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Members Electronic Participation Procedures

Procedures and Acceptable Use Policy

Overview
  1. There is a requirement that members of the Internet Society of NZ be able to participate electronically at the up coming AGM.The MEP work group has been established to create a mechanism and procedures to enable electronic participation.This document is intended to explain how the various tools will be used to enable this participation. It also covers policy on the acceptable use of these systems.
Technology Overview
  1. Video Broadcast
    There will be no video stream of the summit or AGM available.Given the likely small number of participants, the effort required to set it up and the cost involved it has been decided not to provide this service.The one issue of identifying speakers can be overcome by putting an informal question to the chat-room.
  2. Audio Broadcast
    There will be an audio broadcast of both the summit and the AGM.People wishing to participate electronically will be able to do so using either the Real Audio or Windows Media audio streaming utilities.The Windows Media audio stream will be available in multicast to Internet users connected via the Xtra network and unicast elsewhere.
  3. Web Site
    Formal communications between the summit/AGM and those wishing to participate electronically will be via the ISOCNZ web site.Individuals will need to register with ISOCNZ at least 48 hours before the 23rd June 2000.They will be given an individual username and password.This will enable them to access a secure area of the ISOCNZ web site and identify themselves for official voting.
  4. Chat-room
    Due to the insecure nature of a chat-room, it will only be used as an indication of online attendance.Someone present at the summit and AGM will continuously monitor the chat-room, enabling informal questions may be put to the chat-room.An example of this would be requesting the name of the current speaker.
    Voting will be done via the web site but those counting online votes will only be looking for votes from people present in the chat-room at the time the a vote is taken.
  5. Email
    All official communication with the AGM will be via Email.The email address is agm@isocnz.org.nz . All informal comments should be put to the chat-room, leaving email for official submissions to the AGM only.
Online Voting
  1. Any member wishing to vote electronically at the AGM will need to be given a unique user ID and password to a secure section of the ISOCNZ web site.This can be obtained by emailing the exec.assist@isocnz.org.nz and must be received by 5:30pm Wednesday 21 st June 2000.
    To register their online attendance at the AGM individuals must log into the ISOCNZ chat-room with a recognisable user name. When voting is called all valid votes received via the web site will be included in the count.If an individual is logged into the chat-room and no vote is received from them they will be contacted, via the chat-room to confirm their continued attendance.If no reply or vote is received within 2 minutes they will be deem to have left the chat-room unattended and therefore left the AGM.
  2. The following online voting procedure will be followed:
    1.Log into the ISOCNZ AGM secure web site
    2.Listen to the audio stream of the meeting.
    3.Observe motions etc requiring a vote (these will be updated to reflect any amendments)
    4.Log into the ISOCNZ chat-room (linked from the secure ISOCNZ web site)
    5.Vote using the voting form on the secure ISOCNZ web site

NB: All valid votes received from the web site voting form will be counted.Attendance in the chat-room is only an indication of the intention to vote.

© 2000 The Internet Society of New Zealand
Last updated 21 June 2000

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