AGM Checklist

What is the purpose of an AGM?

• To allow your members to hear reports from the Committee on the achievements and work of your group over the year.
• To elect the Committee for the next year
• To make any changes to the constitution

Check your constitution for any regulations about your AGM

For example:

• How often do you have to hold AGMs?
• How much notice are you required to give of the meeting?
• Who do you have to notify about the meeting?
• Do you have to send the notice of the AGM to your members' homes?
• How many people have to be at the meeting to make it official? (This is called the quorum)
• Do the group's accounts have to be independently examined (audited) before the AGM?
• Do nominations for new committee members have to be taken in advance or can you take them at the meeting? (It is usual to have a proposer and seconder for each nomination)
• How much notice is required if anyone wants to propose an amendment to the constitution?

Venue, date and time

• Set a date and time, and the length of the AGM.
• Book the meeting room.
• Think about whether the room is accessible to all your members - e.g. could a wheelchair user attend the meeting?
• Ensure that the room will be big enough to accommodate a minimum number of people.
• Think about the health & safety of your members - e.g. where are the fire exits?
• Thing about organising refreshments.

Notice of meeting

• Produce a notice giving details about the AGM & mail all your members.
• This should include date, time, duration, venue, and that elections will be held.
• You may want to include the whole agenda or just highlight one or two items.

Sample agenda

Your AGM agenda should include certain items - use this sample agenda as a starting point

Annual General Meeting of Brighton & Hove Pigeon Fanciers Association

Thursday 20th October, 7.30 to 9pm
East Brighton Community Centre (small hall)

Agenda

1. Apologies for absence
2. Minutes of previous AGM
3. Chair's report
4. Secretary's report
5. Financial report
6. Election of committee

Minutes

• Organise someone to take minutes of any decisions made at the AGM. It is particularly important to have clear records of the elections and any changes to the constitution.
• Take down the names and contact details of people attending the meeting so you can contact them afterwards - e.g. get people to sign in as they turn up to the AGM.

Accounts

• You will need to present a report on your finances for the year to your AGM.
• Do you need your accounts examined by an independent person before the AGM or will you just have a report from your Treasurer?

Elections

• Make sure the minutes show who was nominated, the proposer and seconder for each candidate, the number of votes each person received, and who was elected for each post.
• Decide on your voting system in advance and make sure it is explained clearly at the meeting. For example: Do you want to have a show of hands or a private ballot? Will it be a 'first past the post' election?
• You may want to arrange a neutral person to count the votes.
• Thing about the materials that you might need to prepare in advance - e.g. ballot paper/pens - depending on how you organise your elections.
• Make sure the minutes show who was nominated, the proposer and seconder for each candidate, the number of votes each person received, and who was elected for each post.

Other tips & ideas

• Try to make the meeting enjoyable - think about making the business brief followed by a social with wine or refreshments.
• Have a speaker on a burning issue
• Organise a raffle
• Have someone welcoming people at the door
• Introduce the present Committee
• Think about providing a crèche or organising babysitters
• It may encourage people to come if you offer to pick them up or meet them outside
• Think about having a loud speaker system or an induction loop