Editing 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)

== 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 ==
Each member should be called:
* Potluck at 18:00 (6pm) Tuesday November 3 at the fire hall
* Can you attend?
* Will you bring guests?
* 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/Vice President/Job Description|Vice President]] - fills in for the President
** [[Board of Directors/Secretary/Job Description|Secretary]] - meetings and record keeping; 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
* 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]]

== 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
** CRG Secretary
* Call for committee members
** Membership, Preplan, Training, Equipment, Call Out, Fundraising, Prevention, Technology, Technical Rescue, Audit
* Discussion/motions from the floor

== Documents ==
Have at the meeting:
* [[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/Vice President/Job Description]]
* [[Board of Directors/Secretary/Job Description]]
* [[Board of Directors/Treasurer/Role 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]]

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Editing General Meetings/Organizing AGM

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@@ Line 14: / Line 14: @@
 == 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
+* Potluck 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?
 ** [[Board of Directors/President/Job Description|President]] - leads the business end of the group; deals with other organizations