BQLT Annual Membership Meeting Changes

BQLT Annual Membership Meeting

Saturday, April 4, 2020

 

2018 Annual Membership Meeting

Details: 

Date/Time: Saturday, April 4, 2020 | 9:00 am – 1:30 pm
Location: online via Zoom platform

As safety is at the forefront of our minds at this time, we are moving our upcoming Annual Membership Meeting online through Zoom on Saturday, April 4 at 11 am. We will do a test call on Saturday, March 28 at 11 am.

Zoom is an easy to use online conference platform that allows for smooth, live presentations for well over 100 participants. Please view the detailed how-to guide below to set up Zoom at home via computer or phone; if you have any questions regarding this, please reach out to Domica (domica.roberts@bqlt.org) or Steven (steven.thomson@bqlt.org) for assistance.*

Please see below for instructions on how to join a conference through Zoom. 

JOIN USING PHONE OR TABLET

At least 1 hour before your appointment:

  • Search the app store for “Zoom Cloud Meetings”. Tap the cloud icon next to “Zoom Cloud Meetings” to download the app to your phone.

At your appointment time:

  1. At your appointment time, open the downloaded app. Choose “Join a meeting”.
  2. Enter your assigned meeting ID. Set your screen name to your first and last name. Tap “Join”.
  3. When prompted, allow Camera Access. Click “Join with video”. This places you in the digital waiting room. Wait there until the provider admits you into the meeting. You can choose to turn off your video for the meeting. 
  4. When prompted, allow the app to use your Microphone. You may choose “Don’t allow” when asked if you want Zoom to send you notifications.
  5. When the provider lets you into the meeting, you should see both yourself and the provider on the screen.
  6. Enable the audio.
    • For Apple users, click “Call using internet audio”.
    • For Android users, tap the white box “Call via device audio”
  7. After the session, tap “Leave Meeting” in the lower right corner, or just close the app.

JOIN USING NON-SMART PHONE OR LANDLINE

  1. On your phone, dial the teleconferencing number provided in your invitation.
  2. Enter the Meeting ID number (also provided in the invitation) when prompted using your phone keypad.

JOIN USING COMPUTER

At least 1 hour before your appointment:

At your appointment time:

  1.  At your appointment time, open the downloaded app. Choose “Join a Meeting”.
  2. 2. Enter your assigned meeting ID. Set your screen name to your first and last name. Tap “Join”.
  3. When prompted, click “Join with video”. This places you in the digital waiting room. Wait there until the provider admits you into the meeting.
  4. When the provider lets you into the meeting, you should see both yourself and the provider on the screen
  5. Click the green button “Join audio conference by computer”
  6. After the session, tap “Leave Meeting” in the lower right corner, or just close the app.

Please join us for the test run to make sure everyone is on board and able to dial into the conference! 

Along with this change, please expect changes to the typical voting packages.

In the voting packets, you will receive a ballot, an invoice for outstanding dues. and each garden will be emailed a PDF of your garden’s license agreement for 2019-21 if we have not received a signed copy yet. 

We are hoping to meet quorum, but as a precaution, we ask that you fill out the ballots in your packets and send them in by or before April 4th. You’ll also receive an email with the conference dial-in details.

Here’s what to expect for the meeting:

  • We ask that one representative from each garden dial into the meeting.
  • We will also record the meeting to be sent to gardeners afterward.
  • The online meeting will include introductions, budget presentation, an announcement of  other items up for vote, and a one-by-one garden call for votes to be live counted.

As for accessing resources and managing your gardens during this crisis, Citizen’s Committee has compiled a COVID-19 Toolkit here. Please follow the CDC’s recommendations on sanitizing shared objects in community spaces.

 

Keep checking back here, and your emails for any changes regarding the meeting!

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