Conducting the AGM
The Chair should conduct the meeting and will usually talk through all the items apart from the Treasurer's report. All attendees should be asked to sign in at the beginning of the meeting.
1. At the start the Chair should announce that the official business of the AGM has started.
2. Once official business has begun, all information should be recorded in the AGM minutes.
3. All apologies received in advance of the meeting should be recorded. These can either be read out in full at the meeting or committee members simply by name.
4. Minutes of the previous AGM should be circulated in advance the meeting and those present should be asked whether the minutes are a 'true and correct record of the previous AGM' and should be asked to accept them. This should be recorded.
5. The Chair should give a brief report on the previous year's activities and highlights for the forthcoming year. This report is an opportunity to thank colleagues for their service. Any committee members standing down should be announced and those committee members wishing to remain on the committee should be identified as such. Any questions can be taken at the end of the session or deferred to 'Any Other Business'. A brief report of all aspects of the Chair's report should be recorded.
6. The Treasurer should circulate an outline of the Group's finances and briefly talk through the figures. The attendees should be invited to ask questions. A brief report of all aspects of the Treasurer's report should be recorded.
7. If there are fewer candidates than committee spaces available all nominees should be elected without challenge. Their names should be read out and recorded as elected. If there are more candidates than spaces then a vote should be taken at the meeting and the results of any vote recorded.
8. The Chair should announce that the formal part of the meeting is over and ask for 'any other business' and any questions. When this is completed the AGM should be declared closed.
9. The Secretary or one of the other committee members should write up the minutes of the meeting ensuring that the salient points and number of attendees is recorded.