General Meetings/Organizing AGM

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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 ==
Each member should be called:
Each member should be called:
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* 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?
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* Will you bring guests?
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* 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.)
* 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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** [[Board of Directors/Treasurer/Job Description|Treasurer]] - financial; mostly delegated to the Administrator
** [[Board of Directors/Treasurer/Job Description|Treasurer]] - financial; mostly delegated to the Administrator
** [[Board of Directors/Directors at Large/Job Description|Director at Large]] - attend board meetings; minimal other duties
** [[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
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** [[Preplan Committee]] - planning how we should respond in searches; all Search Managers expected to participate; others welcome
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** [[Training Committee]] - arrange monthly training, courses, outside training opportunities; don't have to instruct to be part of committee
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** [[Equipment Committee]] - maintain our equipment, plan new purchases; keep things charged and ready to run
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** [[Technology Committee]] - website, phone call-out systems, satellite technology
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** [[Call Out Committee]] - notify members of searches, coordinates their arrival; work from home
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** [[Fund raising committee]] - apply for grants; speak to funders; Casino
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** [[Audit Committee]] - review the books and report to the membership once a year; should be independant of board
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** [[Technical Rescue]] - plan and train for rescues that require special skills - rope rescue, swift water
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* 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 ==
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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]]

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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