Orientation/Refresher for First Time Participants and Guests — and How We Use Zoom for Online Presbytery meetings
The information on this page will be updated from time to time as we approach each upcoming meeting. In the meantime, the general information below may be helpful for any session, congregation (or maybe even other presbyteries) as they plan for online meetings.
Last update: Tuesday, November 23, 2021
Participating in a meeting of the Presbytery of Tampa Bay for the first time?
This is the place for you!
Our December 2, 2021, Stated Meeting will be held ONSITE-ONLY at Palma Ceia Presbyterian Church in Tampa.
Start here: Helpful Information for First-Time Commissioners and Guests to a Stated Meeting of the Presbytery of Tampa Bay (NEW: updated 11/23/2021)
Bill Wildhack, Stated Clerk for the Presbytery of Tampa Bay, will host an online orientation for first-time participants and guests on Monday, November 29, at 7:30 p.m. Check the eNews and Presbytery Packet for more information on that.
IMPORTANT ZOOM INFORMATION for the next time we meet online
Zoom regularly updates its client software and sometimes makes changes to the features we use for feedback and voting, so it is vital that everyone check for updates in their installed Zoom client or visit Zoom’s Download page for the most recent release for your computer or device before joining a presbytery meeting. If you need help with how to update your current software, please visit Zoom’s Upgrade/update to the latest version page.
If you don’t already have Zoom, you can download the right Zoom software for your desktop or laptop computer by clicking here. The “Zoom Cloud Meetings” mobile apps are also available from links on that same page.
- NOTE: we strongly encourage you to use a desktop or laptop for presbytery meetings even if you have Zoom on another device.
If you’ve never joined a Zoom meeting before, the 1-minute video and info on Zoom’s help page on Joining a Meeting is a great place to start.
- Zoom’s help page on Getting Started on Windows and Mac has more detail (though some of the options described there may not be available in our meetings).
- You can also get a preview of the in-meeting feedback and voting controls we use on Zoom’s help page on Participant controls in a meeting. That page includes specific info on how those will look on computers, Android, and iOS devices.
Bill Wildhack, Stated Clerk for the Presbytery of Tampa Bay, hosts online Zoom orientation for first-time participants — and anyone new to using Zoom to participate in a Presbytery meeting — before each online meeting of the Presbytery.
If you’re a first-timer to a meeting of our Presbytery or on Zoom (or just want a refresher!), plan to join us for an online orientation session before the meeting. Information on those sessions is sent to ministers and clerks of sessions ahead of time, and a link is included in a follow-up Zoom registration confirmation email sent to all participants.
In the meantime, you can click here to view a video with Stated Clerk Bill Wildhack created before our last online meeting to walk you through some of the Zoom features we use in our meetings that not everyone has used in smaller settings.
Even if you consider yourself VERY familiar with Zoom, you’ll need to know how we use Zoom to seek recognition, take attendance, and vote.
Please see below for tips on using Zoom, especially in the “Additional Technical Guidance” and “Zoom Expertise” documents, and send an email to Stated Clerk Bill Wildhack through our “Contact Us” page with questions.
PRESBYTERY OF TAMPA BAY Information on our meeting and how we use Zoom
Click on the links below for additional background and resources about meetings of the Presbytery of Tampa Bay, how we’re using Zoom for conducting our meetings right now, and how to use Zoom in general. NOTE: All links will open in new tabs to make it easier for you to come back here!
- Special Rules of Order and Standing Rules for Electronic Meetings of the Presbytery of Tampa Bay (These rules were approved at the August 27, 2020, Stated Meeting of the Presbytery of Tampa Bay) (updated 2/18/2021)
- Additional Technical Guidance for Electronic Meetings of the Presbytery of Tampa Bay — Essential reading for how we implement the rules! (updated 2/18/2021)
- “ZOOM EXPERTISE” for Presbytery of Tampa Bay ZOOM Meetings — A checklist of tools we’ll use along with reminders about how to change your display name in Zoom. (updated 2/18/2021)
MORE INFORMATION ABOUT ZOOM
Already have Zoom on your device? Be sure to update it regularly (and especially no later than the day before a presbytery meeting):
- Upgrade/update to the latest version of Zoom – Visit this page for both step-by-step and video instructions.
Are you new to Zoom or is Zoom new to you? Along with the information and links in the “Additional Technical Guidance“ at the link above, here are some direct links to get you up to speed with how to use Zoom or to update your software to the latest version — and please keep in mind that it is easier to use Zoom’s meeting and feedback features on a laptop or desktop than on a tablet or smartphone:
- Download the Zoom Client – The first “Download” button at the top of the page at this link will download the right version for your Windows or Mac desktop or laptop computer.
- Download ZOOM Cloud Meetings for Android from Google Play
- Download ZOOM Cloud Meetings app for iPad and iPhone from the App Store
Have other questions about Zoom? Check out Zoom’s Frequently Asked Questions.
Considering having a congregational or another meeting electronically?
We have some ideas and notes on things to consider when using Zoom for larger meetings while in-person gatherings are still limited.
When planning to hold a meeting (session, deacons, or a congregation) while larger, in-person gatherings are limited, never lose sight of the bottom-line standard for electronic meetings as described in Robert’s Rules of Order, Newly Revised (12th Edition): the meeting must “provide, at a minimum, conditions of opportunity for simultaneous aural communication among all participating members equivalent to those of meetings held in one room or area.” (RONR (12th ed.) 9:31)
In other words, everyone has to have the same opportunity to hear and be heard as everyone else while discussing a matter before a vote. There are ways to do that using Zoom and other tools, but don’t compromise on that minimum standard.
Hybrid meetings, with some attending in person and others attending via Zoom or another electronic platform, present additional challenges.
Stated Clerk Bill Wildhack has put together this document with some thoughts and ideas; please contact him directly at (813) 868-4800, opt. 2, or send him an email through our “Contact Us” page with other questions.