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In order to run a club meetings should be held regularly and the format and frequency of these meetings will be dependent on the size and type of organisation and the purpose of the meetings.

Annual General Meetings

An Annual General Meeting (AGM) is, as the name suggests, an annual meeting and must occur within six (6) months of the end of the organisation’s financial year.

Here are some important things to know about AGMs:

Calling the AGM

  • The constitution sets out how an organisation will call an AGM, the required notifications and the calling of special resolutions. As an example the model rules sets out that the secretary notifies each member and must
  • Outline the nature of the business (including that it is the AGM)
  • Send the notice at least 14 days before the AGM
  • Send written notice and details of any special resolutions at least 14 days before the AGM
  • The secretary can send the meeting notice and a notice of any special resolutions in the same document

Running the AGM

  • The constitution sets out what business will be covered under the AGM, the model rules sets out the following rules:
  • Receive the financial statement for the last financial year, covering income and expenditure, assets and liabilities and mortgages, charges and securities affecting the association’s property
  • Receive a financial report that is either audited or verified dependent on the Office of Fair Trading's requirement; this report will then need to officially be presented and adopted
  • Appoint an auditor or verifier for the next financial year
  • Elect all members of the management committee

The previous minutes for the AGM should be drawn from the last AGM and the minutes must be recorded and kept. The minutes must also state that they are from an AGM.

Committee Meetings

At a minimum a committee must meet every four (4) months or more regularly as required. The committee can decide how it calls and runs a meeting but it should be consistent with the Constitution or Model Rules; always have recorded minutes and happen at an agreed place and time.

The President must chair the committee meeting, if absent another member can chair it. The meeting must have and maintain a quorum for its duration. A quorum will be identified in the constitution and model rules. It typically will be more than half of the number of committee members as at the last general meeting.

General Meetings

General meetings can be held at any time and as often as required. Like the AGM and committee meetings the constitution will set out the process for calling general meetings including giving notice to members.

The constitution or model rules should include rules around proxy voting, making a quorum and the procedure to follow at the general meeting.

A quorum is generally the same number of members as are on the committee plus one (1); if the committee makes up the entire membership it will be the total number of members minus one (1).

All minutes from a general meeting should be recorded and kept.

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