General Meetings/Organizing AGM

From PCSAR

< General Meetings(Difference between revisions)
Jump to: navigation, search
(→Sample agenda)
Current revision (04:49, 5 March 2021) (edit) (undo)
(→Sample agenda)
 
(9 intermediate revisions not shown.)
Line 1: Line 1:
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)
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)
 +
 +
== 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
== Contact members ==
== Contact members ==
Line 28: Line 38:
Checksheet for calling each member: [[PCSAR Doc-124 AGM Phone Check Sheet]]
Checksheet for calling each member: [[PCSAR Doc-124 AGM Phone Check Sheet]]
 +
== Sample agenda ==
== Sample agenda ==
* Welcome and thanks
* Welcome and thanks
* Sign-in
* Sign-in
-
* Motion: That all present may vote. (Must be unanimous)
+
* Motion: That {{subpage|all present may vote}}. (Must be unanimous)
* Motion: to appoint meeting chair. (common for SAR group, CRG)
* Motion: to appoint meeting chair. (common for SAR group, CRG)
* Motion: accept minutes.
* Motion: accept minutes.
Line 45: Line 56:
** CRG Secretary
** CRG Secretary
* Call for committee members
* Call for committee members
-
** Membership, Preplan, Training, Equipment, Call Out, Fundraising, Prevention, Technology, Technical Rescue
+
** Membership, Preplan, Training, Equipment, Call Out, Fundraising, Prevention, Technology, Technical Rescue, Audit
* Discussion/motions from the floor
* Discussion/motions from the floor
 +
== Documents ==
== Documents ==
Have at the meeting:
Have at the meeting:
* [[Bylaws/Consolidated]]
* [[Bylaws/Consolidated]]
 +
* [[Membership_Database/PCSAR|PCSAR Membership List]]
 +
* [[Membership Database/CRG|CRG Membership List]]
 +
* [[CRG#Implementation|Grouping of members by SARA/OFC requirements]]
* [[Board of Directors/President/Job Description]]
* [[Board of Directors/President/Job Description]]
* [[Board of Directors/Vice President/Job Description]]
* [[Board of Directors/Vice President/Job Description]]
Line 55: Line 70:
* [[Board of Directors/Treasurer/Role Description]]
* [[Board of Directors/Treasurer/Role Description]]
* [[Board of Directors/Directors at Large/Job Description]]
* [[Board of Directors/Directors at Large/Job Description]]
 +
Bring copies of
 +
* Agenda
 +
* [[General_Meetings#Meetings|Minutes]] of the last meeting
 +
* Year-end [[Financial_Statements#Statements|Financial Statements]]
 +
* [[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

Retrieved from "http://pcsar.dyndns.org:8080/mediawiki/index.php/General_Meetings/Organizing_AGM"