Ken LaVoy– National American Legion College Graduate 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 Post Officers - Manual of Ceremonies and How to Run a Meeting documents available on legion.org and has been revised FEB 18 The American Legion Officer’s Guide and the Manual of Ceremonies is available on www.legion.org/publications Robert's Rules is a time-tested standard, providing common rules of parliamentary procedure for deliberation and debate in order to place the whole membership on the same footing and speaking the same language.

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

The Meeting Room Other officers that might be present: Historian, Service Officer, Judge Advocate

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

Prepare an agenda and print for meeting 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) Is your agenda written and published for the members prior to the meeting?

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

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

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

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

Pledge of Allegiance Members remain uncovered; optional for women Salute or place hand over heart Members face the flag

Reminds members of responsibilities and purpose of the American Legion Preamble Why is it important? Reminds members of responsibilities and purpose of the American Legion Sets the appropriate tone for the meeting As a commander/leader – you should know and be able to recite the Preamble Sets the example

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

Committee Reports Finance Report – any discussion and filed for audit Membership – update and voting on new members Post Activities Americanism Canteen Service Officer Other

Sick Call It’s important to recognize members that are ill Plans can be made for visits or cards

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

Initiation of Candidates Formalizes the membership process Should be done at least once a year, When? Introduces the new member to the Post When should you do an Initiation Ceremony? The Post Officer’s Guide recommends the month of January as it’s a good Membership Stabilizer. Any posts present have an Initiation Process? If so, what do you do? Is it effective?

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

Memorial to the Departed Draping of charter ceremony Moment of silence Other appropriate ceremony Draping of Charter Ceremony – Page 87 of the Post Officer’s Guide

Good of the American Legion Suggestions that don’t require a motion Announcements Can anyone provide an example?

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

Questions? What are you doing to drive your membership to your meetings? What could you do different to increase your membership at your meetings?