8.5. Electronic Meeting¶
The president may elect to hold any meeting electronically. The president may also elect to supplement an in person meeting with an electronic meeting as conditions permit.
Electronic meetings shall make use of a video conferencing tool such as, but not limited to: Zoom, Webex, Skype, Microsoft Teams, or Google Meet.
The meeting chairman is responsible for setting up the electronic meeting but may delegate the task to another member.
Notice of a meeting being held electronically as well as connection information shall be communicated to the membership by the Unit secretary as soon as possible.
Meetings held electronically shall follow the format and outline of the meeting that they are replacing. For example, if a regular meeting is held electronically the order of business for a regular meeting remains the same.
Votes may be cast during an electronic meeting by any of the following methods, decided upon by the meeting chairman in advance:
Visually: If every member has the ability to stream video the traditional scheme of raising a right hand can be used.
Conversation Window: The chat window can also be used to conduct a vote. In this case, the chairman should state the question in the chat and solicit votes. Each member shall then cast their “Yay” or “Nay” in response. Once complete, the chairman shall declare voting closed using a comment in the log before votes are tallied.
Voting Tools: Voting tools may also be used such as third party websites or the built-in polling features associated with many of the video conferencing systems. These methods should be investigated in advance by the meeting chairman to asses their suitability for use as a voting mechanism.