How to Run an Annual General Meeting

AGM GUIDELINES Planning Meeting Documents Meeting Procedures Election Procedures Follow-Up Topics covered

Before the AGM TIMELINE: Fiscal year-end is August 31st Meeting should be held within 6 months of year-end Send Notice of Meeting to screened & registered members at least 14 days prior to AGM Parents may attend; however, they can’t vote unless they are screened & registered members of the Society Any significant changes (ie: changes to Bylaws, Motions or Special Resolutions, etc.) to be voted upon at the AGM must be attached to the Notice of Meeting

Meeting Documents Financial statements/Budget Agenda Financial Statements: presented to membership for approval Budget to be prepared by the Directors, then presented to membership for approval Agenda Check your Bylaws Previous AGM minutes For approval by membership List of current members in good standing Sign-in Sheet To establish quorum of membership Hand out voting cards to members only This will give you an idea of the types of documents you should have available for members and/or parents at the AGM meeting. Agenda: this tells the meeting attendees what topics will be covered Attendance sheet: have members/parents sign in. Financial statements: If you do not wish to make copies of the financial statements, you should have a couple of copies to pass around. Previous minutes: make copies of the minutes from last year’s AGM meeting. Ensure you have a volunteer or secretary/director to record important points for minutes Voting cards: this will allow you to visually see the voters

SAMPLE AGENDA Air Cadet League of Canada XXX Squadron Sponsoring Committee Annual General Meeting Date: Time: Location: Call to Order Reading of Notice (Notice of Annual General Meeting) Quorum Declaration Adoption of Agenda Adoption of previous year’s AGM Minutes Reports 6.1 Chair (short condensed version of SSC Annual Report – BCF07) 6.2 Treasurer (Financial Statements of previous year) 7. New Business 7.1 Presentation of Budget 7.2 Adoption of Budget 7.3 Present Motions or Special Resolutions 8. Election of Directors Adjournment:

Meeting Procedures Assign person to take minutes/notes (Secretary) Establish quorum (stated in your Bylaws) Formal Motions vs Consensus Agreement Treasurer to present financials and Budget Directors present reports The note taker should use key words or summarize in point form, Minutes should not be verbatim nor have subjective opinions (i.e. the grumpy member spoke in a cruel tone to the poor unsuspecting parent). Formal motions are usually for significant decisions such as changes to rules/bylaws, an appointment of an auditor, or the approval of a large monetary commitment (i.e. budget) Consensus agreement means that members may agree to adopt the agenda, previous minutes or to adjourn without voting or using a mover and seconder (like a jury).

ELECTION PROCEDURES (Brief overview) Elections to be conducted by League Representative Committee as a whole resigns Nominations are called forward Nominees are required to be screened and registered with the Society PRIOR to the date of the AGM Nominations must be called for 3 times before nominations are declared closed Nominations are closed If the number of director positions are filled (as noted in the Bylaws) and no further nominations are brought forward, then acclamation is declared If additional nominations are received then elections go to a vote via closed ballot Adjourn the AGM

AFTER THE AGM Positions are elected as Directors first At a separate Directors’ meeting (to be held either after the AGM or on a later date), the Directors vote on the Chair’s position Chair will then appoint the Executive Committee The Executive Committee runs the day to day business of the Society and in most cases is generally made up of the elected Directors Check the Society’s Constitution and Bylaws for these positions. Often these positions are the following: Chair, Vice-Chair, Secretary, Treasurer and a Director-at-Large Sub-committees can be appointed by the Directors as required

Meeting Follow-up File the following within 30 days of AGM to Mary Stewart (BCPC Lawyer) and the BCPC office: Annual General Meeting Minutes with attachments (reports/financials as presented at AGM) Form 4 Submit revised Squadron Information Sheet (Form BCF16) to BCPC Change signing authorities of new Directors at financial institution You will need to take a copy of the AGM minutes to your financial institution to prove the new Directorship Also remember to send in your Form 11. Doug/Sherry will cover this topic in more detail.

Congratulations! Your Squadron Sponsoring Committee has successfully completed their Annual General Meeting! Revised 2018