January 2022 Meeting Materials and Instructions

Meeting Via Zoom

The meeting will be held via the meeting format of the Zoom platform. In this format, the hosts of the meeting will control the muting and unmuting of attendees, the ‘chat’ function will be partially enabled, and each attendee will be able to see other faces, in either the ‘speaker’ view or the ‘gallery’ view. There are ways for participants to ask questions, make comments, and to vote, and all ways will be available at all times.

Each participants is required to join the meeting on an individual device – one person on one device (no sharing). We encourage participants to join the meeting on a desktop or laptop computer. A tablet, smartphone, or basic phone (landline) are acceptable alternatives, if a computer is not available.

Registration

To keep track of the number of participants who have registered and to provide some internet security, all participants must advance register to attend this meeting. You can register for the meeting until noon on Tuesday, January 25.

As you go through registration, you will need to provide your name and your role at the meeting. While most roles are self-explanatory, you’re reminded that:

• RULING ELDER COMMISSIONERS are elected by a church’s session to attend the meeting as a voting commissioner.
• If you are not an/the elected ruling elder for your church, please register as a GUEST.
• Ruling elders who are not commissioners to this meeting should register as GUESTS.
• Visitors should register as GUESTS.
• Observing members of other presbyteries (both teaching and ruling elders) should register as GUESTS.

Once you have registered for the meeting, you will receive an email confirmation, which will include a link to join the meeting. Save that email - you will need that link to join the meeting. Each registration generates a unique confirmation link, so you will not be able to share the link. This is one feature we rely upon to provide security and monitoring of the meeting.

Tips Before the Meeting

• View the training video to learn about registering for this meeting and participating via Zoom.
• Make sure your wi-fi has a strong and stable signal. Connect to the meeting while close to your router.
• Make sure your displayed name is correct and appropriate to this meeting. Please change it if necessary.
• Get your water or coffee before you sit down at the meeting. Use the bathroom before you join.
• Set up and test your headphones. They will help reduce background noise during the meeting.
• Please check what is behind you in your room and remove from view anything you prefer that others not see.
• Keep the registration email with the Zoom link at the ready. If you become disconnected, Zoom should automatically reconnect you, but you may need it to re-enter the session.

Tips For / During the Meeting

• Join the meeting early - it takes a few minutes to join. The Zoom meeting room will open at 6:30 p.m.
• There will be a brief orientation and review of the Zoom features at __:50 a.m.
• We encourage all commissioners to review the entire packet--cover letter (2 pages, 167 KB) and agenda and reports (14 pages, 412 KB)--prior to the meeting.
• The meeting will begin promptly at 7:00 p.m. We are projecting the meeting will adjourn at approximately 8:15 p.m.
• Our meeting will open with worship. Scripts for responsive readings, scriptures, and music will be provided on the screen.
• If you are recognized to speak (and you are not on a landline), your face will be spotlighted on the video.
• If you must step away from the computer and camera, consider halting the video until you return (do not leave Zoom).
• Use CHAT to send messages to the meeting leaders. During the meeting, ‘chat’ between attendees will be disabled.
• Use RAISE HAND via the ‘participants’ icon to seek recognition to speak on a motion or to make a motion.
• Once the meeting begins, you will be muted by the Zoom hosts, unless you request to speak and are recognized by the moderator. If you are recognized to speak, you will be reminded to unmute yourself after the Zoom hosts unmute you.
• If an item of business requires a vote, the body will be asked to vote via polling procedures. When the vote is to be taken, a dialog box will appear on your screen with the motion being voted on, and you would vote by clicking on the ‘YES’ or ‘NO’ buttons. Non-voting attendees should select ‘NOT VOTING.’ The moderator will explain the procedures at the appropriate time, including procedures for people attending the meeting by phone.
• Only those people attending as a voting commissioner (a teaching elder, a certified educator, or a ruling elder elected to serve as a commissioner) may vote on any item of business.