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
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 email@example.com Fax: 228.285.8398