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| - | 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)
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| - | == To do ==
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| - | Each AGM, these things need to be done (and some others not yet added to this list):
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| - | * ''(Administrator for Board)'' Attend AGM
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| - | ** ''(Administrator for Treasurer)'' distribute Financial Statements
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| - | ** ''(Administrator for Audit Committee)'' distribute audit report
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| - | ** ''(Administrator for Secretary)'' distribute last year's minutes
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| - | ** ''(Administrator for Secretary)'' record minutes
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| - | ** ''(Administrator for Board)'' run elections
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| - | * ''(Administrator for Secretary)'' produce minutes
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| - | == Contact members ==
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| | Each member should be called: | | Each member should be called: |
| - | * Potluck/Celebration of our 20th anniversary/AGM at 18:00 (6pm) Tuesday November 3 at the fire hall | + | * Potluck at 18:00 (6pm) Tuesday November 3 at the fire hall |
| | * Can you attend? | | * Can you attend? |
| | * Will you bring guests? | | * Will you bring guests? |
| - | * Are you getting monthly e-mails? (So we can figure out if we have a problem contacting people)
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| - | * 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.)
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| | * Are you willing to run for office? | | * Are you willing to run for office? |
| | ** [[Board of Directors/President/Job Description|President]] - leads the business end of the group; deals with other organizations | | ** [[Board of Directors/President/Job Description|President]] - leads the business end of the group; deals with other organizations |
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| | Checksheet for calling each member: [[PCSAR Doc-124 AGM Phone Check Sheet]] | | Checksheet for calling each member: [[PCSAR Doc-124 AGM Phone Check Sheet]] |
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| - | == Sample agenda ==
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| - | * Welcome and thanks
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| - | * Sign-in
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| - | * Motion: That {{subpage|all present may vote}}. (Must be unanimous)
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| - | * Motion: to appoint meeting chair. (common for SAR group, CRG)
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| - | * Motion: accept minutes.
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| - | * President's report
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| - | * Financial statements
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| - | ** Auditors' report if available
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| - | * Elections
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| - | ** SAR President
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| - | ** SAR Vice-President
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| - | ** SAR Secretary / SAR Treasurer
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| - | ** SAR Directors at Large
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| - | ** CRG President
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| - | ** CRG Secretary
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| - | * Call for committee members
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| - | ** Membership, Preplan, Training, Equipment, Call Out, Fundraising, Prevention, Technology, Technical Rescue, Audit
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| - | * Discussion/motions from the floor
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| - | == Documents ==
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| - | Have at the meeting:
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| - | * [[Bylaws/Consolidated]]
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| - | * [[Membership_Database/PCSAR|PCSAR Membership List]]
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| - | * [[Membership Database/CRG|CRG Membership List]]
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| - | * [[CRG#Implementation|Grouping of members by SARA/OFC requirements]]
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| - | * [[Board of Directors/President/Job Description]]
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| - | * [[Board of Directors/Vice President/Job Description]]
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| - | * [[Board of Directors/Secretary/Job Description]]
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| - | * [[Board of Directors/Treasurer/Role Description]]
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| - | * [[Board of Directors/Directors at Large/Job Description]]
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| - | Bring copies of
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| - | * Agenda
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| - | * [[General_Meetings#Meetings|Minutes]] of the last meeting
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| - | * Year-end [[Financial_Statements#Statements|Financial Statements]]
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| - | * [[Audit#Reports|Auditors' report]]
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