How to Run an AGM

1. How to Run an AGM

2. GUIDELINES • Planning • Meeting Documents • Meeting Protocol • Recording of minutes • Follow up

3. 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) Before the AGM

4. 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

5. 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

6. (SAMPLE) Agenda Air Cadet League of Canada Xxx Squadron Sponsoring Committee Annual General Meeting Date:________@ ______pm Location:________________ 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 Chair (Short condensed version of Annual Report) Treasurer (Financial Statements of Previous year) Election of Directors New Business Presentation of Budget (for current year) Present Motions or Special Resolutions 10 Adjournment

7. ELECTIONS PROCEDURES (Brief overview) • The directors must retire. • Nominations are called forward. • Declaration of Acclamation. • NOTE: Nominations must be called for 3 times before nominations are closed and acclamation is declared. • If additional nominations are received then elections go to a vote.

8. ELECTION PROCEDURES CONT’D • Nominees are not required to be screened prior to the Elections, NOTE: Nominees must have made application to the Society for membership and have been successfully accepted prior to the Elections. • Consult individual Society Bylaws • Positions are elected as “DIRECTORS”, • The Directors decide who among them will sit as the Chair. • The Chair appoints the executive Committee.

9. 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.

10. 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

11. Meeting Follow-up • File Form 11 with a copy of the AGM Minutes http://www.bcregistryservices.gov.bc.ca/local/bcreg/documents/forms/0731bfill.pdf • Squadron Information Sheet / AGM Minutes • Signing authorities of new Directors • Questions or concerns.

12. Congratulations! Your Squadron Sponsoring Committee has successfully completed their Annual General Meeting.