Online Business Meeting

VFP Business Meeting Format 2021

Saturday, August 14th at 12pm (e), 11 am (c), 10am (m), 9am (p)

The following format is in accordance with our bylaws, policies and procedures, and Robert's Rules of Order and duplicates last year's process which seemed to work well.

Registering for the Business Meeting

All members are encouraged to register for this year's business meeting, which is separate from our online convention. Registration for the business meeting. Members must be current in their dues to participate. To renew your member dues, click here or if you'd like to become a member click here.

Once your dues are current and/or you are a new member a link will be sent to you to register for the Business Meeting. (Please note that this is a separate registration from the online convention. REGISTERING FOR THE CONVENTION DOES NOT INCLUDE THE BUSINESS MEETING). If you have questions or have not received an invitation to register and believe your dues are paid, please contact Shelly Rockett: (

Business Meeting Documents

Documents will be posted to the VFP website by date – a week before the convention begins and twelve days before the business meeting, to include:

Executive Director's Report
President's Report,
Financial Report,
Membership Report,
All proposed resolutions & bylaws, and
Any other documents.

Watch the recording of the reports.

Online Discussion Prior to the Business Meeting

We encourage all members to read these reports before the business meeting begins. There will be space on the website for members to submit comments and questions and read other members' comments and questions. This will help our on-line business meeting run much more smoothly. It is also a system that we hope to use for all future Business meetings, allowing all members access to documents in a timely manner and the ability to participate in discussion and debate regardless of their ability to travel to the convention.

Business Meeting Format

We will be using the Zoom Webinar online meeting program for this year's business meeting. This will allow us the greatest ability to ensure that the meeting runs smoothly, that only acknowledged speakers have the floor, and will eliminate distractions from members forgetting to mute themselves. Members will have the ability to post comments and questions in the Q&A window. We will also have the ability to give the virtual floor to members who seek to address the assembly.

At the beginning of each segment of the agenda, the acknowledged speaker will be the member chairing the agenda item. The speaker will state the agenda item, give a brief review, and then address comments and questions that were submitted via the VFP website. The speaker will then address any new comments and questions submitted by members via the Q&A function. The speaker will then allow any member the ability to address the floor should the need arise. Members who wish to address the floor will be asked to raise their hand (or press *9 on their phone) and they will be put on stack and unmuted.

Business Meeting Voting Process

Members will be allowed to address the assembly within the parameters of how we will be managing the meeting.

During the discussion on resolutions, we will "call the question" and move to a vote when there are no members on the "pro" or "con" side, or after three members have spoken "for" and three "against" each resolution.

During other items that require discussion, debate, and a vote, we will again take speakers for each side, until there are no members standing for either side, or after three members have spoken "for" and three "against" each item. We will then "call the question" and move to a vote.

Zoom webinar format has a function that allows members to participate in a poll, which we will be using for our convention straw vote.

Fall Vote

Paper ballots will be mailed to members in October for our official vote as required by our bylaws and policies and procedures, to include: vote for resolutions and vote for candidates for the board of directors. There are no bylaw amendment proposals this year.

VFP Business Meeting Agenda 2021 (DRAFT)

Start: 12pm (e), 11 am (c), 10am (m), 9am (p)
Duration: 2.75 hours

12:00p Entry – Reading of Statement of Purpose and Code of Conduct - Michael Dempsey (5 minutes)

12:05p Opening Remarks – Adrienne Kinne (5m)

12:10p Review of Submitted Reports Q&A (35m)

  • Executive Director's Report - Garett Reppenhagen
  • President's Report - Adrienne Kinne
  • Treasurer's Report - Garett Reppenhagen
  • Membership Report - Willie Hager

12:45p Board Candidates - Mart GuyDowning (10m)

12:55p Acknowledge Award Recipients - Joshua Shurley (10m)

1:05p Bylaw Amendment Vote - Adrienne Kinne (10m)

1:15p Resolution Votes - Josh Shurley (30m)

2:15p VFP Moving Forward - Miles (20m)

2:35p Any Other Business – Ben Schrader (10m)

2:45p Closing - Natasha (5m)