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Presentation on theme: "1 PLANNING & CONDUCTING EFFECTIVE MEETINGS American Legion Auxiliary FY08."— Presentation transcript:


2 2 Workshop Goals Plan more productive meetings Inform the auxiliary members Encourage the use of protocol Project an enhanced image to visiting guests or dignitaries Encourage the use of available materials

3 3 Why Focus on Meetings? Image Inform Inspire Action

4 4 Who’s responsible for what? President Agenda – copies to Vice President, Secretary, Parliamentarian Pre-instructions for those expected to participate Maintaining order Completing agenda Staying on track Introduction of guests

5 5 Who’s responsible for what? Secretary Minutes – copies for President, Vice President, Historian Roll call Guest invitations Correspondence Announcements

6 6 Who’s responsible for what? Treasurer Developing budget draft for approval Handles all Unit funds Monthly financial reporting Filing IRS reports

7 7 Who’s responsible for what? Vice President Be prepared to fill in as needed for President Any other duties assigned by the President

8 8 Who’s responsible for what? Chaplain Opening and closing prayers for all Unit events Report on ill or deceased members Special prayers for special events Memorial Services

9 9 Who’s responsible for what? Historian Collect information all year Write history of Unit following guidelines Report a historical factoid or story monthly

10 10 Who’s responsible for what? Parliamentarian Review monthly meeting agenda and be prepared to give opinion to presiding officer Assist with preparation of resolutions Educate members monthly on parliamentary procedure

11 11 Who’s responsible for what? Sergeant-At-Arms Meeting room setup and cleanup Flag advancement and retirement Greeting guests Distribution of materials Name tags Refreshments

12 12 Who’s responsible for what? Chairmen Written and verbal reports to membership Annual written report to Department Submission for award competition

13 13 Who’s responsible for what? Members Paying attention Asking questions Welcoming guests and new members Making motions Volunteering for program activities Bringing shut-in members to meetings

14 14 Facilities Room arrangement Smoking etiquette Drinking etiquette Noise/distractions Handicap access

15 15 Guests and New Members Greeting Name tags Introductions Information about ALA & meeting structure Social time Follow-up

16 16 Meeting Content Add some fun Add some information/education Add some benefits for those attending

17 17 Getting Them There! Yearly Planning PR to Members Newsletters Phone Calls Car Pools Joint meetings with Post

18 18 Rituals Meeting structure Flag etiquette Parliamentary points Distinguished guests Introductions Seating arrangements Initiations/installations Collections/fines/raffles

19 19 Meeting Structure Follow guideline in ALA Unit Handbook Other resources: Roberts Rules of Order Newly Revised The Complete Idiot's Guide to Meeting & Event Planning, 2 nd edition by Robin E. Craven & Lynn Johnson Golabowski

20 20 The Meeting Start on Time Stick to Agenda Involve Everyone Attendees’ Responsibilities Be prepared Listen Participate Follow-up on assignments Summarize Action items & responsibilities End on Time

21 21 Image First Impression: Facilities People Meeting Structure

22 22 Flag Etiquette Contact The American Legion, National Headquarters, Americanism Division for brochures

23 23 Parliamentary Points Review ALA Unit Handbook which includes “Parliamentary Points” Purchase a copy of “Robert’s Rules of Order, Newly Revised”, the definitive guide. Search bookstores for other easy to read guides

24 24 Distinguished Guests Write or call as early as possible Specify the topic you would like to be addressed Determine if there will be a question & answer period in time allocated Provide information about the ALA & specific information about the audience they will be addressing

25 25 Distinguished Guests Follow-up a phone call with a written invitation that includes: Place of meeting – include address, phone number & directions Time allocated for their entire presentation – be specific Time the meeting will start & end Include entire program outline Explain type of meeting & appropriate dress By whom they will be met

26 26 Distinguished Guests Overnight Accommodations Inform the guest of pertinent details Specify who will be responsible for reservation & payment

27 27 Distinguished Guests Tickets for Event Send with the invitation or have it available as guest is greeted

28 28 Distinguished Guests Confirmation Call or write guests a few days before event to confirm all arrangements & answer any additional questions

29 29 Distinguished Guests Escorting Guest of honor is always escorted alone Assembly rises, at the direction of the presiding officer, for highest ranking guest (for non AL/ALA guests, the assembly usually remains seated) DG Chairman presents each guest to presiding officer separately, until all presented DG Chairman, Sgt-at-Arms retire to rear of room

30 30 Distinguished Guests Presiding Officer then presents each guest to assembly If guests are to speak, start with the lowest in rank The final speaker should be the highest in rank Present the highest ranking guest first if they are not scheduled to speak

31 31 Introductions State why we want to listen to the speaker State why speaker is qualified to speak on subject Announce speaker’s name Continue to look at audience Continue to speak into microphone

32 32 Distinguished Guest Seating Presiding officer is always seated center. DG is always on presiding officer’s right. Exception is at a business meeting, then the parliamentarian is at immediate right of the presiding officer. When there are multiple DG, the highest ranking is on presiding officers right, lesser to left.

33 33 Initiation/Installation Follow guidelines in the “Manual of Ceremonies” within the ALA Unit Handbook

34 34 Collections/Fines/Raffles Evaluate the practice Are the same individuals being asked to contribute at every meeting? Is it effecting meeting attendance? Distinguished Guests should never be asked to participate

35 35 Resources Unit Handbook #35300 National Constitution and Bylaws Junior Activities Handbook Junior and Senior Leadership Correspondence Courses Robert’s Rules of Order

36 36 Review Plan ahead – Prepare Make sure room is set up properly Make sure there is a quorum before calling the meeting to order Follow agenda President, Parliamentarian and Secretary should confer before meeting Allow time for some fun

37 37 Summary Plan more productive meetings Inform the Auxiliary members Encourage the use of protocol Project an enhanced image to visiting guests and dignitaries Encourage the use of available materials

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