# How to run a club AGM (with agenda and notice templates)

## AGM notice template

Adapt the bracketed parts and check the notice period against your constitution.

> **NOTICE OF ANNUAL GENERAL MEETING**
>
> **[Club name] Inc.**
>
> Notice is hereby given that the Annual General Meeting of [Club name] Inc. will be held:
>
> **Date:** [day, date]
> **Time:** [time]
> **Venue:** [venue and address, plus online link if offered]
>
> **Business:**
>
> 1. Confirmation of the minutes of the previous Annual General Meeting
> 2. Receipt of the President's report
> 3. Receipt of the Treasurer's report and annual financial statements
> 4. Election of committee members for [year]
> 5. Appointment of [auditor/reviewer], if required
> 6. Setting of membership fees for [season/year]
> 7. Special business: [any special resolutions, set out in full]
>
> Nominations for committee positions [must be lodged with the Secretary in writing by [date] / may be made from the floor]. A nomination form is [attached / available at ...].
>
> Only financial members are entitled to vote. [Proxy arrangements, if your rules allow them.]
>
> [Name], Secretary
> On behalf of the Committee, [date]

Two details worth the pedantry: any **special resolution** (constitution changes, fee structure changes if your rules treat them that way) must usually be set out in full in the notice — you cannot spring one on the night. And the notice should state who is eligible to vote, so the "is Dave financial?" debate happens at the sign-in desk, not mid-election.

## AGM agenda template

A good AGM runs 45–60 minutes. The chair's copy should have time allocations on it; here they are built in.

| #   | Item                                                                              | Who                | Time      |
| --- | --------------------------------------------------------------------------------- | ------------------ | --------- |
| 1   | Welcome, acknowledgements, apologies, confirm quorum                              | President          | 5 min     |
| 2   | Confirmation of previous AGM minutes                                              | President          | 3 min     |
| 3   | President's report — the year in review                                           | President          | 8 min     |
| 4   | Treasurer's report and financial statements — motion to accept                    | Treasurer          | 10 min    |
| 5   | Other reports (juniors, canteen, sponsorship) — taken as read, questions only     | Report authors     | 5 min     |
| 6   | Setting of membership fees                                                        | Treasurer          | 5 min     |
| 7   | All committee positions declared vacant; election of office bearers and committee | Returning officer  | 12 min    |
| 8   | Appointment of auditor/reviewer (if required)                                     | President          | 2 min     |
| 9   | Special business as per notice                                                    | President          | as needed |
| 10  | General business (time-boxed — items become new committee's action list)          | Incoming president | 8 min     |
| 11  | Thank-yous, life-member moments, close                                            | President          | 5 min     |

Chairing notes that keep it to the hour:

- **Circulate written reports beforehand and take them "as read".** Reports at the AGM should be highlights and thank-yous, not a recital of the document everyone is holding.
- **Use a returning officer for elections** — a respected non-nominating member who declares positions vacant, calls for nominations position by position, and runs any ballot. Contested positions deserve a written ballot; friendships survive secret votes better than shows of hands.
- **Time-box general business ruthlessly.** It's where AGMs go to die. Anything needing real discussion is noted, minuted, and referred to the incoming committee's first meeting.
- **Celebrate.** Life memberships, volunteer awards, a photo of the new committee. The AGM is also your club's thank-you night; people rejoin committees that feel appreciated.

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