How to Run an AGM
GUIDELINES
1.
Planning
2.
Meeting Documents
3.
Meeting Protocol
4.
Recording of minutes
5.
Follow up
Before the AGM
Time 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 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 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
Air Cadet League of Canada
Xxx Squadron Sponsoring Committee
Annual General Meeting
Date:________@ ______pm
Location:________________
1.
2.
3.
4.
5.
6.
7.
8.
9.
10
Call to Order
Reading of Notice (Notice of Annual General Meeting)
Quorum Declaration
Adoption of Agenda
Adoption of minutes of previous Annual General Meeting
Old Business
Reports
1.
Chair (Short condensed version of Annual Report)
2.
Treasurer (Financial Statements of Previous year)
Election of Directors
New Business
1.
Presentation of Budget (for current year)
2.
Present Motions or Special Resolutions
Adjournment
ELECTIONS 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’D




Nominees are not required to be screened
prior to the Elections, however if elected
must 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)
Motions


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 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-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!
Your Squadron Sponsoring Committee
has successfully completed their
Annual General Meeting.
Revised 2014