What's a pre-meeting?

Overview The Pre-Meeting establishes alignment between the Board, the Chair, and the Moderator regarding Meeting flow and responsibilities. This session allows the team to finalize details and answer outstanding questions before the live Meeting begins.

Pre-Meeting Agenda

The Moderator reviews specific procedural and technical details to ensure a smooth Meeting. The Moderator walks through a slide deck covering:

• Roles: Identification of the Chair and review of Moderator vs. Chair responsibilities.

• Proxies: Default proxy holder attendance, arrears, additional paper proxies, and general proxy procedures.

• Voting: Scrutineers, results scrutiny, live voting methods, elections, and specific motions.

• Logistics: Attendance, recording details, and overall Meeting flow.

• Technical: Participant types, Zoom controls, and Q&A management.

Timing and Scheduling

Pre-Meetings occur on the same day as the scheduled Meeting to ensure the same Moderator is present for both sessions.

• Standard Duration: Starts 1 hour before the Meeting and typically lasts 30-45 minutes.

• Extended Duration: Accommodations can be made to start 1.25 or 1.5 hours prior to the Meeting if necessary.

Note: We do not offer Pre-Meetings on days prior to the meeting. If you have questions that must be answered before the day of the Meeting, contact your assigned Customer Service Representative (CSR).

Recommendations

We highly recommend holding a Pre-Meeting regardless of your familiarity with the process. This ensures all parties are prepared for last-minute details or changes.