Frequently Asked Questions About the 2011 Annual Meeting

What is the Annual Meeting?

As required by law, Girl Scouts of Minnesota and Wisconsin River Valleys holds an annual business meeting to report to members on the organization’s accomplishments of the past year and the outlook for the coming year, which this year includes a preview of the 100th anniversary celebration.

Elections are held to install new board officers and directors, board development committee members, and national delegates. This year we are adding the motions from the December 17 Special Meeting of members into the agenda for the annual business meeting.

Along with the business meeting, River Valleys now hosts “summit” meetings for girl and adult members prior to the annual meeting. These summits allow members to connect formally and informally, learn about key initiatives, and provide input into council programming.

When and Where is the Annual Meeting?

The annual meeting will be Saturday, January 29, 2011 at:
Prior Lake High School
7575 150th Street West
Savage, MN 55378

Watch for the Girl Scout sidewalk boards outside the front door of the school, and enter through the main door of the school.

Why Were the Special Meeting Motions Added to the Annual Meeting?

Due to a lack of quorum, the members in attendance at the December 17 Special Meeting were unable to take action on the motions to be discussed. Instead, they voted to fix the time of adjournment to 9 – 11 a.m. January 29, the morning of the annual meeting at the same location, Prior Lake High School.

Later we learned that according to state statutes, Special Meetings must be held in the county where the nonprofit is registered, which for River Valleys is Ramsey County.  Our annual meeting location is in Prior Lake, which is in another county.

Faced with the decision of whether to dedicate resources to planning and holding another Special Meeting that may not be well attended, or incorporate the motions into the annual meeting agenda, River Valleys’ Board of Directors and senior leadership decided the most effective way to serve members was to include the motions in the annual meeting.  The meeting time has been extended to allow for discussion on the motions.

Why is There Only One Location?

We will convene at a single meeting site so delegates can effectively connect as a group. The past two years, meetings were held in multiple locations with attendees connected and participating by teleconference.

What is the Schedule for the Day?

10-11 a.m.         Registration, networking, continental breakfast
11 a.m.-12:30 p.m.     Adult Summit
11 a.m.-1:15 p.m.     Girl Summit (includes lunch)
12:30-1:30 p.m.     Lunch and registration for business meeting
1:30-4 p.m.         Business meeting

Do Members Have to Stay for the Full Day?

Members are welcome to attend any or all of the sessions during the annual meeting day. Only 2011 delegates may vote during the business meeting.

How do I Register?

Register through our online registration system.

What is the Registration and Networking Hour?

The morning registration and networking hour, from 10 – 11 a.m., allows flexible arrival times for attendees, accommodates checking in large numbers of people, and provides an opportunity to network and get to know members throughout the council.  We encourage attendees to arrive early and join us for a cup of coffee or cocoa and a roll before we begin the day’s meetings.

What are the Girl Summit and Adult Summit?

Building on the success of last year’s Girl Summit, River Valleys hosts our second Girl Summit and have added an Adult Summit. Girls will engage in activities and discussion that impact their Girl Scout Leadership Experience. Adult Summit features an inspirational speech, from Board Member Cindy Kent, sure to fuel your passion for Girl Scouting!  Attendees will work in groups, brainstorming ways to incorporate Cindy’s ideas into their Girl Scout interactions.

Who Votes and What do They Vote on at the Business Meeting?

Only 2011 delegates may vote at the business meetings. Elections are held to install new board officers and directors, board development committee members, and national delegates.

Who are the Delegates, and What is Their Role?

Delegates are elected throughout River Valleys’ service area. Delegates play an important role throughout the year in representing their service units, including attending and voting at the annual meeting.

What is the Inclement Weather Plan?

We are looking into potential backup dates. We will follow the council’s weather policy. Please use your best judgment, and check local conditions before traveling.

Is There a Limit to the Number of Attendees?

Adult Summit is limited to 200 participants. Girls Summit is limited to 200 girls. Lunch is open to all members who register by January 20, 2011. All River Valleys members are welcome to attend the business meeting with delegates receiving priority seating.

Do We Have to RSVP? What Happens to Walk-Ins?

Members are strongly encouraged to register by January 20, 2011, to ensure a seat at the Adult Summit and Girl Summit, both of which are limited to the first 200 registrants. Walk-ins will be accommodated if space and meals allow. Participants must be a member to attend any part of the annual meeting day.

Will Everyone get Lunch? What’s for Lunch?

Everyone who registers for lunch before January 20, 2011, will receive a complementary lunch, including a vegetarian or meat sandwich, chips, fruit, beverage, and cookie. Other than Girl Scout cookies, we are omitting nuts from all menu items to address potential nut allergies. If you have special dietary restrictions, please bring food to supplement your meal. There are also vending machines in the Prior Lake High School cafeteria. Please note, food and drink are not allowed in the auditorium, classrooms, or gymnasiums.

Is Prior Lake High School Accessible?

Yes. This is a modern high school, built in 2002. The cafeteria, classrooms, and gym for the Adult Summit are all on the same floor. There is an elevator in the school to reach the auditorium. Seating inside the auditorium can be removed for individuals using a wheelchair. If you require accessibility accommodations of any kind, include them in your online registration or call 800-845-0787.

Where can I Find More Information?

Go to the event page.