Successful Annual Meeting

Reprinted from Starting Point (Appendix II.B.14)

 

The annual meeting is one of the most important general membership meetings of the year. It gives members an opportunity to direct the future of their League. Holding an annual meeting is in fact one of the seven basic requirements for League recognition.

The purposes of the annual meeting are to:

  • Elect the board or leadership team for the coming year.
  • Adopt a local program that reflects the interests of the membership.
  • Approve a budget that provides financial support for the League's activities.
  • Review and/or amend the policies (for the MAL Unit) or the bylaws (for a local League) that govern the group's operations.

 

This should be an enjoyable social event as well as a business meeting. A catered or potluck meal is always fun, as are featured speakers, awards, skits and other lighter activities. The meeting can also be a time to recruit new members by demonstrating how the League functions.

 

Here is a checklist for the preparations:

  • Set an annual meeting date and review pertinent policies or bylaw requirements.
  • Appoint an arrangements chair to oversee the necessary meeting preparations.
  • Notify those committees responsible for making recommendations to the annual meeting (nominating, budget, program and policies/bylaws committees) of the date of the board meeting at which they should present their reports.
  • Make the following appointments:
    a person to audit or review the treasurer's books
    a parliamentarian for the meeting.
  • Plan with the board the format and content of the meeting. Guest speaker? Clever skit? Special awards?
  • Prepare a script for the business part of the meeting. Include notes in the margin re things such as vote required.
  • Invite your state League advisor or liaison to attend the meeting.

Be sure to display League literature so that invited guests can learn about the League and our positions on issues. This is also a good time to distribute and collect personal interest surveys, and, since this is often the start of a new fiscal year, don't forget to collect dues if your League does not use the anniversary system.

 

And after the meeting:

  • Have minutes prepared, read and approved as required.
  • Complete appropriate report forms for the state League.
  • Appoint those to be appointed to the board.
  • Appoint board members to the next nominating, budget and policy/bylaws committees.

 

Reprinted from Starting Point (Appendix II.B.14)