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- Provide a notice of the meeting time and date to all your membership. The schedule for the notice will likely be indicated in your bylaws, otherwise it is 30 days.
- Ensure you have a quorum (check your bylaws)
- Take meeting minutes and submit these minutes to the International Secretary
- To hold your AGM before July 1 of each year.
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Meeting Arrangements
- Set a date and time with your excom that allows ample notification time.
- Create an AGM event on your DA webspace for members to use to rsvp.
- Email an announcement of the meeting to all your members that meets your notification criteria.
- Consider announcing the meeting on FB as well as via email.
- Plan your agenda with your excom.
- Organize volunteers for each aspect of the program. Examples below
- Welcome team to greet members as they arrive
- Refreshments
- Someone to take meeting minutes if your secretary is not present.
- Someone to work with your speaker
- Confirm your speaker (if you will have one) well ahead of time.
Venue Arrangements
- Look for a space that will hold your members comfortably and that will not be noisy.
- Consider accessibility for all of your members.
- Consider a sound system.
- Book your venue space.
- Confirm with the venue a week ahead of the event.
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