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October eUpdate and AGM agenda
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Chair Chat


Dear dancers,

An AGM by Zoom is the big news this month. You will find all the details below.

Joining a Zoom meeting is quite simple, but the committee does not want anyone to be put off by the technology, so we have arranged a couple of taster sessions for those unfamiliar with Zoom. Put another way, I am looking forward to seeing lots of smiling faces at 6.00 on Saturday 17 October.

To remind us why we are members of RSCDS Leeds, there will be a musical treat at the end of the meeting. Read on for more information…

See you soon,

Marion 

 Notice of AGM


The RSCDS Leeds Branch AGM 2020
will be held by Zoom on the
 17th October 2020 at 6pm.
 

Invitations to join the meeting will be sent to members via email (eUpdate).
N.B .The meeting will be recorded.

Agenda
  1. Apologies for absence
  2. Minutes of the AGM 2019
  3. Matters arising from the minutes
  4. Secretary's Report
  5. Accounts and Treasurer's Report
  6. White Rose Festival Report
  7. Shop Report
  8. Chair's Remarks
  9. Election of Officers/Trustees
  10. Election of Committee (up to 8 members)
  11. Appointment of Delegates to the Society’s AGM
  12. Motions
  13. Any other relevant business
  14. Date and time of next AGM
a link to Branch Constitution.  

Committee Vacancies - not too late for nominations!
There are at least TWO vacancies on the committee and anyone wishing to join would be most welcome. Normally members would receive a nomination form to use, but in these strange times, please email your suggestions to: secretary@rscdsleeds.org.uk. or by post to 15, The Turnways, Leeds, LS6 3DT.  

Branch membership
A special thank you to those of you who have already renewed your membership, and for your on-going support of both the Branch and Head Office. This on-going support ensures there will still be a vibrant community when we can all dance again. Those who have not done so yet, please consider doing it now, either by bank transfer or by sending a cheque to the 

  • Assistant Treasurer,  
    John Pugh
    4 Styveton Way
    Steeton
    Keighley      BD20 6TP

If you want to pay by bank transfer the details are in the eUpdate you were sent in August, or email membership@rscdsleeds.org.uk 

We value your support and sincerely hope that you will join us for another year.

Committee Activity

Our final Committee meeting before the AGM (by Zoom, naturally) took place on Sunday, 27th September.

The agenda focussed on:
1) reviewing, and sadly, cancelling all remaining Branch events until the New Year; this was inevitable in the light of the resurgence of Coronavirus nationally, and particularly, locally.  
2) working out the details of the Zoom AGM:  Zoom instructions, practice Zoom sessions, voting with Zoom and communicating all this information with members. It was agreed that paperless nominations and motions could be accepted by email or by post.

Cancellations

 As mentioned above the following are now cancelled:
The Highland Workshop scheduled for October 24th, Malhamdale Weekend, the November Ball with York at the Riley-Smith Hall, Tadcaster, and the Christmas Dance with the Leeds SCD Club in December.  The halls and musicians we had booked were all understanding and indeed expecting this outcome.  We have promised to re-arrange the bookings as soon as feasible.

Zoom Practices and Instructions 

We are holding TWO practices with using Zoom, so we can all become comfortable with the system before the AGM and iron out any hitches.  It's also a chance to see and talk to your dancing friends, possibly for the first time since March, although sadly, not in the flesh.  These will be on Tuesday 13th October and Thursday 15th October, both at the later time of 8pm.

Invitation to join a practice session 
(Please ignore this Invitation and the following instructions if you are happy using Zoom)
First practice session
When: Tuesday, 13th Oct at 8:00 pm
Register in advance for this meeting: https://us02web.zoom.us/meeting/register/tZYldeippz4vGtG9Rq-0yIRFLV5sMKNSuDM6
After registering, you will receive a confirmation email containing information about joining the meeting. (Meeting ID: 828 2119 5505        Pass Code: 009937)

Second practice session
When: Thursday, 15th Oct at 8:00 pm
Register in advance for this meeting: https://us02web.zoom.us/meeting/register/tZ0ocOGurz4pGdGLRpSvGaSu2zc_rsWRa7m_
After registering, you will receive a confirmation email containing information about joining the meeting.  (Meeting ID: 895 7861 5335      Pass Code: 009937)

How to Join a Zoom Meeting
To join the meeting members will receive an invitation via email, to join a practice session or the AGM via Zoom.  The practice sessions will allow you to SEE and hear fellow dancers and get help with finding using the screen.  At the AGM proper you will be able to see the speakers, listen to the proceedings and also to vote and ask questions. (If you have been joining the Zoom dance classes from HO you will doubtless now be familiar with joining a Zoom meeting.)

You can join meeting on:

  • a desktop computer,
  • a laptop,
  • a tablet,
  • a smartphone
  • or by landline (sorry, with this last choice you can hear, but not see!)

What to do
First
you must decide which device(s) you are going to use, and preferably download the Zoom app before the meeting.

To sign up for your own free account beforehand, visit zoom.us/signup and enter your email address. You will receive an email from Zoom (no-reply@zoom.us). In this email, click Activate Account.   Otherwise, you can just follow the instructions below to download Zoom and join the meeting from the emailed invitation all at once - but do allow more time for this before the meeting.

Two members at one address (Joint Membership).
In the case of Joint Membership, where joint members reside at one address, you can share one login to Zoom.  Any Voting/Polling procedures will allow you both to have separate votes within the choices offered.  If you wish, you can use separate devices, and login on each device, although you must keep the devices well away from each other to avoid interference, or mute one device and use it only for voting.

Invitation to AGM

When you join a Zoom meeting you are an attendee/participant of the meeting.  The Host has control over all the participants but each participant can control some of their own settings.  There will be a black bar, usually at the bottom of your screen, but which may be elsewhere on your particular device, with various little icons (symbols).  The first two allow you to control whether the sound from your microphone can be heard by everyone and the next whether your camera picture will be displayed to everyone.  
During the AGM, the Host will set everyone, apart from the speakers, to Mute for the duration of the Meeting.  The Poll function is controlled by the Host.  The other one you might use is the Chat function.  If you want to ask a question during the meeting please click Chat and select from the options at To:  Host/Ray Williams, and then type in the message you want to send and press Return.  The Host will decide how to deal with your comment/request.  The Leave Meeting button is also here.
 

To join a meeting on a smartphone, tablet, laptop or desktop:

  • Just click on the link provided by the meeting host in the emailed Zoom invitation.  
  • Then follow the prompts to download and run Zoom.   
  • Enter the meeting ID, if prompted, (if possible by copying and pasting).  It will be in the email, but you may not need it.  
  • Then click on join the meeting.  When you’re in the meeting, you may click on the Start Video button to start your video.
  • You may have to wait in the waiting room for a few minutes until the host lets you in - then you will be in and see what is happening.

These instructions from Goucher College on How to Participate in a Zoom Meeting were very helpful for getting started, or finding out more:

To join using a landline .
Nicola has already tried this, and here is her advice:

Telephone (landline):
 Dial (for higher quality, dial a number based on your current location):

  eg: United Kingdom +44 131 460 1196 
The phone numbers are all UK based, so I used the Edinburgh number which was 

0131 460 1196

You will have been given a meeting ID and a passcode or password, eg:
Meeting ID: 816 8316 5992  -   almost certainly different!
Passcode: 383321 -    almost certainly different!

The automated response told me it was Zoom & asked for the meeting number followed by hash - enter the number shown in bold, then press hash key

It then asked for a participant number- I didn’t have one so just pressed hash.

It then asked for the password (or passcode) -  enter the italicised number & press hash.

                   

Musical Treat 
Sorry, we can't serve you with cake at this AGM.  However, we have arranged a different treat - don't press Leave Meeting too soon!

Best Wishes
Evelyn

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