Corporations need to be accountable to their members. Although there are many ways for members to engage and connect with your corporation, the AGM is the key event that allows members to interact with the board and management—to ask questions, express their views and vote on matters.
Plan the meeting
Work out the place, date and time. Will you hold the meeting virtually or in person? You might want to issue a ‘save the date’ to your members.
Prepare the agenda and papers:
- Will there be any special resolutions or other resolutions—for example, do you have any rule updates or proposals for related party transactions?
- If members can appoint a proxy: What are the rules about proxies? Do you have an appointment-of-proxy form that can be attached to the meeting notice?
- What reports will the board or staff present?
- The board is responsible for the corporation’s performance, so they need to report to members about it. The report should demonstrate how the corporation is meeting its purpose or if not, why not. A good report will provide a summary of the year’s activities and achievements (how the corporation performed against its strategic plan) and a preview of what’s planned for next year.
- If your corporation has a CEO/manager, they should also present a report to members on the corporation’s business and operations.
- Will there be an election for directors? The AGM is the time that most corporations appoint their directors. Confirm which directorships are ending. If there are vacancies, check your rule book for eligibility requirements and the process for appointing people. Encourage nominations to fill the available positions and look for potential directors with the skills and experience the board needs. Remember that before they can be appointed, prospective directors must give their consent in writing.
Give notice and get ready
Send out the notice to members with the agenda and any required papers (either attached or letting members know how to access them). Normally at least 21 days’ notice must be given (check your rule book as it may set a greater time period).
Prepare all documentation:
- the minutes of the previous general meeting
- copy of the current rule book (you can download a copy any time from your corporation's documents in the 'Find a corporation' tool)
- if required, proposed rule book changes
- if required, proposals for related party transactions
- corporation annual reports to members
- any extra items you’ll need for the meeting (eg voting papers)
Make sure the corporation has organised:
- a person to take minutes of the AGM
- a person to chair the meeting
- the register of members (and the process for how members are going to check their details are correct—either in person or virtually)—the 'register of members' is kept by the corporation, it's different to the 'list of members' on the public register.
- who will collect apologies and report them to the meeting chair
- if proxies are allowed, who will collect them and report to the meeting chair
- if you are webcasting or teleconferencing your AGM, confirmation and testing of services.