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Agendas for company meetings

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Agenda for general meeting

Under most constitutions an Annual General Meeting is a General Meeting, although the definitions can sometimes make this a little unclear. All meetings of the organisation are general meetings unless they are extraordinary or special general meetings and have their own special requirements.

It is important to remember that an AGM is another version of a general meeting though specific matters, which are only dealt with once a year, form the agenda.

There is any number of topics that will attract members and interested parties. There is an aim to make the AGM itself done and dusted as quickly as possible whilst noting that elections and constitution change might take up some time.

Thereafter, it is normal to finish the event with a social activity: lunch, drinks and snacks, including good networking time. Certain companies also ensure that nametags are provided, which will generally make the conversation flow more easily and increase networking productivity.

A company will publish the program well in advance so as to encourage people to come and stay since it is presented as an occasion worth attending.

The AGM Agenda

The agenda usually contains the following elements:

1. The welcome and apologies;
2. The Minutes of the previous AGM;
3. The President’s report;
4. The CEO’s report (if applicable);
5. Presentation of Financial reports;
6. All company constitution amendments (if any);
7. Elections;
8. Life Memberships (if any);
9. Appointment of the Auditor for the next financial year.

There is usually no general business item on the agenda though it can be included to encourage discussion amongst those who have given up their time to attend.

The agenda for an AGM can sometimes be a very speedy affair especially if there are no or few elections. It is often worthwhile considering having a speaker come along and talk on a topic of interest whether it be someone who has successfully represented your sport or club, someone who can talk about governance (always a crowd pleaser) or perhaps some thoughts on marketing and strategic planning at a high level, for the benefit of everyone whether on a club committee or sport association board.

Who Attends AGM’s and Who has the Right to Vote
Attendees at AGMs include the directors of the organisation, its members including life members and any guests who may be invited.

Only voting members may vote at AGMs. For most sports bodies the voting members are, for clubs their members, for state sport associations, their member clubs, and for national sport organisations, their member states in an ordinary federated model.

Individuals who are members of clubs are not entitled to vote at their company association AGM unless on behalf of their club. Life members are not entitled to vote but are usually, as of right, entitled to attend and to speak.

It is up to the board to decide who, other than voting members, is entitled to speak at AGMs. In order to encourage attendance at what most people usually think of as a very boring way to spend one’s time, a decision may be made to allow any interested person to speak on a topic though the vote remains with the voting members. The directors or the organisation will attend, may speak but usually do not vote.

The Minutes of the previous AGM

The minutes of the previous year’s AGM are presented for approval at the next year’s AGM. They are not presented at a board meeting or any other general meeting.

When a motion is put to approve and second the minutes only people who were present at the previous AGM can move and second the minutes and only those in attendance at the previous AGM can vote to accept or approve the minutes.

It is uncommon to send draft minutes to those in attendance at the meeting, in the manner of draft board minutes being sent to board members within a week or two of the board meeting. Rather, the draft minutes are sent with the notice of the next AGM which gives anyone who wishes to, time to revise the draft minutes and then raise any missing item or error at the AGM itself.

The annual report should contain, as a matter of record:

• The President/Chairman report;
• The Secretary/CEO report – sometimes it is appropriate for these two to be combined;
• Board members, including any changes in personnel during the period;
• Staff, including changes;
• Subcommittee and working group members;
• A summary of the strategic plan’s progress;
• Awards dinners and other social events with photos;
• Results from competitions;
• Programmes and projects run by the club/association;
• A list of members by category or class;
• Thanks and acknowledgement of sponsors and supporters;
• Anything else that is relevant to your organisation.





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