Arranging an Annual General Meetings (AGM)
Normally an association/club secretary is responsible for preparing for the AGM and for making arrangements to ensure that all members receive the necessary information. This may include:
- arranging venue, date and time
- collecting reports from other officers
- notifying members of the date, time and place of the meeting, which needs to be done well in advance (the constitution usually stipulates the minimum period of notice required)
- inviting and receiving nominations for the election of officers (refer to the constitution to find the closing date for nominations)
- arranging the printing of the annual report and statement of accounts
- arranging for guest speakers, if this is the usual practice
- arranging catering and hospitality.
The rules of all clubs and associations should state how notification of the annual general meeting must be given to members. The secretary should be aware of any special rules of the club and follow them strictly. The meeting could be declared invalid if the rules have not been followed.
The AGM is an opportunity for all members to attend, learn and question how their association or club is being run. They can comment on the annual report and statement of accounts, determine any amendments required to the constitution and rules, and elect the officers and committee for the coming year.
At an AGM, decisions should not be taken on any item that was not included on the printed agenda. This ensures that if any changes to the constitution or rules are being considered, all members have an opportunity to think about the proposals in detail and to prepare counter arguments, if appropriate.
Source - runningsports Quick Guide - The Role of the Secretary
