How to Run an AGMHow to Run an AGM

GUIDELINESGUIDELINES

1.1. PlanningPlanning

2.2. Meeting DocumentsMeeting Documents

3.3. Meeting ProtocolMeeting Protocol

4.4. Recording of minutesRecording of minutes

5.5. Follow upFollow up

Before the AGMBefore the AGMTime line

Fiscal year end is August 31

Meeting should be held 6 months after financial year-

end (August 31,)

Send Notice of meeting to members/parents (14 days

prior to Annual General Meeting)

MEMBERS / PARENTS: what’s the difference?

Send Notice of significant changes:

i.e. motions , by-laws, (via newsletter to parent body,

direct notification to members- electronic or post)

Meeting DocumentsMeeting Documents

Financial statements

Agenda (check your by-laws or Section

3.1.5)

Previous minutes (last AGM)

Assign person to record notes of meeting

Voting cards (members only)

List of current members in good standing

Meeting ProtocolMeeting Protocol Assign person to take notes (secretary)

Ensure there is a quorum (stated in

your by-laws)

Formal motions vs consensus

agreement

Have Treasurer/directors speak on

reports

Conduct election – by past chair or appointed

member or League Representative

(SAMPLE) Agenda(SAMPLE) AgendaAir Cadet League of CanadaAir Cadet League of Canada

Xxx Squadron Sponsoring CommitteeXxx Squadron Sponsoring Committee Annual General MeetingAnnual General Meeting

Date:________@ ______pmDate:________@ ______pmLocation:________________Location:________________

1. Call to Order2. Reading of Notice (Notice of Annual General Meeting)3. Quorum Declaration4. Adoption of Agenda5. Adoption of minutes of previous Annual General Meeting 6. Old Business7. Reports

1. Chair (Short condensed version of Annual Report) 2. Treasurer (Financial Statements of Previous year)

8. Election of Directors9. New Business

1. Presentation of Budget (for current year)2. Present Motions or Special Resolutions

10 Adjournment

ELECTIONS PROCEDURESELECTIONS PROCEDURES(Brief overview)

Committee as a whole resigns. Nominations are called forward. Nominations are closed. If all positions are filled and no further

nominations are brought forward, then acclamation is declared.

NOTE: Nominations must be called for 3 times before acclamation is declared.

If additional nominations are received then elections go to a vote via closed ballot.

ELECTION PROCEDURES CONT’DELECTION PROCEDURES CONT’D Nominees are not required to be

screened prior to the Elections, however if electedmust complete screening process immediately and can not work with the around cadets until the screening process is completed.

NOTE: Nominees must have made application to the Society for membership and have been successfully accepted prior to Elections.

Positions are elected as “DIRECTORS” first, then the directors decide who will sit as Chair.

Chair will then appoint the Executive Committee. (The Exec Committee runs the day to day business of the Society and in most cases is generally made up of the elected Directors)

MotionsMotions

Changes to the Bylaw are made by presenting a Special Resolution and must be presented 14 days prior to the AGM.

If non-controversial amendments are made, there is no need to record what they are, just record the final wording of the main motion.

Minutes ContentMinutes Content Keep it simple (point form).

Identify: who, where, why (purpose).

Include a summary of verbal reports (can be

in point form). Record any formal motions or consensus

agreements. AGM minutes must be completed with:

Chair’s signature Secretary’s signature Current date

Meeting Follow-upMeeting Follow-up File Annual General Meeting Minutes listing

new members.

File Form 11 (Found on website listed) http://www.fin.gov.bc.ca/registries/corppg/crsocieties.htm

Submit revised Squadron Information Sheet to

BCPC listing new members

Change signing authorities of new Directors at

financial institution.

Contact Squadron Sponsoring Committee’s BC

League Representative with questions or

concerns.

Congratulations!Congratulations!

Your Squadron Sponsoring Committee

has successfully completed their Annual General Meeting.

Revised 2014