Q&A for How to Run an AGM (Annual General Meeting)

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How soon before the AGM do I need to send out a notice of it?

Community Answer

This may be answered in the constitution or rules of the club, society, etc. At a minimum, I would say two weeks notice is required, preferably more (especially if anything controversial or important is to be discussed). If people will need to travel from out-of-state to come to the meeting, you'll want to give them a few additional weeks to make arrangements.

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Question

When a new Chairman is elected at the AGM, when does he/she take over? Immediately after the election or at the end of the meeting?

Community Answer

Right after the election. The new Chairperson assumes the position right away. To avoid confusion.

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Question

Is it usual for items that are intended for AOB to be submitted before the AGM?

Community Answer

It's not usual, but often helpful. It gives the directors time to prepare an accurate answer.

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Question

When a constitution is changed at an AGM, when does the new one come into effect?

Community Answer

As long as it is amended or adopted, signed by majority of directors and resolved, it is considered approved.

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Question

Who should sign the minutes if a new president is elected and takes over from the time of election, the former president who called the AGM, or the new president who took over halfway through?

Community Answer

Both the newly-elected president and the outgoing president will sign any documents.

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Question

Who should chair a meeting if the president is ill and there is no vice president of a group?

Community Answer

The secretary or other member of the board of directors can hold the meeting.

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Question

Can alcohol be consumed at an annual general meeting for a social club?

Community Answer

No alcohol at all. Even if it is a SAB board AGM.

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Question

What will happen if I cannot reach a quorum for the AGM?

Community Answer

A quorum is a minimum number of persons present in order to deliberate on issues. If yheres no quorum then there should be an adjournment of meeting. Also it's possible for some of the directors with maximum shares to meet a quorum and deliberate on issues.

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Question

How do I run an AGM if some members disagree with some of the decisions?

Community Answer

You run it in a way that is transparent and participatory. This is a good time to get disagreements on the record for everyone to hear, and possibly to get motions that you may not want to hear. The chair isn't "the tyrant". Run it honestly.

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