(Disclaimer: this is a long and detailed email, but it contains everything you need to know about this Sunday’s Hybrid Annual Meeting on January 29. Please read it carefully.)
The Annual Meeting will be held on Sunday, January 28, in-person and on Zoom with business beginning at 10:30 AM.
This will be our first hybrid annual meeting and for many of you, it will be your first ever All Saints Annual Meeting. Suzanne’s Dear Friends letter in last week’s e-news provides information about this “High Holy Day” in our church year. And whether you participate on-line or in-person, it promises to be as entertaining as years past.
This email contains the must-have information you need to help you fully participate in this Sunday’s Annual Meeting. There are three categories of information: in-person, on-line, and for everyone.
IN-PERSON
Before you leave home Sunday morning, download the Annual Report, which will be published on Friday in the e-news, onto a device of your choosing and bring that with you to the Annual meeting. There will be some paper copies of the Annual Report available if you aren’t able to download it. It contains all of the information you need to participate.
Review the Rules of Order approved by the Vestry so that you know how to be recognized to make a motion or ask a question.
Come to church at 8:00 am or 9:00am when our outgoing Co-Warden John Williams will be preaching.
Enjoy some small bites and a beverage after church then head to the parish hall before 10:30am when Suzanne will call the meeting to order.
While our on-line participants will be using Zoom polling to vote, in-person attendees will be voting either by raise of hand, paper ballots, or acclamation. The method of voting will be announced before any voting activity.
The nursery and atrium rooms will be open for children who don’t think that hanging out at an Annual Meeting is as fun as their parents think it is!
ON-LINE
Meeting ID: 813 3433 2369
Passcode: 445912
The Zoom room will open at 9:30am. Simply click the link above to be admitted to the meeting. You will first go to a “waiting room” and then be “admitted” by a member of the livestream team. The meeting will begin at 10:30am.
Once the meeting begins: Please make sure you are “muted” and add a “screen name” so others know who you are.
We'll be voting to accept the Rules of Order for a Hybrid Annual Meeting, to elect new Vestry members and delegates for Annual Diocesan Convention, and to amend our bylaws. We will vote electronically using “Zoom Polling,” which is a pop-up window with different choices, you select your choice and then click “submit.”
IMPORTANT INFO REGARDING VOTING: Each eligible voter (eligibility to vote means you must be at least 16 y/o and a “member in good standing”) must be logged onto the Zoom meeting separately, using a different device. This means that couples (or additional family members who are 16 y/o or older) must log in to Zoom separately, displaying their own “screen name” — there is one Zoom Poll per each logged on participant.
THE “CHAT”: We encourage use of the Chat in Zoom for any questions you have for the vestry or staff, and any fun banter or comments you feel moved to share with the group. The Chat will be monitored continuously by a member of our livestream team to respond to specific questions posed by the attendees.
THE “RAISE HAND”: If a question is not adequately answered in the Chat, OR, for official parish meeting business reasons, you need to address the entire gathered assembly, use the “Raise Hand” function in Zoom. A member of the livestream team who will be monitoring the “raised hands” will alert the Chair that a person is requesting to speak, and then the Chair will recognize said person.
HOW TO "SECOND" A MOTION: Please unmute and shout out “Second.”
HELP (ASSISTANCE WITH TECHNOLOGY): If this informational email has given you more questions than answers, please don’t hesitate to contact us. Participating online may feel a little daunting and we completely understand that some of you may need additional assistance to help you fully participate. Whether that is help using Zoom and all its functionality, accessing downloadable documents, figuring out process… whatever it is, we are here for you! DO NOT HESITATE to contact the Rev. Courtney Reid with any questions related to the Annual Meeting: email courtney@allsaintschicago.org or call cell 312-318-3652.
DAY OF MEETING HELP LINE: Zoom links, download problems, access issues, error messages…ARGH! If you're experiencing technical difficulties on Sunday, please call our help line, 312-318-3652, and a member of our live-streaming team will help you out.
FOR EVERYONE
"SECONDS" PRIZE: Just like every other year, we'll have a prize for the person with the most "second" motions.
BINGO: The blank BINGO template is in the Annual Report. Check out the possible happenings from the LIST and come ready to play! There are more options than squares so choose your favorite! The first four to get BINGO (including 4 corners, 5 in a row) will get prizes.
COLORING SHEET: Rob Lentz designed our logo for the Annual Meeting this year, and we have a coloring sheet version for those who wish to color while the meeting is taking place.
RULES OF ORDER: You can find them by visiting this link.
