General Meetings/Organizing AGM

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(New page: Each member should be called: * Can you attend? * Will you bring guests to the potlock? * Are you willing to run for office? * Checksheet for calling each member: [[PCSAR Doc-124 AGM Pho...)
Current revision (04:49, 5 March 2021) (edit) (undo)
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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):
 +
* ''(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
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* ''(Administrator for Secretary)'' produce minutes
 +
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== Contact members ==
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
* Can you attend?
* Can you attend?
-
* Will you bring guests to the potlock?
+
* 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?
* Are you willing to run for office?
-
*
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** [[Board of Directors/President/Job Description|President]] - leads the business end of the group; deals with other organizations
 +
** [[Board of Directors/Vice President/Job Description|Vice President]] - fills in for the President
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** [[Board of Directors/Secretary/Job Description|Secretary]] - meetings and record keeping; mostly delegated to the Administrator
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** [[Board of Directors/Treasurer/Job Description|Treasurer]] - financial; mostly delegated to the Administrator
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** [[Board of Directors/Directors at Large/Job Description|Director at Large]] - attend board meetings; minimal other duties
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* Are you willing to help out?
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** [[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]]
Checksheet for calling each member: [[PCSAR Doc-124 AGM Phone Check Sheet]]
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 +
== Sample agenda ==
 +
* Welcome and thanks
 +
* Sign-in
 +
* Motion: That {{subpage|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
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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]]

Current revision

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)


Contents

[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

[edit] Documents

Have at the meeting:

Bring copies of

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