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Member-Owner Meetings

May 23 Regular Membership Meeting Login Details and Info:

Online meeting link: https://zoom.us/j/98198313768

Phone Login info:

Phone number: 1 (929) 205 6099  or toll free: 1 (833) 548 0276

Meeting ID: 981 9831 3768

 

HWFC Regular Membership Meeting

(TO BE CONDUCTED REMOTELY)

 Sunday, May 23, 2021 6:00PM

*DUE TO COVID-19 RESTRICTIONS ON GATHERINGS, YOU MAY ONLY PARTICIPATE IN THIS MEETING REMOTELY. PROCEDURES DESCRIBED BELOW APPLY ONLY TO THE MAY 23 REGULAR MEMBERSHIP MEETING*

4:00 pm - 6:00 pm     CHECK-IN: 

6:00 pm - 7:30 pm   Membership Meeting

 

Agenda

Welcome     10 minutes

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Financial & Operational Update: Presentation     20 minutes

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Annual Budget: Presentation, Q & A, and Vote     45 minutes

Budget Information & Discussion Sessions will be held online using the login information below.

Information Sessions:

  • Sunday, May 9 - 6:00 pm
  • Wednesday, May 12 - 12:00 pm & 7:00 pm
  • Sunday, May 16 - 6:00 pm
  • Wednesday, May 19 - 12:00 & 7:00 pm

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Open discussion for 15 minutes     15 minutes

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  1. Phone-Only participant voting   After open discussion

After Phone-Only participant voting is finished, we will conclude the remote portion of our May 23 Regular Membership Meeting . The meeting will remain open for the sole purpose of In-Person voting on-site at HWFC during stated voting hours.

  1. In-Person voting at HWFC

• Monday, May 24 — 10:00 am - 6:00 pm
• Tuesday, May 25 — 10:00 am - 6:00 pm

The meeting will be adjourned on Tuesday, May 25, at 5:00 pm upon the end of the voting period.

You have received this notice because you are eligible to vote (up to date on time investment requirements and ownership interest payments).  If you have questions regarding your eligibility, contact Membership Manager Yevette Buddeau at MemberServices@honestweight.coop or (518) 482-2667 Extension 104 three days PRIOR to the meeting to confirm that your name is on the voting list.   

A successful Co-op depends on the active support and participation of the membership.  Member-Owner participation is the most significant part of our ability to successfully govern the Co-op.  Our Bylaws require a quorum to start a meeting and vote.   We encourage you to participate and be a part of the Co-op discussion.  Get involved and vote. 

Guidelines for Voting/Participating Remotely at the Regular Membership Meeting:

We recognize that some of the language associated with online meetings may be unfamiliar to some member-owners. Please reach out to Yevette at memberservices@honestweight.coop or 518-482-2667 ext 104 before May 22nd, or attend one of the Help Sessions detailed at the end of this notice, to seek help.  

The Meeting

Note: While participants who connect to the meeting by phone will be able to fully participate in the meeting, you are encouraged to connect to the meeting online (via laptop, computer, smartphone, etc) in order to view presentation materials.


Meeting materials will be available at the Customer Services Desk and on the HWFC website at
https://www.honestweight.coop/page/member-owner-meetings-22.html. If you would like
meeting materials mailed to you please contact Yevette at memberservices@honestweight.coop
or 518-482-2667 ext 104 by Sunday, April 16th.


Multiple devices may be linked through Zoom if you plan to view on one device and use audio
on the other. Please see instructions below for how to link your computer with your phone.


Member-Owners who belong to a Household with other Member-Owners are strongly
encouraged to use separate devices when attending the meeting.

Online Login info for 

  • Budget Information Sessions; 
  • Zoom Help Sessions; and 
  • May 23 Regluar Membership Meeting:

Online meeting link: https://zoom.us/j/98198313768

Phone Login info:

Phone number: 1 (929) 205 6099  or toll-free: 1 (833) 548 0276

Meeting ID: 981 9831 3768

Participant ID: You won’t need a Participant ID if you don’t link your phone to your computer.

Linking your phone audio to your computer video through Zoom requires a Participant ID. If you plan to link your audio from a second device, wait to do so until you have reached the check-in table. To find your Participant ID, log into the meeting through Zoom and click on the “information” circle or green shield icon in the upper left corner.

We are offering Zoom help sessions ahead of the May 23 Regular Membership Meeting so that it will go as smoothly as possible. For help ahead of the meeting, see Help Sessions at the end of this notice.* If you have trouble logging into the May 23 Regular Membership Meeting, please call the MOC at (518) 482-2667 Extension 104. We will help log people in on the night of the meeting as time permits and this may entail a long wait; please consider logging in to one of the Help Sessions ahead of time.

Check-in process: 

Member-Owners who check in to the meeting will receive 2 hours for attending the meeting. Member-Owners who check in between 4:00 and 5:30 will receive an additional .5 hour for helping to alleviate the last minute rush.

We appreciate people checking in early. The meeting will not begin before 6:00pm. After you are checked in, you may freely move about; return to your phone/computer by 6 to attend the meeting or actively wait for quorum.

When first arriving at the “meeting,” you will be in a virtual waiting area for a short while. Before 6pm, this area should have music and or a person speaking occasionally to assure you you’re still on the call. After 6pm, this area may be silent. Please be patient. As a “Check-in table” (called a breakout room) becomes available, you will be assigned to a Check-In table where a designated M-O, conducting check-in, will check you into the meeting.

Please have your owner or “member” number ready.

After you are checked in, you will be moved into the “Meeting Room” -- you will not have to click anything for this to happen.  Once in the “Meeting Room” you may click on ‘participants’ on the computer screen and you will see yourself as ‘checked-in.’  For those connecting by phone only, your confirmation will only be by voice during check-in.

If you are checking in by phone and viewing the meeting simultaneously on your computer, or if you have two or more people near each other on separate devices, please mute the mic and speakers on all but one of your devices to avoid unpleasant feedback.

Once quorum is reached (no official business can be conducted until we have adequate representation of eligible voters), the meeting will proceed in the order shown above. To keep the meeting organized, and to ensure that all participants can hear the person speaking, participants in the meeting will be muted. 

“Raise hand” at the meeting

To participate in the meeting, you will use the “raise hand” function.  If you have a question/verbal comment, you may “raise your hand” to place yourself in the queue to speak (ex. you have a question, you’d like to nominate someone, etc.). If you are attending the meeting via phone, press *9 on your phone keypad. If you are attending the meeting online, you may press the “raise hand” button in the “participants” menu. 

 

Voting

Three methods of voting are available.  You may choose only one method of voting and cast your ballot set once.  Casting more than one ballot for a topic, or casting ballots through multiple methods, will spoil all of your ballots.  

We are awarding one (1) hour of time-investment credit to all eligible Member-Owners who vote through any of the three valid methods of voting described below.

Due to COVID, we strongly encourage all meeting participants to vote using the Survey Monkey link, containing all ballots, that will be posting during the meeting.

If more votes are cast during the meeting, fewer paper ballots will have to be counted in-person
by pairs of Member-Owners, greatly reducing their exposure to each other.

CONFIDENTIAL BALLOT:

In-Person Voting: Member-Owners may cast a confidential ballot in the Teaching Kitchen at the Co-op, over the course of 2 days, after attending the May 23 REGULAR MEMBERSHIP MEETING. The designated times for submitting ballots are as follows:

In-Person Voting Ballot Drop-Off Times:

• Monday, May 24 — 10:00 am - 6:00 pm
• Tuesday, May 25 — 10:00 am - 6:00 pm

You will receive your ballots and envelopes AT THE VOTING TABLE at the Co-op in theTeaching Kitchen.

 

Voting

NON-CONFIDENTIAL BALLOT:

Survey Monkey Voting: We will provide a Survey Monkey ballot set during the meeting. Survey Monkey voting will be available to online participants, once “ballot boxes” open, ONLY DURING THE REMOTE PORTION OF THE MEETING. Survey Monkey Ballot boxes will close at the conclusion of the remote part of the meeting. PLEASE NOTE: So that ballots cast by ineligible voters can be removed from the count, your personally identifying information is necessarily linked to your vote. Every effort will be made to keep your personally identifying information separate from your vote while vote counters are processing the data, but these ballots are technically not confidential.

 

NON-CONFIDENTIAL BALLOT:

Phone-Only Voting: Phone-Only participants who cannot vote in-person at the Co-op may vote on ballots after the 15 minute open discussion period at the end of the meeting. After the 15-minute open discussion has ended, Phone-Only participants will be asked to “raise their hand” (press *9) if they intend to vote by phone. As “voting booths” become available, Phone-Only participants with raised hands will be moved to a “voting booth,” isolated away from the main meeting room, where a pair of Vote-Receivers will prompt them with the ballot questions and record their vote. To expedite the process, if you plan to vote by phone, write down information throughout the meeting presentations so that you know how you will cast your votes before “entering the phone voting booth.” Phone-Only voting will only be available after the 15-minute open discussion ends, and will close after all Phone-Only participants have been acknowledged.
PLEASE NOTE: While every effort will be made to minimize the number of people who can see your vote, the pair of people who receive it over the phone will know. As such, these ballots are not confidential.

If you plan to cast NON-CONFIDENTIAL BALLOTS online or by phone, be sure to retain your member number.

If you have more than one person in your household who cannot vote in-person at the Co-op, you will not all be able to attend the meeting and vote electronically on the same online device. Additional people unable to vote in person will need to check-in and vote by phone.

IF YOU CANNOT ACCESS REVISION INFORMATION ON THE HWFC WEBSITE OR AT THE CUSTOMER SERVICE DESK, you may call Yevette Buddeau, our Membership Manager, by Sunday, May 16 to request information be mailed to you.

 

*Help Sessions for logging in and participating

We understand that this online form of meeting will be new for some people. In light of that, we will host a few opportunities to practice logging on and participating in this format, prior to the Regular Membership Meeting. If you would like an opportunity to practice logging in or have any questions, please see the schedule of Help Sessions below. If you need another time please contact Yevette at memberservices@honestweight.coop to schedule a Help Session.

• Wednesdsay, May 19 — 8:00 pm - 8:30 pm
• Friday, May 21 — 11:00 am - 11:30 am
• Saturday, May 22 — 2:00 pm - 2:30 pm

 

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Dates of Currently Scheduled Membership Meetings:

  • Sunday, May 23, 2021 at 6:00pm
  • Sunday, October 24, 2021 at 6:00pm

 

See Past Membership Meeting Minutes

 

Orientation Meetings:

For those who wish to offer time and skills to Honest Weight, orientations are held several times each month, and are about three hours long.  The Co-op will make a personal appointment for you if you cannot make any of our regularly scheduled orientations, or if you are a person who would be better served by a private orientation.

In-Person orientations at HWFC have been suspended at this time.

To request the schedule for online orientations or a private appointment, please email the Membership Manager at memberservices@honestweight.coop.