Trust Council Special Meeting Agenda

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start/stop video, chat and view the participant list once the meeting has started
Look for the tool bar (shown below) in Zoom where you will find attendee controls to mute/unmute, 9.
  
 
  
Tech Support - during the meeting if you need tech support, send a private chat message to Mark or 8.
abstain”.  The results of the vote will be posted.
window will be appear front and center of your display asking you to vote “in favour, opposed or 
Voting will be managed using the Zoom Polling feature.  When Chair “Calls for the Vote” a popup 7.
speak.
hand corner, look for the raise hand button.  Please lower your digital hand when you are called on to 
participants tab, click on the tab and a window will open showing all participants.  In the bottom right 
Speakers List will be managed via the digital “hand raise” feature.   On the Zoom toolbar, find the 6.
Minimize background noise (pets, ringing phones, radio, TV or any other distractions which could be 5.
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virtual background
Adjust lighting in your home office so your face can be seen and check your background, or try a Zoom 3.
meeting starts
Avoid delays and technical glitches by logging in & testing connectivity at least 10 minutes before 2.
Ask for technical help in advance from staff if you are uncertain about joining the video conference1.
  
you need close at hand
Prepare yourself for the virtual meeting the same as you would for an in-person meeting, have what
Before the Meeting Starts Please:
These items are offered as standard protocols to assist in large meetings
AND TIPS FOR MEETING ATTENDEES
  VIRTUAL MEETING ETIQUETTE
Meeting Procedures:
heard by others)
During the Meeting Please:
What to do if your connection quality is poor, switch computer audio to telephone.
the Zoom link; however, join with telephone audio.
If you get disconnected, (likely due to low bandwidth), you have to rejoin from the meeting through 
Nigel through the chat button on the Zoom toolbar.

  
 
    
 
    
 
    
  
 
  
  
     
  
 
       
  
 
  
 
   
 
 
 
         
      
  
      
    
  
matters. Private chats are private, but have the potential to distract
Avoid conversations to everyone using “the chat function” – only use “Everyone Chat” for procedural 16.
maintain eye contact by looking into the camera
Reduce excessive movement which can degrade video quality, move and gesture slowly and naturally, 15.
Speak clearly14.
room - it’s important for everyone to be mentally present
Stay focussed – avoid multi tasking – give full attention to participants as you would if in the same 13.
Be courteous, civil and respectful of others’ time – just like at an in-person meeting12.
Mute your audio/ phone until recognized by Chair to speak11.
Use headphones or earbuds10.

 Islands Trust Council 
 Special Electronic Meeting 
 
Date:  April 20, 2020      1:00 pm 
Location: Victoria Boardroom 
  #200 - 1627 Fort Street, Victoria BC 
 
 
 
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