Running an Annual General Meeting (AGM)
For many sports clubs and organisations the autumn is the time for their Annual General Meeting and runningsports – Sport England’s portfolio of resources and support for sports volunteers – has put together a check list to help you achieve everything you need to do for your AGM.
The AGM – essential for constituted organisations – serves the following purpose:
• To highlight the progress and achievements of the organisation over the past 12 months
• To elect the Committee for the following year
• To make any changes to the constitution
The AGM is a great opportunity to make sure all your members feel part of a successful club. Try to make the meeting enjoyable – think about making the business part quite brief and follow with a social. Maybe a guest speaker or a raffle would encourage people to attend. The AGM should not be used to ‘surprise’ people with important issues about which they have no prior information.
Your constitution will include regulations about your organisation’s AGMs, for example:
• How much notice are you required to give people and how far in advance should you send out the Agenda?
• How many people have to be at the meeting to make it official (known as the quorum)?
• Do nominations for new committee members have to be taken in advance or can you take them at the meeting? (It is usual to have a proposer and a seconder for each nomination.)
• How much notice is required if someone wants to propose an amendment to the constitution?
The task of organising the AGM usually falls to the Secretary, but the Treasurer, Chairperson and Volunteer Co-ordinator will also have a role to play.
Sample Agenda
• Apologies for absence
• Minutes of the previous AGM
• Matters Arising
• Chairperson’s Report
• Secretary’s Report
• Treasurer’s Report
• Election of Officers
• Date of next meeting (if known)
• Guest Speaker (optional)
Download the below pdf for the full document, which includes a useful checklist to make sure nothing is missed in your planning.
