The Annual General Meeting (AGM) is an important event, and legal requirement for incorporated associations. The AGM provides an opportunity to update key stakeholders on the yearly achievements of the club, review the clubs financial position, discuss the organisation's future direction, and importantly, elect committee members for the following year.
Pre-AGM
- Notice of the AGM must be sent out a minimum of 14 days prior to the meeting. It is generally a requirement that it is held within three months of the end of the organisations financial year.
- Check your constitution to review any specific governance requirements for your AGM
- Confirm which of your current board / committee members will be re-nominating for the coming year and who will not be returning.
- Ensure vacancies are advertised
- Prepare audited financial accounts to share at the AGM
- Prepare Annual Report
- Prepare Agenda
During AGM
- Ensure copies of the agenda, Annual Report and other key documents are readily available
- Record attendance
- Record all actions and decisions made in the meeting minutes
- Ensure you follow any requirements and processes as set out in your constitution
Post-AGM
- Minutes and actions should be shared with all attendees
- Agree and arrange handover from existing committee / committee members with the incoming members
- Share updates on agreed actions and changes throughout the year
Documents that may be of assistance in conducting an Annual General Meeting are:
