How to Run an Effective AGM
A good AGM is boring. A bad AGM produces minutes that get challenged, elections that get disputed, and committees that spend the next year cleaning up. Here's what to actually do.
Your constitution sets the minimum requirements for the AGM. Most constitutions are stricter than the law — the constitution wins. If anything in this guide conflicts with your constitution, follow your constitution.
Before the AGM
- Finalise accounts and have them audited if your constitution requires
- Prepare the annual report — what the committee did, what they'll report to members
- Confirm nominations for committee positions
- Prepare any resolutions to be voted on
- Book the venue — physical, online, or hybrid — and confirm voting mechanics
The notice
Send the AGM notice in the timeframe your constitution specifies — usually at least 14 or 21 days before the meeting. The notice must include:
- Date, time, and venue (or online meeting details)
- Agenda
- Any resolutions to be voted on
- Annual report and accounts
- Proxy form, if proxies are allowed
- How to submit questions in advance
A defective notice invalidates decisions
If the notice is sent late, to the wrong address, or is missing required content, decisions taken at the AGM can be challenged. Most challenges succeed.
Quorum and proxies
Check quorum before starting. If your constitution says a quorum is 25% of ordinary members and you have 120 ordinary members, you need 30 present (in person or by proxy). Start the meeting late only if your constitution allows.
Proxy forms must be submitted before the cutoff in your constitution — usually 24 or 48 hours before the meeting. Verify each proxy against the member register at check-in.
The meeting itself
- Call to order, confirm quorum
- Approve the minutes of the previous AGM
- Receive the annual report
- Receive and adopt the accounts
- Appoint the auditor for the coming year
- Election of office bearers (if applicable)
- Any resolutions notified in the agenda
- Any other business (only if your constitution allows)
- Close
Elections
If more candidates stand than there are positions, you need a vote. Secret ballot is standard. Count openly — two tellers from the floor, not the candidates or their proxies. Announce results the same meeting.
After the AGM
- Circulate draft minutes within two weeks
- Lodge changes to office bearers with ROS if required
- Update your DPO, bank signatories, and other external records
- Handover meeting with outgoing and incoming committee members
- Archive the audit trail — notice, proxies, ballots, minutes — for at least the retention period in your constitution
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