1.pdf
    Nwcua remove preview
    View this on Nwcua >




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    Frank Chinn
    Board Member
    Unitus Community CU
    Portland OR
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