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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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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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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