THESE ARE SUGGESTED PROCEDURES AND POLICIES

FOR HOSTING A DISTRICT ANNUAL MEETING

PLANNING MEETING

            District Director meets with host club committee during July preceding the district meeting.  The following are responsibility of the host club:

1.      Reservations – Name, address and phone number of host club’s reservation chairman, reservation deadline date and cost of dinner should be in “call” letter sent by District Director.  Host club president sends an invitation to each member of the State Executive Board giving the above information.  (See #5, “Policies and Procedures” District Director)  State Board guests do not receive complimentary meals except as listed under #4 “Policies and Procedures” District Director.

2.      Host club committee designs and makes up program for the meeting.  Host club pays this expense.  Included are:

Call to order by District Director

Pledge of Allegiance by host club member

Invocation, poem or prayer (may be given before lunch is served)

Greetings from host club president

Welcome from mayor or community leader.

Business meeting with roll call of clubs, reading of minutes, treasurer’s report, auditor’s report, old and new business (with resolutions)

State president’s message (should be given before lunch)

Lunch following introduction of special guests

Program, if there is to be one, limit it to 30 minutes

Awards

Installation of Officers (in odd numbered years)

Message of incoming District Director (in odd numbered years)

Message of retiring District Director

Invitation of host club for the next year’s fall meeting

3.      Host club provides and covers the cost of coffee hour and registration.  This occurs the hour before the meeting. (usually 9 – 10 am)  This is simple with coffee, coffeecake and perhaps some fresh fruit.

4.      Table favors, provided by and paid for by the host club.  These should be useful items, garden related.  It was suggested at Fall State Board Meeting in 1993 that if favors are a problem, they could be omitted.

5.      Name tags and place cards.  Special seating for invited guests by host club who pays for these materials.  Use of place cards disburses members and gives opportunity for socialization with members of other clubs.

6.      Table decorations are provided and paid for by host club.  This includes centerpieces and any other decorations used.  Centerpieces can then be given out as attendance prizes, if desired.

BUDGET

            The district provides host club with a predetermined amount of money plus the cost of complimentary meals as outlined under #4 “Policies and Procedures” District Director.  All other expenses paid by host club.  Lunch is paid for by each member.  Cost of this can reflect cost of some or all items previously mentioned as the responsibility of the host club, however this is NOT to be a money making project for the host club.  Expenses should be kept as low as possible so the cost per member is not too great.

In situations of uncertainty or dispute, the host committee can rely on guidance from the District Director.

Each district should refer to their own guidelines