Virtual Participation in Meetings

Ground Rules for Virtual Meeting Participation

Kansas Academy of Family Physicians may take photographs and/or record audio and video at organized KAFP functions/events/activities. By attending, you consent to the use of any photographs, audio, and video recordings of you by KAFP and its designees in KAFP communications and promotions, or for any other lawful purpose.

As of Aug. 23, 2018

Download and install Zoom well in advance of a schedule meeting: https://zoom.us/download2

  • Schedule a test call with KAFP staff to check the following:
    • Familiarize yourself with the program
    • Make sure you have a good wireless connection to support streaming the video call
    • Test that your video function works properly
    • Test that your microphone and audio work properly

Roles & Expectations of participants

  • Staff
    • Start the call 15 minutes before the scheduled start time
      • This allows attendees the opportunity to get on the call early to troubleshoot any potential connectivity problems not previously resolved.
      • If an attendee is unable to successfully get the video feature working by the start time of the meeting, direct them to abandon video efforts and call directly in using one of the Zoom phone numbers.
    • Remind the attendees of time boundaries
      • Starting on time
      • 10 minute warning, 5 minute warning
      • Ending on time
  • Chair of the Call
      • Begin the meeting on time.
      • Consider setting timelines for agenda items to keep the call moving.
      • Consider assigning someone to the role of “Bridge Moderator.”  This person can assist remote participants to join the meeting, use the chat function, or those present at the face-to-face meeting.
      • Orient the attendees to these ground rules:
        • State your name before giving comments
        • Mute your microphone if needed but do NOT use the time to check e-mails, make a call, or otherwise disengage from the meeting
      • If/when attendees join late, do a 5-10 second welcome and high level overview of what we’ve covered thus far and where we currently are on the agenda.
      • Keep conversation/discussion moving.
        • Phrases such as this could help:
          • “Does anyone have a comment on this topic?”
          • “Dr. ___, we haven’t heard from you on this topic yet. Do you have anything to contribute about it?”
        • At the end of an agenda item summarize the outcome and subsequent action steps for agreement before moving onto the next agenda item for general consensus purchases.
        • End the meeting on time.
  • Attendees
    • If you need assistance with how to use Zoom:
      • Schedule time with KAFP staff in advance for a trial run, OR
      • Join the call 15 minutes early to troubleshoot any potential problems.
    • If you are unable to successfully get the video/audio feature working by the time the meeting is scheduled to begin, abandon video efforts and call directly in to one of the Zoom phone numbers.
    • Join the call before the scheduled start time as the meeting will begin promptly as scheduled.
    • When speaking, give your name before your comments each time so that all participants regardless of video or phone connectivity know who is speaking.
    • If you need to leave the meeting early, please feel free quietly exit.

Resources for all:

Resources for chairs:

Policy

Policy Name:   Virtual Participation in Board Meetings

Source:            Board of Directors

Date:               June 16, 2018

Text:                KAFP will hold completely virtual meetings for the Spring and Fall Board Meetings, when there are not additional meetings attached, such as Strategic Planning or Succession Planning.  In-person attendance is highly preferred and encouraged for the Winter and Summer Board Meetings.  This is due to the additional meetings near the same time for which board attendance is expected:  Advocacy Day, with the winter meeting, and the Annual Meeting, with the summer meeting.

  • If a board member is unable to attend the Winter and Summer Board meetings in person, KAFP will offer the capability for video conferencing through a program such as Zoom, to enable the Board to both hear and see people who could not otherwise participate.
  • If a person must connect virtually s/he should connect via video conferencing rather than by conference call.
  • The chair for the Winter and Summer Board meetings should be present in person.  If the Board Chair is not present in person, the President will chair the meeting, even if the Chair is participating via video conference.
  • Staff will develop an RSVP system by which Board Members should reply about their plans to attend the Winter and Summer meetings, whether in person or virtually.  Prompt notice of the need for video conference attendance (at least 7 days before the meeting) is essential for staff to make appropriate accommodations for technology.
    • Staff will make their best efforts to accommodate last minute (less than 7 days prior to a meeting) video conference attendance requests with the understanding that accommodations may be limited. If no video conference attendees are known ahead of time, staff will not make plans to set up virtual meeting technology.
  • For all meetings, voting members have the privilege of the vote, whether they attend and participate virtually or in-person.
  • Board Orientation will be offered virtually, or in person.
  • KAFP may develop additional ground rules that pertain to Virtual Participation.  (See below.)
  • If there is a Board member who does not participate and engage in Board activities either in-person or virtually, the officers should have a conversation with him/her, discussing any barriers and encouraging engagement.
  • KAFP will provide links to available tutorials and other assistance for use of the video conferencing tool used. (End of Policy)

Additional Ground Rules for Virtual Participation in Board Meetings:

  • Do not mute and hold side conversations if there is more than one board member at a location.
  • The Chair may decide whether to use thumbs up/thumbs down, the chat or polling function for voting.