1. Ken LaVoy– National American Legion College Graduate
How to Run a Meeting
Ken LaVoy– National American Legion College Graduate

2. References
The American Legion Manual of Ceremonies: How to Conduct a Meeting
The American Legion Officer’s Guide and Manual of Ceremonies
Robert’s Rules of Order
Post Officers - Manual of Ceremonies and How to Run a Meeting documents available on legion.org and has been revised FEB 18
The American Legion Officer’s Guide and the Manual of Ceremonies is available on
Robert's Rules is a time-tested standard, providing common rules of parliamentary procedure for deliberation and debate in order to place the whole membership on the same footing and speaking the same language.

3. What is the mission of your meeting? The Meeting Room Commander’s Role
Objectives
What is the mission of your meeting?
The Meeting Room
Commander’s Role
The Agenda
Ceremony
Business

4. The Meeting Room Other officers that might be present:
Historian, Service Officer, Judge Advocate

5. The Commander’s Role Act as the meeting facilitator Prepare an agenda
Ensure that the meeting is run in proper order and that all ceremonial elements are performed; bring back to agenda
Ensure that all decisions are properly voted upon and that they are documented appropriately
Ensure that all members have a voice
Ensure that unruly behavior is not tolerated
Tie breaker

6. Prepare an agenda and print for meeting
Meeting Preparation
Prepare an agenda and print for meeting
Ensures that all topics are covered and purpose of meeting is achieved
Lets participants know what to expect
Sets the right tone
Helps to control flow of meeting
Can remove conflicts(get it all on the table)
Is your agenda written and published for the members prior to the meeting?

7. The Ceremony Why is the ceremonial part of the meeting important?
Bonds members together for a common purpose; Veterans Affairs, National Defense, Americanism, Children and Youth
Lays the groundwork for respectful behavior at the meeting
Reiterates the purpose of the American Legion
Provides standardization across the organization ensuring we conduct meetings properly, honor veterans responsibly, and maintain our roots from our life in the Armed Services
Ensure the doors are secure so that no one may enter during the ceremonial portion of meeting

8. Advancing and Saluting the Colors
The colors are advanced or placed so that the national colors are in front of and on the right of the Commander and Post colors are in front of and on the left
Commander calls for a hand salute while colors are being advanced by Sgt. At Arms or Color Bearer
Commander calls “Two” after Sgt. At Arms salutes
If colors are in place before meeting:
Commander calls for hand salute “with the colors of our Nation being in place”
Commanders calls “Two” after appropriate duration

9. Opening Prayer
Ask the membership to uncover; it’s optional for women to uncover
Ask the Chaplain to lead the prayer
If the Chaplain is not present, Commander can ask someone before meeting or lead prayer themselves

10. POW/MIA Ceremony Members should remain uncovered; optional for women
Solemn ceremony to remember those who did not come home
Members should be facing the POW/MIA chair/flag

11. Pledge of Allegiance Members remain uncovered; optional for women
Salute or place hand over heart
Members face the flag

12. Reminds members of responsibilities and purpose of the American Legion
Preamble
Why is it important?
Reminds members of responsibilities and purpose of the American Legion
Sets the appropriate tone for the meeting
As a commander/leader – you should know and be able to recite the Preamble
Sets the example

13. Reading of the Minutes
Printed copies are useful
Motion/Second to accept with a vote; ensures that no one attending can say that they didn’t know or agree
File copy for review or questions

14. Committee Reports
Finance Report – any discussion and filed for audit
Membership – update and voting on new members
Post Activities
Americanism
Canteen
Service Officer
Other

15. Sick Call
It’s important to recognize members that are ill
Plans can be made for visits or cards

16. Unfinished Business
This part of the agenda is to discuss items that were tabled in previous meeting or items where no decision was made
Adjutant should provide Unfinished Business items for agenda
This is “not” Old Business; that implies that you are revisiting past decisions

17. Initiation of Candidates
Formalizes the membership process
Should be done at least once a year, When?
Introduces the new member to the Post
When should you do an Initiation Ceremony? The Post Officer’s Guide recommends the month of January as it’s a good Membership Stabilizer.
Any posts present have an Initiation Process?
If so, what do you do? Is it effective?

18. New Business
New business to come before the membership that has not been discussed before
Needs a motion to approve
Ask officers before meeting if there is any new business to add to the agenda
Ask membership if there is any other new business to discuss

19. Memorial to the Departed
Draping of charter ceremony
Moment of silence
Other appropriate ceremony
Draping of Charter Ceremony – Page 87 of the Post Officer’s Guide

20. Good of the American Legion
Suggestions that don’t require a motion
Announcements
Can anyone provide an example?

21. Closing
Ask if there is any further business to come before the meeting; ensures all members have a voice

22. Questions?
What are you doing to drive your membership to your meetings?
What could you do different to increase your membership at your meetings?