🗳️ DSA Meeting Timer - Volunteer Training Guide

Instructions for Operating the Timer During Large In-Person Meetings

👋 Welcome, Volunteer!

Thank you for helping run our democratic meetings! As the timer operator, you play a crucial role in keeping our discussions fair, organized, and on schedule. This guide will walk you through everything you need to know.

⚠️ Your Primary Role: Work closely with the Parliamentarian and/or Debate Chair. They will tell you what timer to set and when to start it. Your job is to operate the timer accurately and keep it visible to speakers and the body.

🎯 Pre-Meeting Setup

Before the Meeting Starts:

  1. Open the timer page in a web browser (Chrome or Firefox recommended)
  2. Press F11 to enter fullscreen mode for maximum visibility
  3. Project to screens/monitors visible to speakers and the membership
  4. Test your setup:
    • Click a few speaker presets to ensure they work
    • Test the ▶️ Start and ⏸️ Pause buttons
    • Verify the timer is large and readable from the back of the room
  5. Position yourself near the Parliamentarian/Debate Chair
  6. Have a notepad ready for any custom timings they request
💡 Pro Tip: Arrive 15-20 minutes early to set up and troubleshoot any technical issues before members arrive.

⏱️ Understanding the Timer Interface

The interface has two main timer sections:

Timer Section Purpose Location
Speaker/Voting Timer (Left side) For debate speakers, points of order/privilege/information, voting periods, and amendments Upper left quadrant with radio button presets
Agenda Timer (Bottom right) For breaks, lunch periods, and other agenda items Bottom right with preset buttons (10, 20, 40, 45 min)
Presentation Area (Right side) Displays meeting slides/presentations Large right section (embedded Google Slides)
Date/Time/Weather (Bottom left) Shows current time, date, location, and temperature Bottom left quadrant

🎤 Operating the Speaker/Voting Timer

Common Speaker Timer Presets (Radio Buttons):

Button Label Time When to Use
❌ Off N/A Hides the timer when not in use (shows 🌹 instead)
🔺 For 90 sec (1:30) Speaker speaking in favor of a motion
🔻 Against 90 sec (1:30) Speaker speaking against a motion
🗳 Voting 120 sec (2:00) During voting periods (digital ballot submission, etc.)
⚙ PO (Point of Order) 15 sec Member raising procedural question about rules
👁 PPP (Point of Personal Privilege) 15 sec Request about comfort/safety (AC, accessibility, etc.)
🗝 PI (Point of Information) 15 sec Request for clarification about motion/procedure
➕ Amend 60 sec (1:00) Member proposing an amendment to current motion
🔰 Motivate 180 sec (3:00) Original motion maker explaining their proposal

How to Use Speaker Presets:

  1. Wait for speaker recognition from the Chair (e.g., "Speaker FOR the motion is recognized")
  2. Click the radio button for the appropriate preset
  3. The timer will automatically:
    • Set the correct time
    • Update the label
    • Start counting down
  4. When time expires: The timer will flash red to alert everyone
⚠️ Important: Clicking a preset radio button automatically starts the timer. You don't need to press ▶️ Start after selecting a preset.

Manual Timer Controls:

Visual Indicators

Keyboard Navigation

Navigation adapts to speaker timer state: When speaker timer is "Off," arrow navigation skips hidden controls and routes appropriately between quadrants.

Tip: Click any control once to give it focus, then use arrow keys to navigate the entire interface without touching the mouse. Press Enter on radios to activate them after navigating.

Custom Time Example:

If the Chair says "Give them 2.5 minutes":

  1. Type 2.5 in the time input field
  2. Click ⏱️ to set and start immediately
  3. Or click ⏮️ to set without starting

📖 Operating the Agenda Timer

Agenda Timer Presets:

Button Time Label Typical Use
10 10 minutes 🏝️ Break 🏝️ Short break for bathroom, water, stretching
20 20 minutes 20 Min ⏰ Extended break or short meal break
40 40 minutes 40 Min ⏰ Dinner break or long discussion period
45 45 minutes 🍕 Lunch 🍕 Lunch break (default selection)

Using the Agenda Timer:

  1. Wait for Chair's instruction (e.g., "10 minute break")
  2. Click the radio button for the appropriate time
  3. Timer automatically starts and shows the label
  4. Announce when 2-3 minutes remain if Chair requests it

Setting Countdown to Specific Time:

If the Chair says "We reconvene at 1:30 PM":

  1. Click the destination time field (bottom-right controls)
  2. Type 130, 1:30p, or 13:30 — all are accepted
  3. Press Enter or click ⏰
  4. The agenda timer will count down to that clock time; if that time already passed today it automatically rolls to tomorrow.

Tip: If you’re fine with the suggested reconvene time, focus the empty field and press ⏰ to accept the dynamic placeholder (now + 8 minutes, rounded to the next quarter hour).

💡 Pro Tip: The countdown-to-time feature automatically adds a day if the time you enter has already passed today.

📋 Common Scenarios & How to Handle Them

Scenario 1: Basic Debate

Chair announces: "We will now open debate. Speakers will have 90 seconds."

Your action:

  1. A motivator, the author of the motion, is recognized by the Chair. Click the 🔰Motivate button.
  2. As each speaker is recognized, alternate between 🔺 For and 🔻 Against, clicking the appropriate preset when speakers are recognized.
  3. Let timer flash red when time expires
  4. Chair will handle enforcement

Scenario 2: Point of Order During Debate

Member calls out: "Point of Order!"

Your action:

  1. Click ⚙ PO (15 seconds).
  2. The ⏱️ button glows, indicating the previous speaker’s time is saved and can be resumed instantly.
  3. When the point finishes (or after auto-return ~10s post expiry), the previous speaker’s remaining time is restored in a paused state.
  4. Resume options:
    • Press ⏱️ to resume immediately (time + label restored and countdown restarts).
    • Press ⏮️ to restore time + label without starting; ▶️ will glow to cue you to start when re‑recognized.
  5. If more than one point happens during the same speaker, repeat these steps. Each point saves and restores the updated remaining time.

Scenario 3: Amendment Proposed

Chair recognizes amendment: "Member has proposed an amendment. They have 1 minute to motivate."

Your action:

  1. Click ➕ Amend (60 seconds)
  2. After amendment is motivated, debate on amendment begins. This takes place prior to the main item debate.
  3. Return to using 🔺 For and 🔻 Against for speakers on amendment
  4. Press start ⏱️ to immediately resume the previous speaker's time.

Scenario 4: Lunch Break Announced

Chair announces: "We'll break for lunch until 1:00 PM."

Your action:

  1. Note the current time (e.g., 12:15 PM)
  2. Calculate duration (45 minutes) or use countdown-to-time
  3. Click 45 radio button, OR
  4. Enter 13:00 in time field and click ⏰

Scenario 5: Custom Timing Request

Chair says: "Give the speaker 4 minutes for this complex motion."

Your action:

  1. Type 4 in the number input next to speaker timer
  2. Click ⏱️ (sets and starts immediately)
  3. Optionally change label to describe the motion

Scenario 6: Voting Period

Chair announces: "Polls are now open. You have 2 minutes to vote."

Your action:

  1. Click 🗳 Voting (2 minutes)
  2. When timer flashes red, voting period ends
  3. Chair will announce results
⚠️ Remember: You are not responsible for enforcing time limits or cutting off speakers. Your job is to display the time accurately. The Chair handles enforcement.

🔁 Multiple Point Interruptions

Debate can involve several back‑to‑back points (order, information, privilege) while one speaker still holds recognition.

  1. Each time you click a point preset, the current speaker’s remaining time and label are saved.
  2. During the point, ⏱️ glows (instant resume available). Using ⏮️ instead prepares a delayed resume and makes ▶️ glow.
  3. After the point ends (auto-return may occur up to 10s after expiry), the speaker state is restored paused.
  4. A subsequent point interruption saves the newly updated remaining time again. No manual clearing is needed.
Tip: Choose ⏮️ when the Chair wants to speak briefly before resuming; choose ⏱️ for immediate continuation.

🚨 Troubleshooting

Problem: Timer isn't visible/projection failed

Solution:

Problem: Clicked wrong preset

Solution:

Problem: Page/browser crashed

Solution:

Problem: Weather/location not showing

Solution:

Problem: Can't hear Chair's instructions

Solution:

⚠️ If Something Goes Wrong: Stay calm! The meeting can continue even without the timer. Inform the Chair immediately and work together to find a solution. Manual timekeeping with a phone/watch is always a backup option.

✅ Best Practices & Tips

Do's:

Don'ts:

Keyboard Shortcuts (Advanced):

💡 Communication Tip: Before the meeting, establish a quick hand signal system with the Chair:
• 👍 (Thumbs up) = Start timer
• ✋ (Hand up) = Pause timer
• 🔄 (Circle motion) = Reset timer
This helps during loud moments when verbal instructions are hard to hear.

📚 Robert's Rules Quick Reference

Understanding basic Robert's Rules will help you anticipate what timers are needed:

Main Motion Process:

  1. Motivation (3 min): Original mover explains their proposal
  2. Debate opens: Alternating For (90s) and Against (90s) speakers
  3. Amendments may be proposed (60s): Changes to the motion
  4. Voting (2 min): Members cast their votes

Points (15 seconds each):

Note: Your chapter may have modified timings. Always defer to your Chair and local standing rules.

🎓 Post-Meeting

After the Meeting Ends:

  1. Exit fullscreen (press F11 or Esc)
  2. Close the browser/timer page
  3. Disconnect equipment and return cables/adapters to proper storage
  4. Debrief with the Chair: Ask for feedback on your performance
  5. Note any issues: Report technical problems to tech team
  6. Thank yourself: You helped make democracy work! 🌹
💡 Continuous Improvement: After your first few meetings, you'll develop a rhythm and intuition for common patterns. Don't hesitate to ask experienced volunteers for tips!

📞 Support & Resources

Need Help?

Configuration Note:

If your chapter needs different preset times, labels, agenda options, or increment sizes, these can be customized in timer.config.js. (Speaker quick adjust ±10s; Agenda quick adjust ±2:30; Destination time adjust ±5m.) Contact your tech committee to request changes.

NEW: You can now optionally create a timer.agenda.json file to pre-program the meeting agenda using start times instead of durations. Example:

{
  "agendaDate": "2025-10-25",
  "timezone": "America/Los_Angeles",
  "items": [
    { "start": "2:00 PM", "label": "Opening + D-SwAp!!" },
    { "start": "2:10 PM", "label": "Commencement + Grounding" },
    { "start": "2:20 PM", "label": "Agenda Approval" },
    { "start": "2:25 PM", "label": "Electoral Segment" },
    { "start": "3:05 PM", "label": "Debrief: No Kings, People’s Picnic, Halloween Spooktacular" },
    { "start": "3:05 PM", "label": "Westside Priorities Updates and Discussions" },
    { "start": "3:35 PM", "label": "Announcements & Upcoming Events" },
    { "start": "3:50 PM", "label": "Good & Welfare" },
    { "start": "4:00 PM", "label": "Closing & Adjourn" }
  ]
}

The timer will automatically count down to the next upcoming item when the page loads (unless you're restoring a previously running timer). Start times accept fuzzy formats (e.g. 200, 2pm, 205p, 2:05). You can still manually override by using the agenda preset buttons, time inputs, or target time controls.