What do you do in an AGM?
- Report on the past year to your membership, and discuss plans for the next.
- Discuss and vote on changes to your bylaws (if there are any proposed changes).
- In odd numbered years, hold elections for your country committee.
AGM Regulations
- Provide a notice of the meeting time and date to all your membership. The schedule for the notice will likely be indicated in your bylaws, otherwise it is 30 days.
- Ensure you have a quorum (check your bylaws)
- Take meeting minutes and submit these minutes to the International Secretary
- To hold your AGM before July 1 of each year.
Meeting Arrangements
- Set a date and time with your excom that allows ample notification time.
- Create an AGM event on your DA webspace for members to use to rsvp.
- Email an announcement of the meeting to all your members that meets your notification criteria.
- Consider announcing the meeting on FB as well as via email.
- Plan your agenda with your excom.
- Organize volunteers for each aspect of the program. Examples below
- Welcome team to greet members as they arrive
- Refreshments
- Someone to take meeting minutes if your secretary is not present.
- Someone to work with your speaker
- Confirm your speaker (if you will have one) well ahead of time.
Venue Arrangements
- Look for a space that will hold your members comfortably and that will not be noisy.
- Consider accessibility for all of your members.
- Consider a sound system.
- Book your venue space.
- Confirm with the venue a week ahead of the event.
Agenda sample
Annual General Meeting of Democrats Abroad (insert country)
Date, timeThursday 20th October, 7.30 to 9pm
Location
Agenda
- Minutes of previous AGM
- Chair’s report
- Secretary’s report
- Treasurer's report
- Bylaws discussion
Make Your Meeting Fun
- Bring in a speaker
- Add refreshments and provide time for mingling
- Hold a fundraiser
- Register voters
- Welcome new members