FOL Annual Meeting Project Plan
FOL Team Members:
John Hollister, Cynthia Holahan, Membership and Nomination Committees, Executive Board. Project Date: August 9, 2004
Project Title: Membership Meeting 2004
Description of
Activities
Meeting agenda
and management
approach
Deliverable(s)
Draft summary of
instructions for Board
members
Contact: John Hollister (zapdoodat@erols.com)
Deliverable Due
Date
8/17/04
Required Inputs
Provided by
Date Input
Needed
Draft summary
to Board,
Aug 2004
financial sum.
John H.
8/10/04
8/14/04
Separate meetings with
Standard (toll) reserved
conf calls and toll free conf
calls.
Agenda and instructions
August 31
Set up calls to
review annual
meeting details
John H.
8/17/04
(scheduled)
August 31
Incorporate
Board input,
find tentative
speaker(s)
Cynthia Holahan
August 30
Submit slate of
nominees (and
Bylaws?) to John
Hollister for mailings
Slate of nominees with
short bios, Ballot,
Directions on how to
submit,
Tentative meeting agenda,
Directions on how to
register.
August 31
Kevin Freer,
Ella Kwisnek,
Cynthia Holahan,
and
John Hollister
August 23
Mail Ballots to FOL
Membership
Completion of mailings via
postal service
September 12
(21 days before
Annual Meeting)
John Hollister
August 31
Make sure enough
lines are available.
Monitor registration
9/28/04
Nomination
Forms from
current Board
and general
membership;
Approval by
committee
Ballot,
Bio’s,
Directions on
how to submit
and participate
Responses
John Hollister
9/12 to
9/28/04
Final speaker
arrangements
Verify participation and
content with speakers
9/28/04
Cynthia Holahan
9/12 to
9/28/04
Tally votes
Completion of vote tally
October 2
Ella Kwisnek
October 2
Open conf. Call for
annual meeting.
Announce election
results
Results recorded in
Minutes of Meeting
October 3
Cynthia Holahan
Ella Kwisnek
October 3
Update website
Contacts page update
October 12
Forward
participant
inquiries
Returned
Ballots
Vote Tally and
any additional
nominations
“from the floor”
during the
meeting
Minutes of
Bill Dunn
October 5
Test runs of
conference call
service
Finalize agenda and
registration
instructions
Description of
Activities
Deliverable(s)
information
Deliverable Due
Date
Orient New Board
Members
Completion of Conference
Call
TBD
Elect Board Officers
Acceptance of Board
Officer Roles
TBD
Appoint of
Committee Chairs
Acceptance of Board
Committee leadership
TBD
Required Inputs
Annual
Meeting;
Nominations
Forms with
Contact
Information
Agenda (TBD)
Board Member
input to Bill
Dunn
Board Member
input to new
President
Provided by
Date Input
Needed
Executive
Committee (TBD)
TBD
Bill Dunn
TBD
New President
TBD
Explanatory information or comments:
Email option will depend on whether Bill Dunn can set up an address on the website that Ella Kwisknek can access.
Support requested of Board: Orientation agenda can be shared by Executive Committee and Committee Chairs at the next regularly scheduled Board
Meeting.
Risks/Contingencies: Communications problems failure - have alternative 'rain date' for 1 month later.