AGM Checklist

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Date and Ordinary Business of AGM

Under the Rules of Association:

"26. Annual general meetings - holding of
(1) The society shall at least once in each calender year and within the period of three months of the expiration of each financial year of the society, convene an annual general meeting of its members on such date and at such place and time as the committee thinks fit.

(2) The ordinary business of the annual general meeting shall be -
(a) to confirm the minutes of the last preceding annual general meeting and the last preceding general meeting;
(b) to receive from the committee, auditor, appointed officials, or their representatives, and servants of the society reports upon the transactions of the society during the last preceding financial year;
(c) to elect the officers of the society and the ordinary committee members;
(d) to determine the annual membership fees for the next period of membership.
(3) The annual general meeting may transact special business for which notice is given.
(4) The annual general meeting shall be specified as such in the notice convening it"

However, in regard to the date, the model rules (shown under "subordinate law" at ) state
"21 Annual general meetings—holding of (1) With the exception of the first annual general meeting of the association, the association must, at least once in each calendar year and within 5 months after the end of each financial year of the association, call an annual general meeting of its members."

31(2) of the Associations Incorporation Act 1991 states: "If the model rules make provision in relation to any matter not provided for in the rules of an incorporated association, the rules of the association are taken to include the provision of the model rules in relation to that matter."

The AGM is usually held at 730pm on the Second Last Thursday in September.

Notice of AGM

Under the Rules of Association:

"28. Notice of general meetings
(1) The secretary of the society shall at least 14 days before the date fixed for holding a general meeting of the society cause written notice to be given to members specifying the place, time and date of the meeting and the nature of the business proposed to be transacted at the meeting.

Written notice of the AGM is given to members via MFS-Announce and Monaro Musings.

It was agreed (31Aug10) that notice of motions for the AGM be advised in the Monaro Musings issue immediately prior to the AGM and that such notices be submitted to the editor of the Monaro Musings one week prior to the Musings printing cut-off date.

Preparation Checklist

  • Book venue and catering.
  • Arrange for tables and chairs, whiteboard, markers, eraser.
  • Voting slips, spare pens or pencils
  • Membership List
  • Two volunteer doorkeepers to check memberships
  • Membership Forms for renewals
  • Contact numbers for members, in case a quorum is needed
  • Minutes of previous AGM
  • Reports - uploaded to members' web site and notified by email before the meeting for reading and/or printing by members. A few paper copies on the night.
  • Reports taken as read, maximum 2 minutes speaking to reports.
  • Call for Nominations, Nomination Forms
  • Bank signatories form

AGM Agenda

The agenda may be:

  • Apologies
  • Confirmation of agenda
  • Confirmation of minutes of previous meeting
  • Reports: President, Treasurer, Activity convenors (2 minutes each)
  • Elections
  • Other business
  • Review of membership fees


It was agreed (8Sep09) that optional preferential voting would be used for President, Vice- President, Treasurer, Secretary and Public Officer positions and simple majority voting for the five ordinary committee member positions (with five votes per member).

The main elements of the operation of optional preferential voting are as follows:

  • voters are required to place the number "1" against the candidate of their choice, known as their "first preference."
  • voters may then place the numbers "2", "3", etc., against the other candidates listed on the ballot paper in order of preference.
  • the counting of first preference votes takes place first. If no candidate secures an absolute majority of primary votes, then the candidate with the least number of votes is "eliminated" from the count.
  • the ballot papers of the eliminated candidate are examined and re-allocated amongst the remaining candidates according to the number "2" votes. If no preference is shown the vote is eliminated.
  • if no candidate has yet secured an absolute majority of the vote, then the next candidate with the least number of primary votes is eliminated. This preference allocation continues until there is a candidate with an absolute majority. Where a second preference is expressed for a candidate who has already been eliminated, the voter's third or subsequent preferences are used.

Content Manager: MFS Committee; Status: Confirmed by MFS Committee 10Feb15.

Content Manager: MFS Committee

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