Holding an AGM

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Top tips for your AGM

The annual general meeting (AGM) is an important fixture for many community sports clubs.

You can use your AGM to update your stakeholders with your news, make important decisions, elect committee members and shape the future.

The information here will help you make the most of your meeting...

Why AGMs are important

An AGM is a statutory requirement for many organisations.

This includes:

Companies limited by guarantee.
Companies limited by shares.
Charities.
Community interest companies.
Cooperatives.
Community benefit societies.
Community amateur sports clubs.

Even if an AGM isn't mandatory for your group, there are still benefits of running one.

These include:

Providing the chance to share or reinforce the organisation’s values, purpose and mission.
Enabling organisations to showcase successes and plan for the future.
Promoting transparency and accountability by allowing stakeholders a voice.
Allowing people to ask questions, gain clarity and hold the decision-making body to account.

Virtual or face-to-face?

Your governing document (articles of association or constitution), will probably set out specific requirements for your AGM. This could include when, where and how it should be conducted.

Primarily, AGMs are face-to-face meetings. However, you can run AGMs virtually or offer a hybrid approach, unless your governing document says that you can't.

Tips for running virtual meetings

Typical agenda items

There are a number of points that should be covered. Plus others that you may want to include.

Typical agenda items include:

Welcome and apologies.
Previous AGM minutes and arising matters.
Reports from key personnel – e.g. Chairperson, Secretary and Treasurer.
Presentation of the annual accounts.
Planning for the upcoming year.
Agreement of any amendments to documents, policies and procedures.
Election of committee / board members.
Any other business – where you can answer any questions submitted beforehand or raised on the day.

Before your AGM

You'll need to prepare for your AGM. The Secretary is usually responsible, but it's good to involve others, such as the Chairperson, Treasurer and Volunteer Coordinator.

People can be assigned specific roles and responsibilities to share the workload.

Here are some things you should do...

Check your governing document

Your governing document may specify how many members must be present to make the meeting 'quorate'.

It may also describe the permitted voting processes (such as in person, online or by proxy, where someone is authorised to vote on another’s behalf).

Make sure that everyone understands the rules in advance.

Produce a timeline

Produce a timeline of what needs to be done and by when.

This could include giving people enough notice of the AGM, setting deadlines for nominations, arranging voting for those who cannot attend, and submission of questions.

Encourage pre-registration

Encourage people to pre-register, so you can monitor attendance.

It's useful to know who'll be coming, and also means you can check that the meeting will be quorate.

Choose a venue

If it's face-to-face, then choose an accessible venue that makes it easy for people to attend.

Try to make it easy for everyone and minimise costs.

Check your tech

If it's online, or hybrid, then make sure you've got the technology sorted.

Tell everyone how it will work and offer support.

Spread the word

Consider how to make it a good experience. Encourage everyone to attend.

You could schedule 'in person' meetings to coincide with training, matches or other events.

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During your AGM

These tips could help you on the day...

Set the ground rules

At the start of the meeting, set out the expected behaviours for attendees.

This will make sure that everyone is respectful and that democracy is prioritised.

Have paperwork ready

Ensure that copies of the agenda, governing document and other key documents are readily available.

Be ready to answer any queries.

Record attendance

Record attendance and ask at the start of the meeting if anyone has any interests they might need to declare.

Follow your pre-agreed processes, if anyone does need to declare any interests.

Take notes

Record all actions and decisions made in the meeting minutes.

Ask before recording the meeting

If you want to record the meeting, then ask in advance.

Reassure people that this is solely to ensure that the minutes are accurate.

Recordings should be deleted once the minutes are produced.

Follow your own rules

Follow any requirements and processes set out in your governing document.

This will make sure that there are no grounds for complaint, or challenges to the outcomes of your AGM.

It will also help you manage your meeting effectively.

After your AGM

There are jobs to do after the meeting ends, too...

Share the minutes and actions

The minutes and actions should be shared with all attendees. Do this as soon as possible, so the notes don’t get lost or are misunderstood.

Minutes can be posted online too, for anyone who didn't attend.

Arrange any inductions

Think about how people can be welcomed to their new role, and how outgoing members can be thanked.

Sort out any handovers of information.

Make sure your new recruits have the support that they need.

Provide regular updates

Share updates on the actions agreed in previous meetings. This helps to keep people informed.

It also shows that your organisation is committed to listening and acting.

Meet any legal responsibilities

Depending on your legal structure, you may be required to file key documents, such as your accounts, with the relevant statutory authority.

Get specialist advice, if you're not sure.