All About the Virtual Membership Meeting (VMM18)
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- What is a VMM (Virtual Membership Meeting)?
- Revisit VMM18
- Technical Requirements to Participate
- Procedures Governing the Virtual Membership Meeting
- Resolutions Committee
- ALA Committee on Membership Meetings (COMM)
VMM18 took place on Thursday, May 17, 2018. Virtual Membership Meetings are an important way in which personal members may affect what ALA does. VMM is an annual online forum where ALA leaders present information about topics of interest to the general membership. All ALA personal members may register for and participate in the VMM. Virtual Membership Meetings are part of ALA's ongoing efforts to reach out interactively to members about its strategic direction, budget priorities and topics of interest. Live captioning is provided for all participants.
What is the Virtual Membership Meeting (VMM)?
VMMs are an important way in which personal members may affect what ALA does. VMM is an annual online forum where ALA leaders present information about topics of interest to the general membership. All ALA personal members may register for and participate in the VMM. Virtual Membership Meetings are part of ALA's ongoing efforts to reach out interactively to members about its strategic direction, budget priorities and topics of interest. Live captioning is provided for all participants.
The meeting will began with a report and update regarding ALA’s strategic initiatives. These updates were followed by an opportunity to discuss and vote on any resolutions offered by members
Members can revisit a recorded version as well as a transcribed version of the Virtual Membership Meeting from May 17th, 2018 through the ALA Members Community Page on ALA Connect. Resources presented during the meeting will be available as well as an ongoing discussion on all topics presented during the Virtual Membership Meeting.
Technical Requirements to Participate
Test Your System in Advance: The Virtual Membership Meeting utilizes the Cisco WebEx platform. Please review the system requirements to determine whether your computer or mobile device is supported and test the system you plan to use in advance of registration. If you are unable to join the meeting or have problems running the test, please contact WebEx Support at 866-229-3239, option 1 or visit support.webex.com.
Procedures Governing VMM
- Members who wish to participate must register for the meeting using their ALA ID number. Non-members are welcome but will not be recognized to text chat and are ineligible to vote on resolutions. As per Bylaw Article II, Section 6. Quorum. “Seventy-five (75) voting members shall constitute a quorum at membership meetings.”
- All resolutions shall be prepared in accordance with the Virtual Membership Meeting Guidelines for Resolutions prepared by the ALA Executive Board and the Resolutions Committee, and published on ALA Connect. (See resolution portion of this web page.)
- No resolution shall be presented at the Virtual Membership Meeting that has not been received through the resolution process. (See “Guidelines for Preparation of Resolutions for ALA Virtual Membership Meetings.”) Only the “Therefore be it resolved” clause of a resolution shall be read.
- Members will be recognized in the following ways to communicate about an issue, ask a question, or offer a comment: a. As a submission in advance to ALA.org. The submission will be read aloud by the VMM moderator, or b. During the Virtual Membership Meeting by text chat, which will be read aloud by the VMM moderator.
- The Presiding Officer will recognize speakers in the order given by the Moderator. Every attempt will be made to balance recognition between the two methods described above. When submitting a question by text chat or when recognized to speak, please state your name and library or organizational affiliation.
- Each “speaker” will be allowed up to two minutes. No “speaker” shall have the floor twice on the same question until all who wish to speak have spoken.
- The Presiding Officer may close debate on an issue or resolution after 10 minutes. Once the debate is closed by the Presiding Officer, a vote will be taken on the issue/resolution. The Presiding Officer will announce the result of the vote taken.
- Members present are encouraged to vote when invited by the Presiding Officer. All votes will be held open for one minute. Voting selections made following the close of that minute will not be recorded. Votes will be tabulated based on the number of valid votes received.
- Polling may be used during the event at the discretion of the Presiding Officer. Poll results will be considered as advisory and nonbinding.
- Although a text-based “open chat” will be offered for the benefit of all participants, questions and comments must be addressed as noted above to be answered by the speaker(s).
- After the adoption of the procedures that govern the Virtual Membership Meeting, the Presiding Officer presents the agenda at the opening of the meeting. This agenda may have been amended by the Presiding Officer from any agenda distributed earlier. Other changes to the agenda must be by general consent, if there is no objection, or by a two-thirds vote. The agenda is then adopted as presented or as amended.
- The meeting will be promptly adjourned at its published time.
- Resolutions not addressed at a Virtual Membership Meeting die at the adjournment of that meeting. They can be resubmitted to the Resolutions Committee for consideration at the next face-to-face or Virtual Membership Meeting.
The council Resolutions Committee shall provide an advisory and channeling function for all resolutions presented for council's consideration, reviewing all resolutions submitted to council pursuant to the criteria established by council. (See Guidelines for Preparation of Resolutions for Presentation to Council.) The committee is also directed to provide consistent, in-depth training for all new members.
Committee on Membership Meetings (COMM)
The Committee on Membership Meetings (COMM), comprised of fellow ALA members, provided the input and leadership in developing this virtual membership meeting. The deadline for submission of a resolution is Thursday, June 1 no later than 1:30 p.m. CDT. No resolutions or testimonials are allowed after that.
Guidelines for the Preparation and Submission of Resolutions. If you plan on submitting a resolution, you will need to follow these guidelines:
- The following guidelines are addressed to individuals and units preparing resolutions to come before the ALA Virtual Membership Meeting. Please note: A resolution must be submitted for review by the Council Committee on Resolutions at least seven (7) calendar days prior to the convening of the virtual membership meeting.
- The Council Committee on Resolutions shall provide an advisory and channeling function for all resolutions presented for council's consideration, reviewing all resolutions submitted to council pursuant to the criteria established by council. The committee is also directed to provide consistent, in-depth training for all new members.
- Definition: A resolution is a main motion, phrased formally, with (a) whereas clauses, (stating the background and reasons for a proposed policy, advocacy position, or action), followed by (b) Resolved clauses in numbered order (stating the proposed policy, advocacy position, or action).
- A resolution must be complete so that, upon passage, it becomes a clear and formal expression of the opinion or will of the assembly.
- Resolutions, including memorials, tributes, and testimonials, must show the initiating unit, mover, and seconded and provide specific contact information from submitting parties. A resolution without a sponsor will not be presented.
- The resolution should address a specific topic or issue, use concise direct language, conform to proper grammar, and present an affirmative identifiable action.
- The terms used in a resolution should be readily understandable or have specific definitions.
- The intent, objective or goal of the resolution should be clear and purposeful.
- Resolutions should clearly support ALA’s Strategic Plan, its mission, and/or core values.
- Any whereas clauses that relate to an ALA policy must include a parenthetical notation of the title of the policy and the section where it can be found in the ALA Policy Manual
- If the resolution calls for specific action or program with a timetable, the timetable shall be clear and achievable.
- Resolved clauses at the end of a resolution gain in clarity and brevity and are easier to read by following the resolution methodology of Congress and other deliberative bodies. The new suggested wording states the resolved phrase only once: “Now therefore be it resolved by the [acting body, e.g., ALA, some committee etc.], that...” after which each separate resolved is stated directly in numbered order without repeating “be it resolved by...”.
- All “Resolved” clauses within a resolution should use the objective form of the verb (e.g., “Resolved, that the American Library Association (ALA): (1) supports...; (2) provides...; and [last resolved] urges....") rather than the subjunctive form of the verb (e.g., “Resolved, that the American Library Association (ALA): (1) support...; (2) provide..; and [last resolved]. urge....").
- If the resolution is addressed to or refers to a specific group or groups, it shall name in full the group or groups in both the ‘resolved’ and ‘whereas’ clauses followed by the acronym in parenthesis. Thereafter the acronym may be used.
Process for Submitting a Resolution
- All resolutions submitted must be sent to the ALA Resolutions Committee for review and must be accompanied by a completed ALA Resolution e-form prior to the June 1, 2017 1:30 P.M. (CDT) deadline.
- Any ALA personal member may submit resolutions to be considered at a virtual membership meeting. A resolution must be submitted for review by the Council Committee on Resolutions at least seven (7) calendar days prior to the convening of the virtual membership meeting and must include a second to the resolution. In the interest of expedience and effectiveness, the mover of a resolution is encouraged to submit a statement in advance to be read aloud during the virtual membership meeting.
- All resolutions, including memorials, tributes, and testimonials, must show the initiating unit, mover, and seconder. Email addresses must be given for movers and seconders.
- All resolutions approved by the membership will be presented to the next meeting of Council by the chair of the Resolutions Committee. The chair will indicate which membership resolutions are clearly policy matters. The presiding officer of Council will call for Council’s guidance on the disposition of each membership item in turn.
- If a quorum is not present for a called Membership Meeting, those members who are present may convene themselves into a Membership Forum for the purpose of discussing matters of concern. The person who would have presided at the virtual membership meeting may appoint a member to preside at the Membership Forum. Those members attending the Membership Forum shall determine their own agenda of matters to be discussed, except that the names of those being presented for memorials, tributes, and testimonials shall be read at the beginning of the Membership Forum.
Live captioning is provided for all participants.
ALA makes every effort to use products that comply with accessibility standards, but it is not possible for us to test every operating system, browser version and/or adaptive device that might be used to access the meeting. WebEx’s parent company claims compliance with both Section 508 and WCAG 2.0 Level A. Please test your system (including MACS) in advance of the meeting, as described above in Technical Requirements for Participation. Direct questions about accessibility issues to firstname.lastname@example.org or fill out the form to contact Cisco’s Accessibility Team.
Discussions with Cisco's Accessibility Team (WebEx) have alerted us to the fact that the polling widget is accessible, but that it may be difficult to locate the command to close the widget to put it away. To arrange for an alternative voting method for polls and resolutions, please contact email@example.com so that we can make arrangements in advance of the meeting. Register for VMM.