Annual General Meetings
A properly conducted Annual General Meeting (AGM) provides an important opportunity to involve the membership in the management of the club, to explain the work undertaken by the committee during the year, and to outline plans for the future.
Many officers work hard throughout the year but let themselves down by running a poorly planned AGM. The purpose of the AGM is to transact specific business as set out in the club’s rules, typically including presentation of the accounts, approval of those accounts, election of officers and committee members, and the consideration of properly submitted motions.
The AGM must be convened strictly in accordance with the club’s rules. The date and time of the meeting should be displayed on the club notice board, together with a request for motions to be submitted to the Secretary by a specified closing date.
Club rules normally prescribe a minimum notice period for the AGM. While this varies between clubs, a period of twenty-one days is common.
An agenda should be prepared in advance, incorporating all valid motions received, and displayed in accordance with the rules. The agenda should not include an item such as “Any Other Business” or “Any Other Matters”. Experience shows that this can quickly lead to meetings becoming unfocused and disordered.
Issues members wish to raise should be submitted in advance and dealt with as formal motions, allowing them to be considered properly and in accordance with the club’s rules.
Where required, the accounts should be made available to members prior to the meeting, and sufficient copies should be available on the night.
The Chairman plays a central role in ensuring that the meeting is conducted properly, in good order, and in accordance with both the agenda and the club’s rules. It is essential that the Chairman is familiar with the agenda and understands his or her role before the meeting begins.
Before the AGM commences, the Chairman should ensure that only members are present and that the required quorum is achieved.
No business other than that specified on the agenda should be conducted. Matters not included on the agenda should not be introduced during the meeting, as this undermines orderly debate and fair decision-making.
All questions and contributions should be directed through the Chair. Speakers should only speak when called upon by the Chairman, and only one person should speak at a time. To preserve order, the Chairman should insist that there is no talking across the floor and that speakers cease when requested.
Many clubs require speakers to state their name or stand when speaking. Where procedures are not followed, meetings can quickly lose focus and descend into disorder.
The Chairman will usually make a brief statement thanking staff and committee members, highlighting key points from the accounts, and outlining plans for the future.
Motions should be discussed and voted upon strictly in accordance with the club’s rules.
The long-term strength of a club depends on an active and engaged membership. To encourage attendance at AGMs, some clubs provide refreshments or small incentives where finances allow.
Other clubs use the occasion to invite a guest speaker or arrange a presentation from a brewery or supplier, helping to make the evening more attractive to members.
The effective conduct of meetings is not an easy skill to master. Some issues will inevitably divide opinion, and decisions that are in the club’s long-term interests may not always be popular in the short term. Heated debate can therefore arise.
Nevertheless, a sound understanding of established procedures, together with firm but fair chairmanship, will help ensure that most meetings are conducted in an orderly, productive and respectful manner.