General Meetings/Organizing AGM

From PCSAR

Notifications need to be started second week in October to garner interest in running for positions. Need pro-active approach by Membership Committee. Media notice should be included under Shell Community Calendar. Perhaps plan a rope rescue exercise or something for those members who are able to attend earlier in the afternoon - around 15:00. (dp)

1 To do
2 Contact members
3 Sample agenda
4 Documents

[edit] To do

Each AGM, these things need to be done (and some others not yet added to this list):

(Administrator for Board) Attend AGM
- (Administrator for Treasurer) distribute Financial Statements
- (Administrator for Audit Committee) distribute audit report
- (Administrator for Secretary) distribute last year's minutes
- (Administrator for Secretary) record minutes
- (Administrator for Board) run elections
(Administrator for Secretary) produce minutes

[edit] Contact members

Each member should be called:

Potluck/Celebration of our 20th anniversary/AGM at 18:00 (6pm) Tuesday November 3 at the fire hall
Can you attend?
Will you bring guests?
Are you getting monthly e-mails? (So we can figure out if we have a problem contacting people)
When did you last participate? (So we can determine if we have stale members that need to be removed from the list. Members need to participate at least once a year to maintain membership. Coming to this event will count.)
Are you willing to run for office?
- President - leads the business end of the group; deals with other organizations
- Vice President - fills in for the President
- Secretary - meetings and record keeping; mostly delegated to the Administrator
- Treasurer - financial; mostly delegated to the Administrator
- Director at Large - attend board meetings; minimal other duties
Are you willing to help out?
- Membership Committee - keeping members involved, recruiting new members, social and fun stuff, member records
- Preplan Committee - planning how we should respond in searches; all Search Managers expected to participate; others welcome
- Training Committee - arrange monthly training, courses, outside training opportunities; don't have to instruct to be part of committee
- Equipment Committee - maintain our equipment, plan new purchases; keep things charged and ready to run
- Technology Committee - website, phone call-out systems, satellite technology
- Call Out Committee - notify members of searches, coordinates their arrival; work from home
- Fund raising committee - apply for grants; speak to funders; Casino
- Audit Committee - review the books and report to the membership once a year; should be independant of board
- Technical Rescue - plan and train for rescues that require special skills - rope rescue, swift water
When was the last time you participated? (For determining whether people are still members. They have to had participated in the last year.)

Checksheet for calling each member: PCSAR Doc-124 AGM Phone Check Sheet

[edit] Sample agenda

Welcome and thanks
Sign-in
Motion: That all present may vote. (Must be unanimous)
Motion: to appoint meeting chair. (common for SAR group, CRG)
Motion: accept minutes.
President's report
Financial statements
- Auditors' report if available
Elections
- SAR President
- SAR Vice-President
- SAR Secretary / SAR Treasurer
- SAR Directors at Large
- CRG President
- CRG Secretary
Call for committee members
- Membership, Preplan, Training, Equipment, Call Out, Fundraising, Prevention, Technology, Technical Rescue, Audit
Discussion/motions from the floor