What is an AGM?
An Annual General Meeting (AGM) is a meeting that is required by law (or the constitution,
charter etc. governing the body) to hold.
An AGM is held every year. The AGM is the forum for the election of officers for the
organization and to pass the financial report for the operating year.
General business can be put forward from any member and this is the forum for Life
Memberships to be put forward.
Rationale behind an AGM
It is important to make sure that the AGM is well publicised and welcoming to ALL members
The members need to be involved in the AGM to ensure that the club’s decision-making
process is fair and representative of the club. Members should be encouraged to take an
active part in discussion
It is also an opportunity to recruit ‘new blood’ onto the committee.
Encouraging Attendance
It is often difficult to encourage ordinary members to attend AGMs. Some suggested methods of
improving attendance are:
Provide refreshments before the meeting and / or a social event afterwards
Include the event in the middle of a tournament / Finals Day / workshop / conference etc.
Invite a speaker on a topic of interest
Build agendas around members’ concerns and interests
Include agenda items on campaigning issues
Ensure full disabled access to the meeting
Hold the meeting in pleasant surroundings
Ensure the venue is easily accessible. Include a map with the paperwork sent to members
Ensure the venue is not off-putting to members, for example some members may not feel
comfortable meeting in a pub or in a smoky atmosphere.
Find out what time and venue is most convenient for members. Venues can include:
clubhouses, leisure centres, public houses, large cafeteria, sponsor’s venue, etc
Notice of an AGM
The Secretary shall give written notice of not less than 21 days prior to the date of the AGM.
This notice shall be circulated to all Adult and Life Members of the club
Appended to the notice of the AGM shall be;
 the Agenda
 minutes of the last AGM
 a note of the process governing alteration to the Constitution
 any Bye-Laws / Club Rules
 applications for nomination for the Management Committee
 application for motions
Election of Officers
Nominations for Club Officers and other members of the Management Committee shall be
submitted in writing, signed by two Adult Members and the nominee, to the Secretary no
later than 10 days before the AGM.
Motions
Proposed alterations to the Constitution and Bye-Laws and notices of motion must be
received by the Secretary no later than 14 days before the AGM (check your constitution for
any difference).
The Secretary shall arrange for all nominations, motions and proposed alterations to be
circulated to club members at least seven days before the meeting.
The Meeting
The order of business for an AGM shall be:
President’s Remarks
Apologies for Absence
Approval of minutes from previous AGM & matters arising
Annual Report, including financial Report
Proposed changes to Constitution
Proposed changes to Bye-Laws
Election of Management Committee Members
Appointment of President & Vice President
Life Membership Awards
Other relevant business
See the example agenda on the next page
The Secretary should take minutes of the meeting, and present these to the membership within one
month of the AGM. These minutes need to be approved at the next year’s AGM.
Voting
With the exception of changes to the Constitution, decisions put to a vote shall be resolved
by simple majority at General Meetings (see your constitution for details).
Voting shall be by a show of hands unless decided otherwise by a majority of those
attending the meeting.
In the case of an equality of votes, the Chair (normally the President) shall be entitled to a
casting vote in addition to any other vote he may have.
The quorum should be 20% of members eligible to vote (this will be set in the Constitution).
Sample AGM Agenda
(Your Clubs Name)
ANNUAL GENERAL MEETING
(Date and Time)
(Venue)
AGENDA
All members very welcome
1. Welcome by Chair and introduction to Club Officials
2. Apologies
3. Minutes of previous AGM and matters arising
4. Presentation of the Annual Report, including Financial Report
5. Election of Management Committee Members
6. Proposed changes to the Constitution / Bye-laws
Type in any proposed changes in the following way;
6.1 Change in the (enter change) Taranaki Badminton fee structure
Motion be made that (enter club/association name) Taranaki Badminton Association (Incorporated)
Rules, (enter rule you want to change) Rule 6. Subscriptions be accepted as;
(Write what the new rule would be if passed, NB you cannot make amendments to how it is written
after it has been passed, until the next meeting with another motion to change the rules) Each
affiliated club other than those affiliated through a sub-association shall pay to the Association each
year a levy as follows:
At a rate to be set in relation to each individual club at the Annual General Meeting. Where an
alteration of the levy is proposed a notice of such alteration shall be made to clubs three weeks prior
to the Annual General Meeting. The levy to be paid and dates due will be set in the Taranaki
Badminton By-Laws, set annually by the Executive Committee. Any unaffiliated player shall be
ineligible to participate in any event conducted under N.Z.B.F. rules.
7. Motions
For example: Motion be made that (enter the motion you wish to be passed, which is NOT an
amendment to the rules/constitution) the Taranaki Badminton Association undergoes an
independent review by an independent consultant
8. Any other business
THERE WILL BE A BUFFET AND REFRESHMENTS AVAILABLE AT THE CLOSE OF THE MEETING