Dear ASCA Members,
We are pleased to share some exciting news with our community! Recognizing the evolving needs of our members and leveraging technology to foster inclusivity, we are introducing a virtual attendance option for the upcoming 2023 Annual Membership Meeting, set to be held in Bryan, Texas, at the National Specialty.
Virtual Attendance Details:
1. Invitations: A Zoom meeting invitation will be dispatched this coming Wednesday to the email addresses we have on file for our members.
2. Missing the Invite?: In case you don’t receive the invitation, we recommend checking your spam folder. If it’s still missing, please reach out to us at asca.execsec@gmail.com for assistance.
3. Can’t Attend?: If you’re unable to attend in person or virtually, don’t worry! We will be recording the meeting and making it accessible in the member’s only section of our website portal soon after the meeting concludes.
For clarity and to ensure a smooth experience, we have included the new Virtual Attendance Policy for ASCA Annual Membership Meeting below:
Policy Book – Section 20 Virtual Attendance Policy for ASCA Annual Membership Meeting
To provide a guideline for ASCA members who wish to attend the Annual Membership Meeting virtually. This policy ensures that members can view the proceedings of the meeting in real time, even if they cannot attend in person.
20.1 Scope
This policy is applicable to all ASCA members who have opted to attend the Annual Membership Meeting virtually using the provided online meeting platform link.
20.2 Notification and Access
A. ASCA will notify members of the date and time of the Annual Membership Meeting at least 30 days in advance.
B. A unique link to the online meeting platform will be sent out to all ASCA members at least one week prior to the meeting.
C. Members are advised not to share this link with non-members to maintain the integrity of the meeting.
20.3 Platform Requirements
A. Members are responsible for ensuring that they have a stable internet connection and a device compatible with the online meeting platform.
B. ASCA will provide members with basic troubleshooting support and a list of frequently asked questions related to accessing the online platform.
20.4 View-Only Mode
A. Members attending virtually will automatically be muted upon joining the meeting.
B. Virtual attendees will not have the ability to participate actively in the meeting. They will only be able to view the proceedings.
C. Virtual attendees will not count toward establishing a quorum for the meeting.
20.5 Conduct and Etiquette
A. Virtual attendees are expected to maintain a respectful and professional demeanor during the meeting.
B. Any attempt to disrupt the meeting, record the proceedings without authorization, or violate the terms of use of the online platform will result in immediate removal from the virtual meeting and potential disciplinary action by ASCA.
20.6 Technical Issues
In the event of a technical glitch or interruption from ASCA’s end, efforts will be made to resolve the issue promptly. ASCA, however, cannot be held responsible for technical difficulties faced by individual members due to their own internet connectivity or device issues.
20.7 Feedback
After the conclusion of the Annual Membership Meeting, virtual attendees are encouraged to provide feedback regarding their experience. This will help ASCA improve the virtual attendance process for future meetings.
20.8 Review
This policy will be reviewed annually to ensure its continued relevance and effectiveness in meeting the needs of ASCA members.
Thank you for your continued commitment to ASCA. We eagerly look forward to connecting with you, be it in-person or virtually, at the 2023 Annual Membership Meeting.
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