How to run an AGM
How to Guide: 1 – How to Run an AGM
The group’s AGM should be set for a date between mid-July (after the Institute’s accounts have been audited and approved at the Institute’s AGM) and before the end of November.
A minimum of four week’s notice should be given to all existing participants. Best practice includes email, online forums and web-posting, as well as in previous meetings and general marketing communications.
Notice of the AGM should include:
- Date, time and venue
- Minutes from the last AGM
- List of the current committee members and their roles
- Biographies of any candidates standing for the committee (including any that were co-opted during the year)
- Financial report
*NB if the last two items are not available for circulation in advance they can be distributed at the meeting.
- To give a Chairman’s report
- To thank committee members for their work over the previous year
- To present the group’s annual accounts
- To elect new committee members (must all be IoF members)
- To give all Group participants (Institute members and non-members) an opportunity to present ‘any other business’ and ask questions.
The Group logo should be included at the top right-hand side and the agenda should include:
Institute of Fundraising
Annual General Meeting
- Minutes of the last AGM
- Chair’s Report
- Treasurer’s Report
- Election of new committee members
- (Update from Central Office – optional)
- Any other business
Holding an AGM works best when held as part of a committee meeting (either at the end, beginning, or during, the lunch period). Participants should have the opportunity to attend the AGM without charge.
Conducting the AGM
The Chair should conduct the meeting and will usually talk through all the items apart from the Treasurer’s report.
All attendees should be asked to sign in at the beginning of the meeting - please send this list to the Membership Communities Manager.
At the start the Chair should announce that the official business of the AGM has started.
Once official business has begun, all information should be recorded in the AGM minutes. These will need to be sent to the Membership Communities Manager.
- All apologies received in advance of the meeting should be recorded. These can either be read out in full at the meeting or committee members simply by name.
- Minutes of the previous AGM should be circulated in advance the meeting and those present should be asked whether the minutes are a ‘true and correct record of the previous AGM’ and should be asked to accept them. This should be recorded.
- The Chair should give a brief report on the previous year’s activities and highlights for the forthcoming year. This report is an opportunity to thank colleagues for their service. Any committee members standing down should be announced and those committee members wishing to remain on the committee should be identified as such. Any questions can be taken at the end of the session or deferred to ‘any other businesses’. A brief report of all aspects of the Chair’s report should be recorded.
- The Treasurer should circulate an outline of the Group’s finances and briefly talk through the figures clarifying that the Group’s accounts are part of the Institute’s accounts and that the Institute’s accounts have been audited professionally and approved at the Institute’s AGM in July. The attendees should be invited to ask questions. A brief report of all aspects of the Treasurer’s report should be recorded.
- If there are fewer candidates than committee spaces available all nominees should be elected without challenge. Their names should be read out and recorded as elected. If there are more candidates than spaces then a vote should be taken at the meeting and the results of any vote recorded. Only members of the IoF can vote.
*NB Please note the committee decides amongst themselves who should take the officer roles at their first committee meeting following the AGM. The roles are not agreed by vote at the AGM. (See Group_Committee_Roles_Appendix).
- On invitation, a representative of the IoF can be present at the AGM to update on matters from the central IOF and/or support or provide guidance on particular issues. A minimum of four week’s notice should be provided.
- Any other business. The Chair should announce that the formal part of the meeting is over and ask for ‘any other business’ and any questions. When this is completed the AGM should be declared closed.
The Secretary or one of the other committee members should write up the minutes of the meeting ensuring that the salient points and number of attendees is recorded.
A set of minutes (they are not approved until the next AGM) together with details of the following year’s committee should be sent to the Membership Communities Manager at IoF. The new/updated committee should be posted on the Group’s page of the IoF’s website.