NOMINATING COMMITTEE FIRST MEETING INCLUDES ADDITIONAL BRANCH MEMBERS TO SELECT OFFICER CANDIDATES A Sample First Meeting Agenda Materials And Equipment Needed For The Meeting 1

NOMINATING COMMITTEE FIRST MEETING SAMPLE MEETING AGENDA I. Opening – Make sure everyone present know each other. II. State Purpose Of Meeting. A. To be briefed on the 4 Steps process. B. Select candidates for officer positions. C. Determine who will go to appointments (Contact Groups). D. Determine who will make appointments for proposal meetings. 2

NOMINATING COMMITTEE FIRST MEETING SAMPLE MEETING AGENDA III. Go Over Nominating Committee Timeline And Work Schedule. A. Emphasize deadline to complete officer slate – report to Big Sir by May 31st. B. Information to State SIR by 5 days after August installation of officers or September 1st (whichever date is earlier). 3

NOMINATING COMMITTEE FIRST MEETING SAMPLE MEETING AGENDA IV. Using A PowerPoint File Go Through The 4 Steps Process. A. If you have access to a Video Projector and a laptop computer with PowerPoint on it – use the color PowerPoint video. (4STEPS-MP.pptx) B. If no video projector or PowerPoint laptop computer is available – use the black and white version - print it as a hand-out and go through it page by page just like a video presentation. (4STEPS-BW.pptx) 4

NOMINATING COMMITTEE FIRST MEETING SAMPLE MEETING AGENDA V. Each Member Selects Candidates. A. Using available Branch member information committee members identify their recommendations for officer candidates. B. Use different symbols to mark choices (check, circle, X, etc. VI. List At Least 3 Prospects For Each Position. 5

NOMINATING COMMITTEE FIRST MEETING SAMPLE MEETING AGENDA VII. Select Contact Groups. A. Select 2 to 3 persons (Contact Group) for each prospect. B. Determine which member of each Contact Group will call the prospect and make the appointment. C. Select the “Leader” of each Contact Group for liason with the Nominating Committee Chairman. VII. Remind Contact Group Leaders To Coordinate With The Nominating Committee Chairman As Appointments Are Made And Report Results Of Appointments! END OF MEETING 6

NOMINATING COMMITTEE FIRST MEETING SUPPLIES & EQUIPMENT NEEDED I. Place all of the documents in this section in a file folder for each person attending the meeting. A. 4 Steps To Recruit Branch Leadership – file name: (4-STEPS-TO-RECRUIT-BRANCH-LEADERSHIP.pdf) B. Nominating Committee time line – file name: (NC-SCHEDULE.doc) C. Branch member information – from records/data base kept by Branch. 1. Member sponsor names (when members came into SIR Branch as a new member). 2. Member application forms showing member interests, hobbies and vocations at retirement (or database print-out showing the same information. 7

NOMINATING COMMITTEE FIRST MEETING SUPPLIES & EQUIPMENT NEEDED II. Two Sheets Of 8.5” X 11” Lined Paper For Taking Notes. III. Pencils For Everyone Attending. IV. Computer With PowerPoint Program on it and Video Projector For Showing The 4 Steps PowerPoint Presentation. B. Screen for showing the presentation. C. Extension Cord & Multiple Outlet. 8

NOMINATING COMMITTEE FIRST MEETING SUPPLIES & EQUIPMENT NEEDED V. Easel And White Board Or Easel And Paper Tablet To Be Used For Listing And Prioritizing Prospects As They Are Identified. A. White Board will need Dry Erase Felt Pens and Eraser. B. Paper Tablet will need Permanent Ink Felt Pens. C. If a Blackboard and Chalk is available then that can also be used. 9