1. How to Run an Annual General Meeting

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

3. 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

4. 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

5. 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
Adoption of Budget
7.3 Present Motions or Special Resolutions
8. Election of Directors
Adjournment:

6. 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).

7. 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

8. 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

9. 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.

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