Convention Platform LIVE this Week We’re so close to #UBCM21 and the grand unveiling of the virtual convention platform hosted on Pheedloop. The entire UBCM team is working diligently to prepare and plan every detail so that our Delegates enjoy an exceptional online Convention experience. Today’s Bulletin carries one of the most important announcements... Your log-in credentials will be emailed Wednesday, September 8th!

Log-in Credentials Delivered Tomorrow Watch your inbox for an email from the 2021 UBCM Convention <[email protected]> This email will contain your personal log-in credentials (your username and password) and a special link to access the virtual event platform. Please add [email protected] to your safe senders list, so that there is no delay in receiving our communications.   Once it arrives, we recommend that you keep this email handy for quick reference. Why? Over the course of convention week, you will likely close your browser window, turn off or restart your computer. The next time you try to access the virtual convention platform, you may be prompted to enter your credentials once again.   UBCM Voting Delegates, you have a 2nd reason to keep these credentials close by. Voting Delegates will receive a SEPARATE email for the voting platform, Simply Voting.   All Voting Delegates will use this special portal to vote in the Executive Elections, Annual Meeting, and the Resolutions Sessions. Your log-in credentials for Simply Voting will be the SAME credentials (your username and password) used to access the Pheedloop virtual convention platform. Voting Delegates will find additional instructions outlined in the sections below.

Prepare to Participate With your credentials in hand, be sure you can successfully log-in to the platform well in advance of when the UBCM Convention opens, Monday, September 13th. Test your credentials days, not just minutes before the first session starts, to work out any unforeseen technical glitches. With next Thursday’s workshop session on cyber security – what a great reminder to also check with your IT department to ensure your organization’s internal firewalls will not block the Pheedloop event URL https://pheedloop.com/EVEMWPTICLORT/virtual/ for you and your office colleagues.   When you log-in later this week, drop into the Virtual Lounge to see who’s already registered. Stop by the Elections tab to read the Candidate Statements. Stroll through the virtual Tradeshow 3D floor. And finally, explore the Live Program tab to create your own schedule. Simply click the “+” sign in the left-corner of any Session to “add it” to begin building your personal UBCM Convention itinerary. To view the sessions you have added, filter the Sessions by ‘Personal Schedule’. Alternatively, you can click into a session and “add to calendar”.   Say OK to Notifications The first time you log-in to the virtual Pheedloop platform, a pop-up window will appear prompting you to ‘Enable Notifications”. We recommend that you accept this message and click the “OK” button. Enabling these ‘push’ notifications ensures that you receive important convention updates and private messages from other Delegates. You always have the option to disable or stop receiving notifications at any time. To do so, just navigate to the [My Profile] tab on the left-hand menu. You have multiple ways to customize and choose the types of messages to receive.   First Stop, Set Up Your Profile During your initial visit to the virtual convention platform, be sure to navigate to the left-hand menu and click on the [My Profile] tab. You should update your personal profile with a picture and any details you care to share. Remember to always click Save Changes to preserve any information you’ve added.

Piloting the Virtual Platform Lobby With a successful log-in, you’ll immediately find yourself in the Virtual Convention Lobby. Explore your options in the left-hand menu and scroll down below the Welcome to the Convention Lobby banner and beneath the Lobby Video to check for important announcements that will be posted here throughout the week.   Public Lobby Chat Next, direct your attention to the far right of your screen. This is the Public Lobby Chat. When we say ‘public’ this alerts you to the fact, and please be mindful, that all Delegates can read and respond to any chat postings made here. The online UBCM Convention is geared for virtual connecting – so be brave, jump in and start a conversation in the public chat. Ask a burning question, offer a thoughtful opinion, or start with just a global hello to all your local government colleagues. Then wait a second or two to see who pops up in the chat stream. One of the great advantages of a virtual platform is that it is easy and effortless to start connecting with familiar faces or with someone entirely new.   Accessibility Adjustments. In your upper right screen corner, you’ll find controls to personalize your online experience. The number displayed here indicates the total number people live with you on the platform. Always remember to check the red bubble beside the bell to see if any notifications (or personal messages) are waiting for you.   Social Wall  Also found in the Virtual Convention Lobby is the Social Wall. Join the conversation and watch the Social Wall actively grow, with everyone tagging #UBCM21 to join the conversation through their social channels.   Photo Booth While still in the lobby, click on the Launch Photo Booth button. Calling all extroverts and introverts! This is just a bit of fun! Add your selfie to the #UBCM21 photo booth wall. You can preview, discard, and try again (if you accidentally snap your non-photogenic side) Have fun, challenge your colleagues, add an entertaining caption and click to post!   The Help Desk Our Convention team is always available to help! The easiest place to find the answers you may need is to click on the [Help] tab on the left-hand side menu and access our help guide. If you still require assistance, then click the bright yellow [Help Desk] bubble located at the very bottom of the same menu. If the situation permits, you can also take a screen shot highlighting your problem/issue and email to [email protected]   Special technical and convention support staff will be available during the live agenda program, generally 8AM-4PM. Please be patient as we may be assisting other Delegates. If you contact us after core support hours, the bright yellow [Help Desk] button switches to [Leave a Message] and we will respond the next day.   [A Pheedloop Pro Piloting Tip] The navigation menu on the left side is visible throughout the platform. It can be hidden (or collapsed) by clicking the small arrows along the top. This is very beneficial because it provides increased visibility and an expanded view to other elements on your screen. Click the arrow again to bring the navigation menus back into place.

Platform Key Features & Functions Live Program Convention Content Lives Here! Navigate to the Live Program tab on the left-hand menu. Click to explore, search, scroll and filter all sessions scheduled by each day during convention week.

Instructions for UBCM Voting Members As an introductory primer on the voting procedures for this year’s Convention, we recommend that all elected officials eligible to vote in the Elections, Annual Meeting, and Resolutions sessions set aside a few moments to read the short article in the September 1st edition of the COMPASS. Delegates who are Voting Delegates* will navigate to each relevant section on the virtual convention platform to cast their votes. During the Annual Meeting and the Resolutions Session, votes on motions or resolutions will occur as they arise for debate. Voting for Executive positions opens September 14th at 10:30am and closes September 15th at noon.   * While anyone may register to attend the UBCM Convention; only elected officials from a UBCM member First Nation or local government are eligible to vote during the Annual Meeting, the elections for Executive positions, and the Resolutions sessions.   When It’s Time To Vote You will be prompted to click on the link to the special Simply Voting Portal. It is VERY IMPORTANT that you open the link to Simply Voting in a separate browser tab or new window (whichever is your preference). We recommend using the latest version of Google chrome. Instructions regarding credentials and detailed voting procedures to ensure voting success will be posted under the Election tab in the left-hand platform menu, and inside each of the two Resolution Sessions.   To Speak to a Resolution: To speak to a resolution, you will need to call the specific toll-free number (posted in the Session description) at the appropriate time. Please note this phone number is for speaking to a resolution ONLY. Please do not call this number for technical support.   If you are the sponsor of a resolution, you should dial in while the previous resolution is being debated and tell the operator you are a sponsor. Delegates who would like to speak for or against a resolution should dial in after they have voted on the previous resolution. Anyone other than a sponsor, who attempts to join the debate queue while the previous resolution is still being debated, will be asked to call back once they have voted on the previous resolution. Again, an exception will be made for Sponsors who must be ready to present when their resolution is announced. [Please note] we ask that you mute your computer audio when you call in, to reduce audio feedback.   Have Your Say. Call in To Debate During the Resolutions Session, debate will take place by telephone. Voting delegates wishing to introduce a resolution (if they are the sponsor) or speak to a resolution, will be instructed to call a toll-free number. An operator will ask for the caller's Convention credentials and place the caller in a queue, where the caller will wait for the Chair to invite them to speak on a resolution. [Note:] before calling the toll-free number to debate a resolution, voting delegates must mute their computer audio. This is due to a significant and noticeable delay between the audio that the caller will hear over the phone, and the audio that will be live streaming on the Convention platform.   Help During Resolutions: If you experience technical difficulties during the Resolutions Session, please use the bright yellow ‘Help Desk’ chat at the bottom left of the screen. You will be able to chat directly with a technical event assistant and/or Simply Voting staff. This will be the fastest way to receive assistance.   If you have a question regarding your Simply Voting password or technical questions regarding the Simply Voting portal ONLY, and do not want to use the ‘Help Desk’ chat you there will be a toll-free number posted inside the Resolution session description.

Cabinet Town Halls Return: UBCM is pleased to announce that the Cabinet Town Halls will once again highlight our Convention Program. B.C.’s Executive Council will host three concurrent sessions to explore themes of community resiliency, economic recovery and regional growth planning. We hope that you will take full advantage of this opportunity to shape public discussion on issues that impact your community. Minister of Municipal Affairs, Josie Osborne will lead a session on Supporting Resilient Communities. Rob Fleming, Minister of Transportation & Infrastructure will steer the discussion on Planning and Building for Growth. Minister of Jobs, Economic Recovery & Innovation, Ravi Kahlon and his panel will discuss A Stronger BC for Everyone.   This year, as the Cabinet Town Halls will be hosted via the virtual convention platform we anticipate more of an unscripted and lively discussion, allowing for the candid exchange of perspectives. The Cabinet Town Halls are scheduled for Friday, September 14, 9:30AM -10:45AM. Detailed profiles of the panelists and session overview will be published on the platform.

Stay Up-to-Date and Tag #UBCM2021 For Convention updates and the latest details on the Program, Resolutions Book and Process, Provincial Appointment Desk, UBCM Networking Night, the Convention FAQ’s and more visit the 2021 Convention page on ubcm.ca.   Watch as our latest social media posts appear on our Social Wall, located in the Virtual Convention Lobby. Contribute and share by using #UBCM21 on your social media channels.

Coming Together Physically to Convention Together Virtually It’s been challenging to be physically apart from our colleagues for so many consecutive months. Largely as result of the pandemic, we’ve all sharpened our tech skills to be able to stay in touch, continue to move business forward and to get important work done. Now you must agree – what would we have done without video conferencing – zoom, teams and the like?!   We all must continue to adapt with Covid-19 restrictions evolving and ever-changing. Some local government regions have faired better than others. Many have knocked back and stalled aggressive infections rates. As a result, a few member groups have discussed “coming together physically to convention together virtually’ [While strictly adhering to any restrictions outlined by the Provincial Health Officer for their specific region, of course.] This is an intriguing idea being considered by a few groups of members, both in rural and urban centers. If your local government or group of close colleagues is contemplating this idea, here are a few things to consider.   Coming together physically, doesn’t mean ‘sharing’ a single registration or log-in. Only the officially registered ‘named’ Delegate will be represented online. This means the person tied to that account is the only name that will show up as attending, submitting questions, connecting and contributing in the chat streams. As an alternative, might we suggest that you choose one person’s account to cast or project to a large screen in your boardroom or large meeting space. This way ‘the group’ could all watch and listen to the sessions together. Meanwhile, each individual would also be logged into their respective Pheedloop accounts, on their personal computers. This way, everyone can personally take part in the chat, have a virtual presence, submit questions, contribute to dynamic conversations and VOTE! (if, appropriate). Important Note: Be sure to instruct ‘the group’ to mute their laptop microphones (except for one individual) so as to avoid the cacophony of muffled noise and horrific feedback, if multiple open microphones are within close proximity. While networking together inside the convention platform is always key, delegates may also find it useful to create a group chat on Whatsapp, Slack, Discord or another mobile messaging service for more casual and specific conversations. Using a chat app to connect with a smaller group of like-minded colleagues would help keep everyone connected before, during and even after Convention closes. However, there is one scenario where this particular set-up will NOT be conducive. If you have a number of UBCM Voting Delegates in ‘the group’, we recommend that those individuals plan to participate in the Resolutions sessions separately. Perhaps they could each step out to an adjacent space or nearby office. In order to effectively debate and vote on resolutions, you must use a phone line to be able to hear the specific instructions and timing of the procedural events. If an individual were to call in to debate, the interference from multiple open microphones from computers in close proximity, would render all listening and communications virtually impossible.   Why not consider the option to Convention together virtually and together in-person online in your local government office? Everyone could contribute to the snacks and beverages. Oh and those members, that received Convention Welcome Boxes, why not bring those snacks along to share.

Frequently Asked Questions Many of you participated in our first fully online Convention last year. We all learned a great deal about navigating virtual event platforms. We’re gathering a comprehensive list of Frequently Asked Questions [FAQ’s] based on the many repeat questions and requests that our Delegates, Sponsors and Speakers posed last year.   Here you’ll find significant detail under several main categories including General Information, Resolutions, Policy Book, Elections. Check back often as we’ll continually update this resource page with new detail. If you still can’t find the answer to your question, please email [email protected] and one of our convention support team members will reach out to assist you as soon as they are able.

Inclusion & Accessibility UBCM is committed to providing a safe, open, accessible, and respectful environment for the online 2021 UBCM Convention. Our approach is non-judgmental, non-biased, and inclusive. In turn, we expect Delegates to always exhibit professional and respectful conduct.   UBCM will not tolerate any communication or behavior that demeans, threatens, or harasses anyone at its events, whether online or in-person. We’d like to remind registered Delegates that each of you agreed to comply with the UBCM Convention Code of Conduct and digitally signed the Agreement and Acknowledgement Form as a condition of completing your online registration.   This year, UBCM has also made visual and audio accessibility a priority. Live closed captioning will be available on the convention platform during all live sessions OR during the plenary, keynote and resolutions, and on all corresponding recordings. We've encouraged our speakers and presenters to use font sizes that are large enough to be easily read on a laptop screen. On the Pheedloop platform itself, the website aims to adhere as strictly as possible to the World Wide Web Consortium’s (W3C) Web Content Accessibility Guidelines 2.1 (WCAG 2.1) at the AA level. These guidelines explain how to make web content accessible to people with a wide array of disabilities. Complying with those guidelines helps ensure that the platform is accessible to all people: blind people, people with motor impairments, visual impairment, cognitive disabilities, and more. Let's all make sure this year's UBCM Convention is a safe and encouraging collaboration space.

The UBCM Convention Bulletin is distributed to all registered delegates as well as to designated local government staff who are coordinating registration for elected officials. If you do not wish to receive these updates, you can opt-out to unsubscribe by using the link below. Copyright © Union of British Columbia Municipalities 2021

‌