Any public or professional association has a governing body, which, with the frequency specified in its charter, must convene all those interested in holding reporting and election meetings. Entrance to such meetings is open to all members of this society or to delegates from groups of participants; in this way they exercise their right to participate in its activities.
Instruction manual
1
Think over the agenda for the meeting. Since the report and the elections are one of the important issues, the turnout in this case is expected to be maximum. Therefore, in addition to these topics, you can include other pressing issues on the agenda that you will discuss with members of your association. Decide on the time and place where the reporting and election meeting will be held. The room where it is planned to be held should be accessible and spacious enough to accommodate everyone.
2
Notify all who are interested in holding a report-election meeting. To do this, send invitations indicating the agenda, date and place of the meeting. Hang up announcements with this information in places where the largest number of members of this association can see them. If necessary, place such an announcement in the media and on television.
3
Organize the registration of participants, which should begin half an hour before the meeting. Assign registrars in sufficient numbers so that by the beginning all those who come have the opportunity to indicate their personal data. Usually, this is the last name, first name and patronymic, the organization or its structural unit, the address of the place of registration or residence, contact information.
4
Elect the chairman and secretary of the meeting. Note that the chairman of your elected body cannot be elected chairman of the meeting. If necessary, if it is provided for in the by-laws, select a credentials committee that checks the credentials of deputies if they are selected from groups of members of the association.
5
The secretary must keep a record. In the protocol reflect the number of delegates or members of the association present at the meeting, who is elected chairman, secretary and with what voting results.
6
The chairman of the elected body makes a report on the work done. In the protocol reflect the total vote with an assessment - whether it is recognized as satisfactory or not. The meeting should hear proposals on the new composition of the elected body, discuss and vote on each candidate separately. Reflect the voting results in the minutes.
7
After all the issues that were outlined on the agenda are discussed, the chairman of the meeting must close it and sign the protocol of its holding together with the secretary.
