Why the AGM matters
The AGM is where members approve the audited accounts, the budget, the appointment of an auditor and other yearly business. Holding it on time protects the committee and keeps the society in good standing.
Before the meeting
Check your bye-laws for who can call the meeting, how much notice is needed, how notice must be delivered, and what the quorum is.
- Fix the date, time and venue with the committee.
- Prepare the agenda: previous minutes, audited accounts, budget, auditor appointment, other business.
- Send the notice and agenda to every member within the notice period and keep proof of delivery.
- Ask the auditor to finish the accounts in time and make copies available to members.
At the meeting
- Note who is present and check the quorum before starting.
- Elect or confirm the chairperson.
- Take the agenda in order and record each decision and who proposed it.
- If there is no quorum, follow the adjournment rule in your bye-laws and the notice.
After the meeting
- Write the minutes, have the chairperson sign them, and share them with members.
- File any returns or intimations your registrar requires.
- Keep the notice, attendance sheet, minutes and accounts together.