Local History

Annual Meetings

This article originally appeared in Exchange, a newsletter published by the Wisconsin Historical Society. (Volume 37, Number 2 , 1995 ) It is the fourth in a series of articles titled Public Appeal. The series deals with public programming and public information. It was written by Tom McKay, retired local history coordinator for the Wisconsin Historical Society.

The membership of many local historical societies consists of a small core of active volunteers and a larger group of people who find less time to participate in the organization. In this common situation, programs and events that keep its own members involved and excited constitute an important part of a historical society's outreach efforts. Each year, an opportunity presents itself to every local historical society to plan an event that will energize its members. That opportunity comes in the form of the historical society's annual meeting. As a nonprofit corporation, each local historical society must hold an annual meeting of its members. However, the nature of a historical society annual meeting can range from a sparsely attended technicality in some groups to an enjoyable, popular highlight of the year in other organizations. The key to an excellent annual meeting lies in the commitment of the leadership of the society to make it excellent.

Annual meetings usually involve three components: the business of the society, a program of historical interest, and hospitality for the members. The most successful annual meetings result from investing thought and effort into each of these components. Many people regard the business portion of an annual meeting as a boring obligation, one best dispensed with as quickly as possible. While the president of a historical society will do well to keep the business portion of an annual meeting moving on schedule, members will develop the most positive feeling about a society if they feel they have an actual chance to participate in the business of the organization. The president or executive director can initiate a tone of participation by keeping his or her own report brief and reserving some time to respond to questions from members. Likewise, the reading of the secretary's minutes and presentation of the treasurer's report should be brief. The members should receive copies of the minutes and a one or two-page financial summary in writing. Both items of business should be open for additions, corrections, or questions; and both the minutes and the treasurer's report require approval by a vote of the membership.

Other business that requires approval of the membership may be addressed at the annual meeting. Amendments to the bylaws fall into this category. Even the most minor amendment to the bylaws deserves serious treatment; and the society should follow the procedures for amendments carefully, including any requirements for advance notification to the members. When an amendment is considered at the annual meeting, the agenda should offer adequate time for discussion. Unless a society conducts its elections by mail, every annual meeting will include a vote on the election of officers or board members to fill expired terms. In nearly all societies, a nominating committee will present a slate to fill these positions, but the process at the annual meeting must also allow for nominations from the floor — another acknowledgement of the role of member participation in the business of the society.

The society's leadership may wish to include other questions for discussion on the annual meeting agenda, even if the items do not require a vote of the members. Plans to expand the society's museum, publish a local history book, or promote a local preservation ordinance might be areas to seek input from the membership, although the final decisions to proceed might rest with the board of directors. A historical society may even create some business for action by a vote of the members at the annual meeting. A resolution of thanks to an individual or an organization for special service to the society or a motion to make a financial contribution to a larger state, regional, or national historical organization are the types of business that could be brought to a vote of the members at the annual meeting. Such votes can add a note of positive feeling to the annual meeting at the same time that they reinforce the sense of member participation in the organization.

People feel more connection to things in which they participate than those where they simply sit and watch. In planning the business portion of an annual meeting, a historical society might keep in mind the story of the gentleman returning home from a meeting of a club he had just joined. When his wife asked what he thought of the meeting, the gentleman replied, "Oh, it was a wonderful meeting — I got to speak twice."

An interesting historical program remains as vital to a historical society annual meeting as the business to be conducted. An interest in history, after all, brings the members together in the society. Even so, William Shakespeare could have had annual meeting speakers and programs in mind when he wrote, "Brevity is the soul of wit." Fitting business, history, and hospitality into a single afternoon or evening event limits the time available for any of the three components. A 45-minute session represents a good target for those planning a historical program in this situation.

The program of the annual meeting should differ enough from those of regular meetings that it serves as a special attraction. In the case of a speaker, this generally means choosing someone from outside the ranks of the society. The outside speaker may have limited knowledge of the local history of the area. Therefore, annual meeting planners should seek speakers on topics that can easily relate to local experiences even if the speaker's knowledge of the local story is limited. A speaker on the role of the WPA during the Great Depression will probably elicit more interest among members of the society than one on the role of the Navy in the Spanish American War. Some of the best annual meeting speakers are those who inspire as well as inform. A speaker who can capture the importance of studying local history, encourage individuals to preserve historical buildings, or stimulate interest in collecting oral history may provide an ideal program for an annual meeting.

A historical society should explore options other than speakers for the historical portion of its annual meeting and seek variety in the program offerings from year to year. Some years may feature a musical performance, a storyteller, a historical reenactor, or other formats entirely different from a speaker. Performers often have programs that run longer than the time available within the schedule of a historical society annual meeting. The meeting organizers may need to explain clearly and firmly why they need a 45-minute set rather than a full hour-and-a-half performance. In this same spirit, the organizers may need to understand why the performer needs to be paid full fee even though time permits only a shortened performance.

Although annual meetings occur only once a year, scouting for historical programs should continue year round. Whenever meeting organizers encounter a good speaker or performer with a historical program, they should make a note for future reference. Suggestions may also come from other members of the society. For societies in Wisconsin, attending regional conventions of the Wisconsin Council for Local History and reading the Around Wisconsin column in Exchange can provide good ideas for annual meeting programs. In most cases, a live presentation makes a better program than a packaged format such as slide-tapes, videotapes or films. The latter formats work well for the special needs of an annual meeting only if they are accompanied by a live commentator.

The historical interests of members certainly include the activities and collections of the historical society itself. Planners can add historical interest to the annual meeting with simple displays relating to the society. These displays might feature news-clippings about the society's activities during the past year, pictures of events sponsored during the year, or photographs from the collection that need further identification which members might provide at the annual meeting. Extra touches of this type can add to the feeling that the annual meeting is a special event.

Making the annual meeting special sums up the function of hospitality at the event. Some of the most successful annual meetings use a dinner meeting format. Historical societies that choose this option should make every effort to keep the annual meeting in their own community and within a price range that their members can afford. Some communities have many fine restaurants and civic organizations where an annual meeting dinner could be held. Other places may lack these options but find a church group or service club that can prepare an excellent home-style meal. Keeping the annual meeting within the community builds community support for the historical society.

Dinner meetings do not fit the circumstances of all historical societies, but hospitality remains an important part of any annual meeting. Special decorations and refreshments signal that the members are special to the society. Annual meeting organizers should invest the time and money it takes to find the biggest strawberries, arrange for ethnic baked goods, or create a unique centerpiece for the annual meeting. During the hospitality portion of the meeting, society officers and directors should make the effort to greet the other people in attendance or sit at the table of society members they do not know. The meeting schedule should allow time for something that is just plain fun. For example, a signed copy of a book by the program speaker and the spring flower centerpiece gracing the refreshment table might make excellent door prizes for a drawing at the end of the meeting.

The best annual meetings result in historical societies that look ahead to them. The society's bylaws will set the month, and possibly the day and week, of the annual meeting. Society newsletters and other communications can remind members well in advance to mark the annual meeting date on their calendars. Making arrangements for the program months, rather than weeks, ahead of the date may guarantee the first choice of a speaker or performer for the meeting. The competition for meeting places can be intense, particularly when a meal is served. Starting early may secure the right place on the right date.

Looking ahead also allows time to involve more people in the work for the meeting. The annual meeting may provide just the right outlet to involve a volunteer with a flair for decorating or an elderly member who would like to make telephone calls reminding members of the meeting as the date approaches. As in most events, the more people who are involved in some part of the work of the annual meeting, the more of their family and friends who will attend. All of the extra efforts that bring extra members to a historical society's annual meeting add life and vitality to the organization