Reporting Guidelines for Chairmen

The primary goal of chairmen is to serve as a resource and educate members and the public about CGCI, the objectives of CGCI and the objectives of your chairmanship.  Please use correct titles and write your report in third person rather than first person.

The following Standing Committees are requested to report per the Bylaws:  Advisory Council, Board of Trustees, Budget & Finance, Bylaws and Nominating Committee.

Oral Reports:  Special Committees Chairmen are encouraged, but not required, to give oral reports.  When giving an oral report, prepare three written reports, one each for the President and Golden Gardens Editor, and a condensed (100 words maximum) report for the Recording Secretary for distribution with the minutes.  Oral reports are limited to three minutes or less.  If ratifications are part of your report, please ask for extra time and indicate how much time in total you will need.

Written Reports:  All Standing and Special Committees Chairmen are requested to prepare and file three written reports as outlined above under Oral Reports.  Reporting provides resource information, creates interest in the focus of the chairmanship and promotes the objectives of the chairmanship.  In addition, each chairman's written report filed with the Recording Secretary preserves the history of your chairmanship and activities.

Ratifications:  When ratifications are part of your report to be approved by the Board of Directors, please keep it to the basic information required for CGCI records without extemporaneous information about activities, purpose, etc.  Name, club and district (plus number of members where applicable) will suffice.  This approach will help keep reports short, complete and within the time frame allotted.

District Director Handouts:  Chairmen may distribute printed information directly to District Directors at CGCI meetings using the "Mailbox" provided by the District Director Coordinator.  Chairmen should include their name, chairmanship, current date and contact information when updating or reprinting material.  Include a cover note what you want the District Directors to do with the material you give them.  Make 26 copies (one for each district), 1 for the District Director Coordinator and 10 for the Executive Committee for a total of 37 copies to place in the "Mailbox" distribution system.  In your written and/or oral report, include what material you have distributed.

Deadline:  September 1, 2010 to inform me of your intention to give an oral report so sufficient time can be allotted on the agenda by the CGCI  President.  If any questions, feel free to contact me.  Looking forward to seeing you in Palm Springs!