1 PLANNING & CONDUCTING EFFECTIVE MEETINGS American Legion Auxiliary FY08.

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PLANNING & CONDUCTING EFFECTIVE MEETINGS

American Legion Auxiliary

FY08

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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

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Why Focus on Meetings?

Image Inform InspireAction

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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

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Who’s responsible for what?

Secretary Minutes – copies for President, Vice

President, Historian Roll call Guest invitations Correspondence Announcements

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Who’s responsible for what?

Treasurer Developing budget draft for approval Handles all Unit funds Monthly financial reporting Filing IRS reports

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Who’s responsible for what?

Vice President Be prepared to fill in as needed for President Any other duties assigned by the President

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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

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Who’s responsible for what?

Historian Collect information all year Write history of Unit following guidelines Report a historical factoid or story monthly

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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

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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

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Who’s responsible for what?

Chairmen Written and verbal reports to membership Annual written report to Department Submission for award competition

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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

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Facilities

Room arrangement Smoking etiquette Drinking etiquette Noise/distractions Handicap access

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Guests and New Members

Greeting Name tags Introductions Information about ALA & meeting structure Social time Follow-up

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Meeting Content

Add some fun Add some information/education Add some benefits for those attending

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Getting Them There!

Yearly Planning PR to Members Newsletters Phone Calls Car Pools Joint meetings with Post

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Rituals

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

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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, 2nd edition by Robin E. Craven & Lynn Johnson Golabowski

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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

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Image

First Impression: Facilities People Meeting Structure

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Flag Etiquette

Contact The American Legion, National Headquarters, Americanism Division for brochures

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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

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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

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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

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Distinguished Guests

Overnight Accommodations Inform the guest of pertinent details Specify who will be responsible for

reservation & payment

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Distinguished Guests

Tickets for Event Send with the invitation or have it available

as guest is greeted

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Distinguished Guests

Confirmation Call or write guests a few days before event

to confirm all arrangements & answer any additional questions

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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

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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

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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

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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.

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Initiation/Installation

Follow guidelines in the “Manual of Ceremonies” within the ALA Unit Handbook

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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

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Resources

Unit Handbook #35300 National Constitution and Bylaws Junior Activities Handbook Junior and Senior Leadership

Correspondence Courses Robert’s Rules of Order

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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

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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