COMMUNITY

WHY? To vote in your new Executive Committee, present your financials to your members, accept any changes to your Constitution and nominate new bank signatories.

1. The purpose of the AGM is to elect an executive committee, present your financials to your members for transparency and accountability, and to accept any changes made to your constitution and nominate your new bank signatories.
2. Refer to your constitution to ensure you follow the rules around meeting notices and quorum. At this meeting Roberts Rules *Standing Orders must be observed and minutes taken. You should ideally aim to hold your AGM by 31^st December and no later than 31^st March of the following year.
3. Remember to send a copy of your updated constitution to the Clubs and Societies Officer if you have made any changes and had the changes approved at the AGM.

*Standing orders is the usual sequence that the business is brought up in at the meeting. A simple flowcharts below explained. We suggest you follow our meeting template to make it simple. Our templates can be downloaded here.

Prepare

• The Executive Committee decide on an appropriate date, time, and venue for the AGM. When choosing a venue consider where most of your members are based.
• The President should remind the Committee that they are required to write reports and to get those in preferably 7 days before the AGM. At a minimum the President should write a report summarising the year and the Treasurer must write a financial report with incoming and outgoing expenditure as well as complete the bank account reconciliation here.
• The Executive Committee should also decide on any changes to the constitution so this can be added to the agenda.

Invite

• Invite all your members from the year the AGM is concluding. For example, if your AGM is to reaffiliate your club/society in 2023, then invite your members from 2022 as well as the new ones.
• In the invitation you should state at a minimum:
  • The date, time, and location of the AGM
  • Positions that are up for nomination

Your meeting notice should go out to members at a minimum 7 days before the AGM or as stated in your constitution. You must attempt to contact all members. It is recommended that you send notice of the AGM via email, but you may also choose to use social media, texting, etc. The more methods you use, the better.

Agenda

Attach any written reports, constitutional changes or motions that will be voted on at the AGM so members can read them beforehand. An AGM agenda template can be found here.

On the Day

The President is usually the Chairperson for the meeting (if the president is absent, it should be the Vice-President or Treasurer)

• They should outline how the meeting will progress, e.g., how voting will be done, when and who is allowed to speak/vote, etc.
• They need to make sure quorum is met (minimum number of members required to attend to make sure your AGM is valid) so check your constitution beforehand.
• The Chairperson needs to make sure that all reports are moved, seconded, and voted upon to be accepted. For example, you might ask “Can I please have someone to move and second that the 2022 financial report be accepted? Thank you, Joe Blogs, for moving and John Doe for seconding. All those in favour, all those against, all those abstaining.”

Assign someone to take minutes (this is usually the secretary’s role). An AGM minutes template can be found here.

Your AGM minutes you should include:

• Full Club/Society name, date, time (both start and end) of meeting and venue.
• Who was there? Who sent an apology? Remember to include surnames.
• Jobs/ tasks that were allocated to people.
• Anything that was voted on. The exact words of the motion, who moved and seconded the motion, and whether it is carried or not.

After the AGM

• Do a handover between the old and new committees.

Why? Because Outgoing Clubs and Societies’ Committee members should ensure that the incoming Committee members know where to find information relating to affiliation procedures and general club/society information, passwords, etc.

• Go to QPay and fill in the Request to Change Bank Signatories
• Fill in the paperwork for re-affiliation as mentioned below.
• Hold events & have fun!