How to Run an AGM. GUIDELINES 1. Planning 2. Meeting Documents 3. Meeting Protocol 4. Recording of...
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Transcript of How to Run an AGM. GUIDELINES 1. Planning 2. Meeting Documents 3. Meeting Protocol 4. Recording of...
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How to Run an AGMHow to Run an AGM
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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
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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)
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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
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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
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(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
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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.
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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)
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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.
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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
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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.
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Congratulations!Congratulations!
Your Squadron Sponsoring Committee
has successfully completed their Annual General Meeting.
Revised 2014