First Meeting

1. Class Coordinator Training First Meeting

2. First Meeting • First Meeting: When, Where and What • When and Where • BEFORE: Preparation should begin by informing your Members via the website email of the date, location and time of your meeting as much in advance as possible • You can use the “Dear Member New Year” letter sample from Secured Documents on the website. Simply copy, paste and edit. Include attachments: Roster and Officer Election Forms • Prepare a tentative schedule of 8 meetings for the rest of the Lion’s Heart Year. The June meeting will take place at the same time as the Awards Event (if your chapter is having one). Most groups do not meet in July or August. • Meetings are usually held on Sundays – late afternoon/early evening • The first meeting must be between May 1st and May 10th • Meetings can be held in your home, a Member’s home, or any location that can provide a suitable meeting environment

3. First Meeting • First Meeting: Where, When and What • What: Torchbearer’s Award Elections • If you are a returning class, have the Torchbearer election before you conduct any other Lion’s Heart business. You can use the “Torchbearer Ballot” that is in secured documents to create a ballot for your group or you can craft your own - be sure to include all Member’s names in alphabetical order • Review the meaning of the Torchbearer’s Award and remind the Members this is not only about hours. Please see Torchbearer’s Guidelines in Secured Documents • Collect the ballots and do not announce the winner. This is to be kept strictly confidential and will not be announced until the June Awards Event • While the Member’s continue the meeting, count the ballots. If there is a tie, then the group must vote again for one of the tying Members • Inform the Awards Chairman or the Chapter President of the name of the winner.

4. First Meeting • First Meeting: Where, When and What • What: Officer Elections • If you are a new class, you will not have a Torchbearer election this year. However, you should review the possible Awards (Golden Lion, Torchbearer, and President’s Volunteer Service Award) • For both new and returning classes, you will need to have Officer Elections at the beginning of the meeting (but after the Torchbearer election) • How each group votes, either by hand or by ballot, is up to each group • Distribute the Officer Election form to those who did not bring it • CC should read job descriptions and answer any questions • CC should remind the Member that they will receive hours for performing the duties of the position – however, it is at the discretion of the CC to approve these hours • Members fill in their names for positions they wish to run for

5. First Meeting • First Meeting: Where, When and What • What: Officer Elections • CC should distribute copes of the “Officer Election Ballot” found on CC Secured Documents • Begin elections with Historian. All who choose to run should make a short statement about who they are and why they would like this position • Members can run for multiple jobs until they are elected, but can not hold more then one position per year • All Members should take a turn at being an officer before someone does it a second time Officer Election Ballot (Keep Confidential) President:_____________________________________________ Vice President:_______________________________________ Recording Secretary:________________________________ Historian/Photographer:___________________________

6. First Meeting • First Meeting: Where, When and What • What: Running A Meeting • Immediately after the elections, newly-elected Officers should assume their new role • Secretary should include Officer Election results in the Minutes and also start of meeting time • Meeting is then run according to Roberts Rules of Order – please see secured document “Running a Meeting” • Upon conclusion of meeting, Secretary should note in the Minutes the total time of the meeting and announce it to Members so everyone logs in the appropriate amount of time