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How to Run a Meeting

How to Run a Meeting. Ken LaVoy – National American Legion College Graduate. 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. Objectives. What is the mission of your meeting?

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How to Run a Meeting

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  1. 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

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

  4. The Meeting Room

  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. 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)

  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. Preamble • Why is it important? • Reminds members of responsibilities and purpose of the American Legion • Sets the appropriate tone for the meeting

  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

  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

  20. Good of the American Legion • Suggestions that don’t require a motion • Announcements

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

  22. Questions?

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