Annual General Meeting

It is very important that you read the information related to General meeting in the ANU Sport Club Affiliation Agreement . The below guide is to assist clubs in planning and running the General meeting specifically their Annual General Meetings.

GUIDELINE FOR RUNNING A CLUB ANNUAL GENERAL MEETING

This guideline is to assist clubs in planning and running their Annual General Meeting. The guidance should be read in conjunction with the club's Constitution.

What is an Annual General Meeting?

An Annual General Meeting (AGM) is a formal meeting which is held once a year where all club members are invited. This document gives guidance as to how an AGM should be run. Clubs should have a section within their Constitution, which deals with AGMs.

What are AGM Minutes?

AGM minutes are a record of the club's AGM. These are usually written by the club secretary. You may use the following AGM Minutes template. The following following documents need to also attached to the minutes:

    1. AGM attendance list
    2. Change of Club executive committee form
    3. Incoming club executive committee contact list
    4. Annual Report
    5. Updated Constitutional with indication of changes. Only needs to be submitted if there has been a change in the constitution
    6. Selection Policy. Only needs to be submitted if the club offers competitive sports, and the selection policy has changed.

What to do before the AGM

    1. Send out AGM notice and Agenda AGM Notice and Agenda. These invitations need to be sent out 14 days before the AGM.
    2. Open executive committee nominations. Your Constitution should also give guidance on electing committee members. It is advisable to ask for nominations before the AGM (see https://clubhandbook.anusra.com.au/how-to/executive-committee-election-guide)
    3. Choose the chairman and minute taker. The president or vice president is usually the chairman of the AGM. The secretary is typically the minute taker of the AGM.

What to do during the AGM

Before beginning the formal meeting ensure:

  1. The minute taker is prepared to take the AGM Minutes.
  2. Quorum is the minimum number of members necessary to conduct the AGM (your Constitution will indicate the AGM's Quorum) and an attendance list has been filled out.

The Chair opening remarks/Welcome.

The Chair welcomes everyone present and thanks them for coming, thereby officially opening the meeting.

Apologies.

The Chair reads out apologies from individuals who have been unable to attend.

Accept previous AGM Minutes.

The Minutes of the last AGM are circulated to members. The meeting should accept the minutes as is or amended. The minutes of the previous AGM should be formally accepted by a mover and a seconder, whose names should be recorded.

Presentation of Club Annual Report.

The annual report can be presented by either the Chair or another executive committee member. It should give an overview of the main achievements of the year. To accept the Club Annual Report members should be satisfied with the report. The club's Annual Report should be formally accepted by a mover and a seconder, whose names should be recorded.

Presentation of financial documents.

The outgoing Treasurer presents the financial documents. It is usual for copies of the accounts to be given to those attending. The Treasurer will highlight some of the figures in the accounts, explaining any that need an explanation, and provide a general overview of the financial position of the club. Members should be satisfied that the financial report presents an accurate and fair record of the club's finances before accepting them. If members have cause to believe that crucial financial information was withheld or information presented is significantly incorrect, the report should no be accepted. The meeting would then need to pass such motions as it sees fit to remedy the situation. The club's Annual Report should be formally accepted by a mover and a seconder, whose names should be recorded.

Presentation of the proposed budget

It is recommended that the outgoing Treasurer outline a proposed budget for the following year. The Committee is responsible for framing the budget and the membership should have inputs about priorities and budget alternatives.

Election of Executive Committee Members

The Constitution will provide guidance on the election of club executive committee members, including the length of time they should serve. If your Constitution does not outline your election procedure, please use the election guide. The elected incoming and outgoing club executive committee members must sign a change of executive committee form.

Confirmation of bank signatories

The elected incoming club executive committee members must confirm who will be the Bank Account Signatories.

Motions to be put to the AGM.

A Motion to be put to an AGM should usually be received by the club an agreed time before the AGM so that it might be included within the AGM agenda.

Constitutional Amendments

Any proposed amendments to the Constitution are also discussed at the AGM. The present club executive committee has usually discussed these and the Chair may wish to take a few moments to explain why the Committee believes that the change is needed. Amendments to the club constitution should be formally accepted by a mover and a seconder, whose names should be recorded and should be in line with the Constitution of the individual club. All amendments must be approved by ANU Sport.

Any Other General Business

Some clubs choose not to include this on the Agenda. Other General Business can double the length of a meeting and throw up many unexpected questions and comments. On the other hand, it can be a valuable opportunity for those who are involved with or interested in your club to have their say.

Closing remarks

The meeting is formally brought to a close by the Chair.