ANNUAL GENERAL MEETING
INFORMATION PACK
The information contained in this guidance is for general information purposes only. While
every effort has been made to keep the information up to date and correct, Somerset
County Council (SCC) make no representations or warranties of any kind, express or
implied, about the completeness, accuracy, reliability or suitability with respect to the
information contained within the guidance. Any reliance placed on such information is
therefore strictly at the setting’s own risk.
SCC is not responsible for, and expressly disclaims all liability for, damages of any kind
arising out of use, reference to, or reliance on any information contained within this
guidance.
Complied by: Early Years Commissioning Team
(August 2013)
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Information Sheet For Prospective And New Committee Members
Prospective committee members
Becoming a committee member is a great way of being involved in the running of a
community organisation. Without a committee, voluntary managed organisations cannot
operate (e.g. a childcare provision could not open). It often leads to the development of
new friends and skills, as well as a lot of fun. For those who have never sat on a
committee before there is quite a lot to learn, Committee Training is available for all new
committee members, for more information contact Haydn Crockford on 01823 357359 or
hcrockford@somerset.gov.uk
How to become a committee member
You can become a committee member at an Annual General Meeting (AGM), Special
General meeting (SGM), or be co-opted on at any time for your expertise (normally without
voting rights).
Constitution or set of rules
Every voluntary management group will have a constitution or set of rules, which sets out
how the management structure of a group operates, how many people make up a
committee, how meetings should be called and when the AGM needs to happen.
Each committee member/trustee should see a copy of the constitution.
Committee roles
The Committee should consist of 3 officers; Chair, Treasurer and Secretary and not less
than 2 or more than 9 other members of the group (Constitution will detail the correct
numbers needed).
Sources of support
Business and Committee Support Officer
Contact details
Nikki Difford (West) 07919540564
Sarah Love (East) 07919540711
Ofsted – Regulatory body
0300 123 1231
www.ofsted.gov.uk
www.charity-commission.gov.uk
0845300218
www.acas.org.uk
08457 474747
www.hse.gov.uk
0845 345 0055
www.pre-school.org.uk
020 7697 2500
01823 368280
Charity Commission
ACAS (Employment)
Health and Safety Executive
Pre-school Learning Alliance
Somerset Centre for Integrated Learning
(SCIL)
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Actions to be completed by new committee members
Action
Change the signatories on the bank account and
where the bank account statements are delivered
Disclosure and Baring Service (DBS) check.
EY2 form to be completed by each member of
committee, available to download from
www.ofsted.gov.uk or phone Ofsted on
0300 123 1231
EY3 form – notifies Ofsted about change of
management available as above
Link to guide of registration (page 16) – Ofsted
publication
Change the charity trustees of the group (refer to the
Charity Commission website www.charitycommission.gov.uk )
Inform the Early Years Funding team of a change to
Chairperson and Treasurer (in relation to Early Years
Entitlement Funding) 01823 410152
Documentation to locate and read
Groups constitution or set of rules (all committee*)
Groups insurance (need to check type of insurance
and if there is a need to add additional cover i.e
trustees and officers financial liability, professional
indemnity, Trustees, directors and officers indemnity
(Available from Morton Michel and Pre-school
Learning Alliance – committee need to discuss and
decide on appropriate level of cover)*
Ofsted registration document*
Staff employment files (chairperson or HR officer)
Note if kept off premises, permission needs to be
sought from Ofsted.
Copies of previous committee meetings
Financial reports
Group policies and procedures
Operational plan
Past Annual General Meeting Minutes
EYFS Welfare requirements
Previous Ofsted reports
Group's charity number
Charity commission returns
Inventory
Register (Registered number of children)
Waiting list
Current and previous funding applications
Prospectus
Records of past complaints and any outstanding
issues
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Timescale to be
completed by
Within a week
Start process
immediately
Within the first month
Within the first month
Located
Chairperson/Committee
Folder (CF)
Setting notice board
(insurance certificate).
Schedule (secretary,
treasurer, committee
folder)
Setting notice board
Held securely on
premises
Secretary/CF
Treasurer
Setting/staff/committee
Setting
Secretary/CF
Setting/committee copy
Setting/Chair
Secretary
Treasurer
Setting/CF
Setting/admin
Supervisor/Secretary
Treasurer
Setting/CF
Complaints file –
Setting/secretary
Date
completed
How to Run an Annual (Special) General Meeting
General information on meetings
There are a number of common factors in the running of any type of meeting, for example the role
of the chair, planning the meeting and determining a quorum, (the number of people who is needed
to vote). It is recommended that all meetings are called using an agenda and the Secretary to be
familiar with and understand the rules and regulations that apply to the type of meeting being
called.
The constitution which is the settings governing document set out how your organisation works,
and will give detail about how you call a meeting. Normally the Chair or Secretary will call a
meeting and circulate a list of items to be discussed (the Agenda). The Constitution will state the
minimum number of people who need to be present at a meeting before any voting can take place
to make a decision on a matter (the quorum).
Voting (unless otherwise specified in the Constitution) can be by:
1. Show of hands
2. Sealed vote (i.e. members vote anonymously on voting slips which are sealed in envelopes
before counting)
3. By proxy (another member can vote on your behalf if you have completed a proxy form - see
further detail below)
Annual General Meetings (AGM)
The aim of an AGM is for the trustees (committee members) can report back to members
on the management and finances of the charity for the previous year, and so that new
trustees (committee members) can be elected for the coming year.
An AGM is held once a year and members can attend and vote, the governing document
(constitution) will state when it must be held. This may be in a particular month or within a certain
period after the end of the financial year.
The business that must be considered by the AGM will usually be specified in the governing
document (Constitution). In most cases it will be:  Approving the minutes of last years AGM
 Receiving the last years accounts (audited)
 Receiving a report on activity from the committee (chairperson’s report)
 Electing committee members and officers
 Approving changes to constitution (if any)
 Considering resolutions (A resolution should be a burning issue, either about the
organisation or about local or national issues. It could also be a proposal to amend the
constitution. Each resolution must be proposed and seconded before it is open to
discussion from the floor of the meeting) (if any)
However any additional items of business may be included if appropriate.
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Calling an AGM
At least 21 days prior notice must be given before calling an AGM unless the constitution
(governing document) states otherwise i.e. 14 days. The notice of the AGM will need to be sent to
all the members and interested parties together with the relevant documents prior to the date of the
meeting.
If wider publicity is appropriate then displaying a copy of a notice on local notice boards, library or
local shops will promote extra publicity to ensure that members are aware of the meeting and
encourage interest from the public or potentially interested parties.
The notice calling the AGM should set out: 




The date and time of the meeting
The venue
The details of the business to be considered
An invitation for proposals for resolutions
Requests for nominations (or the names of proposed nominees) for officers to be elected
Who can attend an AGM
The governing document will usually state who can attend and vote at an AGM. With varied
membership there may be different voting rights for different types of members.
Voting (unless otherwise specified in the constitution) can normally be:
1. By show of hands
2. By sealed vote
3. By proxy
Professional advisors may be invited to the AGM, but unless they are also members they will not
be able to vote at the meeting. The quorum for the AGM will also be in the governing document.
During the AGM
To help the AGM to run smoothly it is recommended that the following points of good practice are
adopted: 






All members and officers attend the AGM
Officers are seated facing the members
The chair does not propose his or her own (re) election
Officers do not propose, second or advocate a resolution in which she or he has an interest
The chair allows sufficient time for questions during the meeting
The chair explains the effect and purpose of each resolution before putting it to a vote
The chair allows an opportunity for the proposer of any resolution to address the meeting
Minutes of the AGM should be available on request.
Voting by Proxy
If you are unable to attend a meeting, you can still vote by proxy by completing a proxy form and
asking another member to vote on your behalf. They must bring your proxy form to the meeting
with them. Please see below an example letter to members instructing them about proxy voting,
an example proxy voting slip and nomination form (on which they can nominate themselves for a
position on the committee).
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Special General Meetings (SGM)
A Special General meeting can be called at any time and detail of how to call it will be in the
constitution. Normally these meetings are held during the year when important issues concerning
all members need deciding on e.g. voting in new committee members other than at an AGM. The
quorum figure for an SGM will be in the constitution, and voting (unless otherwise specified in the
constitution) can be:
1. By show of hands
2. By sealed vote
3. By proxy form.
Appendix 1 – Example Agenda
Appendix 2 - Example invite letter to AGM
Appendix 3 – Nominating and voting by proxy form
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Preparing for an Annual/Special General Meeting. (AGM) or (SGM)
Actions for AGM / SGM
Completed

1. Set Date at Committee Meeting. (Look at constitution
to check term to hold)
2. Advertise (Check constitution re notice period, e.g. 14 days). Poster
within local area, shops, setting, library etc.
3. Book Venue. (If applicable)
4. Set agenda. Minutes of Previous AGM/ Audited Accounts / Treasurers
report /Chairpersons Report / Supervisors Report / Resignations of
previous committee / Appointment of new Committee / Constitution
Alterations if appropriate / Any Other Business.
5. Letter out to all Members (including nomination slips – proxy voting
slips).
6. Return of Nominations Slips to Secretary before AGM Meeting.
7. Ensure that the Chairperson is able to chair the meeting, if unable a
representative needs to be sought.
8. Ensure there is a Minute Taker.
Notes:



To hold an AGM you need a quorate of members. (Check Constitution)
Copy of the minutes of the last AGM meeting, audited accounts for the previous year a copy
for each member at the meeting
Check minimum number of committee members needed (Check Constitution)
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Roles and Responsibilities for Officers and Committee Members
Chair
 Oversees the committee and chairs meetings (has casting vote at meetings)

Liaison with the secretary on agenda for meetings

Welcome at AGM and reports on the group’s events

Staff recruitment, retention and employment issues

Line manage staff (if appropriate)

Support and authorise the work of the treasurer

In consultation with the staff ensures the Ofsted registration requirements are met

Delegate and ensure jobs are shared out and undertaken
Secretary

Takes and types minutes of meetings (a record of the meeting and the decisions
taken)

Draws up agenda with the chair

Books meeting room

Makes sure all committee members/trustees have copies of minutes (handed out at
meeting, or e-mailed previously)

Reads out the minutes of the previous meeting or goes through actions and matters
arising at the committee meeting

Writes and receives letters for the group and keeps records of all correspondence

Type up any relevant documentation i.e. policies or policy reviews.

Notify Ofsted (Office for Standards in Education) of any changes within the setting
which Ofsted need to be aware of.
Treasurer

Keeps records of income and outgoings, keeping receipts and invoices

Prepares a budget with committee members/trustees

Issues cheques and maintains the groups bank account

Prepares a treasurers report for committee meetings and the AGM

Checks bank account balance prior to committee meetings and informs members at
meeting

Arranges the collection of the groups fees

Ensures that all money from fees and other sources such as fundraising events are
paid into the groups bank account as quickly as possible
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
Issues invoices and receipts on behalf of the group

Holds the group’s cheque book and ensures that all legitimate bills are paid

Administers a petty cash account (if appropriate)

Ensures all staff wages and volunteers’ expenses are paid

Ensures the Chair receives a copy of the monthly statement from the bank

Arranges for independent audited accounts to be available to all members at the
AGM

Oversees Early Years Entitlement claims
Other Committee Roles

Committee designated Child Protection Officer – confidentially support the
settings Designated Child Protection Officer.

Health and Safety Officer – work with supervisor/manager to make sure that all
related health and safety documentation is completed appropriately i.e. accident
books, incident books, risk assessments etc.

Marketing Officer – responsibility for marketing the setting, posters, prospectus,
website etc.

Fundraiser – responsibility for fundraising, taking the lead at fundraising events,
lead fundraising subcommittee (if applicable)
Other committee responsibilities (which may be delegated)
The rest of the work is shared among the committee. In addition to being jointly
responsible for all decision taking, members of the committee will arrange for the following
work to be done, though they might not do it all in person:

Write and oversee the groups policies in liaison with staff

Review Policies Annually (on-going process)

Arrange the groups insurance and maintain an inventory (liaison with staff)

After liaison with the staff purchase equipment for the group

Ensure repairs to the equipment are carried out (if appropriate)

Prepare a regular newsletter

Washing rota (dressing up clothes, tea towels, spare clothes, towels etc.)

Arrange fundraising activities (this could be a separate sub committee)

Promote the group

Change the library books (if applicable)
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
Make sure the group is a safe place to be for both children and adults (linking to
settings risk assessment – Health and Safety Officer)

Maintain the groups notice board (Liaison with staff)

Administer waiting lists in liaison with manager/supervisor*

Complete emergency contact cards in liaison with manager/supervisor*

Compile and print the groups prospectus in liaison with manager/supervisor*

Discuss Ofsted reports – follow up on any actions etc.

Liaise with landlord (committee rep)
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Specimen notice for an AGM
Appendix 1
If you use this example, please remember to insert your own details in the square brackets
[ Name of Group ]
Notice of Meeting
Notice is hereby given that the Annual General Meeting of [ name of group ] will be held at
[ insert full address details] at [ insert time and date ] to transact the following business.
Agenda
1. Minutes of the previous AGM
To be agreed and matters arising
2. Accounts
To receive and consider the accounts for the year ended [ date ]
3. Chairpersons report, followed by the playleader/supervisor report
4. Appointment of officers and committee members
Nominations for the position of [ enter the officer position ] to be received by the secretary by
[date ]
To re-appoint [ enter name ] for a second year as [ enter position]
5. Alteration to the constitution (if appropriate)
To consider and vote upon the following resolution.
That clause[insert details]of the constitution be amended to read [insert text ]
6. Members resolution
Details will be given once resolutions are received, resolutions should be sent to the secretary
by [ enter date ] A revised agenda will be issued 7 days prior to the meeting
7. Any other business
To deal with matters arising from the meeting
Secretary [ insert name ]
[ insert date of notice ]
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Example letter to member
Name of the Group
Appendix 2
[ AGM or SGM ]
[Date, time and place of the meeting]
Dear Member
We would like to invite you to attend our [AGM/SGM] meeting to be held on
[enter date, time, place] .
Our group is organised by a voluntary management committee and we are
hoping to elect a new committee at the [AGM/SGM] meeting, so it is really
important that you try and attend. Your vote is needed.
If you would like to join the committee a nomination form is enclosed with this
letter, please complete the form by asking an existing committee member to
propose your nomination.
If you are unable to attend the meeting please ask another member to vote
on your behalf by completing the proxy vote slip and ensuring that they bring
along the voting slip to the meeting.
We look forward to seeing you at the meeting.
Yours sincerely
Secretary
Nomination form
Appendix 3
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Name of the group
[enter AGM or SGM]
[date, time, place of meeting]
Name (please print) ……………………………………
Proposed by ……………………………………………..
Please tick the position you wish to be nominated for: Chair
 Vice Chair
 Secretary
 Treasurer
 Committee member
All forms to be returned to the secretary before the meeting on
[ enter the date of the meeting]
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Proxy Voting slip
Name of Group
Appendix 3
[ AGM or SGM ]
[ Date, time, place of meeting ]
Name (please print)………………………………………………………………………………
I am unable to attend the meeting and would like to nominate
(enter name, please print)………………………………………………………………….. or
………………………………………………………………………………………………………………….
to vote on my behalf
signed ……………………………………………………………… date……………………………….
Please note: the person/s nominated to vote by proxy must bring along
this proxy voting slip to the meeting
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