They are not presented at a board meeting or any other general meeting. When a motion is put to approve and second the minutes only people who were present at the previous AGM can move and second the minutes and only those in attendance at the previous AGM can vote to accept or approve the minutes. It is uncommon to send draft minutes to those in attendance at the meeting, in the manner of draft board minutes being sent to board members within a week or two of the board meeting.
Rather, the draft minutes are sent with the notice of the next AGM which gives anyone who wishes to, time to revise the draft minutes and then raise any missing item or error at the AGM itself. Here, we will focus on the former as the latter more or less takes care of itself through the audit process — see Notice of AGM.
The Annual Report is a report for the previous financial year. For most organisations it will be for the period from 1 st July to 30 th June which means by the time the AGM is held by the end of November much of the information will be quite old. The Annual Report serves a couple of purposes. One is as the formal record of the organisation and the second as a marketing tool. Both these purposes should be kept in mind when preparing it. There is no right or wrong formula to the preparation of an annual report but every effort should be made to make it as interesting and readable as possible.
For instance, if you have just installed a new computer system it may be worth a line or two but definitely not a whole half page. On the other hand, if you have held a marvellous awards dinner with some great stories and great winners then a double page spread, with photos, might be appropriate.
After all, everyone likes seeing themselves in photos at events. Subcommittee and working group reports should be succinct and edited to read in the same style - written in either the first or third person so as to not confuse the reader and to give a sense of cohesion to the document. It is appropriate that specific reports be authored by the subcommittee chairman. Whilst it might be more expensive an exercise than simply putting a flip page version on your website there is a much higher chance that a hard copy will be kept and read, so consider the investment.
Some organisations send their annual reports to the various interest groups prior to the AGM. If that did occur then it would render the published documents incorrect if those reports were required to be amended.
Each organisation would usually have an independent firm of accountants to conduct an audit of the annual accounts. These are signed off by the board before presentation at the AGM. If the Bond voter is unable to attend the AGM, they can vote by email or post or nominate someone else temporarily to vote on their behalf at the AGM using a proxy voting form. The proxy form will be sent out with the AGM papers. Anyone from a member organisation can attend the AGM, but only Bond voters can speak or vote in a debate on a motion or resolution.
Book on to AGM. Contact Groups My basket Login. Post a job Careers advice. Resource library Coronavirus Covid Covid advice and resources. Safeguarding progress. Members Groups Staff. Secondary menu Contact Groups My basket Login. You are here Home AGM user guide. Book to attend the AGM Who can attend? Elections to the Bond board How can I stand for election to the Bond board? How does the board choose co-optees?
Motions and resolutions So that members are able to raise issues of concern, Bond has a process by which members can bring motions and resolutions to the AGM for discussion by the wider network. The deadline to submit a motion or resolution is Friday 24 September.
How do I bring a motion or resolution? Motions Motions are designed to make it simple to bring forward matters of policy or issues of concern to the AGM which you would like to see debated by the wider membership. Learn how Convene can give your boards a superior meeting experience.
Request a Demo Now. If you are human, leave this field blank. What should be discussed in annual general meetings? How to conduct AGMs? What is an annual general meeting AGM?
Who attends AGMs? The primary attendees of annual general meetings include: The board of directors The senior executives The company secretary The shareholders The company auditor The legal representatives Companies can require outside representatives or proxies to attend the annual general meeting on behalf of the shareholders who would not partake in the AGM.
What should be on the agenda of annual general meetings? Presentation of Financial Statements The organization must present the annual financial report to the shareholders for their approval. Declaration of Dividend Companies are required to declare the annual profit and distribute the dividend. Election of the Board of Directors One of the main objectives of holding AGMs is to elect or re-elect directors for the upcoming year. Addressing Resolutions Any company matter that requires voting must be submitted to the board of directors before the AGM and must be included as well on the agenda.
How should companies conduct annual general meetings? Ensure Compliance of the AGM with State Laws Most companies are obligated to conduct annual general meetings depending on the government regulations in the state or area where the company has been established. Prepare Before the Actual AGM Holding large events, such as annual general meetings, requires preparation of the board beforehand.
Exercise Shareholder Rights and Engagement As mandated by legal policies, shareholders have rights that companies should observe and give paramount importance. Who can vote at the AGM? Voting members are required to cast their votes on common resolutions at annual general meetings such as: Approval of reports and accounts Declaration of dividend Election or re-election of the board members Appointment of auditors and remuneration Amendments to the constitution Other resolutions proposed in the meeting AGMs must satisfy the quorum requirements as prescribed by the Companies Act to confirm the validity of the voting results.
Additional Tips in Conducting Successful AGMs Effective annual general meetings are thought of from preparation until the documentation of the meeting. Seamless Meeting Process Having a streamlined process, from preparation to the distribution of meeting minutes, can help ensure that all the elements needed have been prepared.
Engagement and Accountability of Shareholders Similar to any other meeting, annual general meetings should enable the engagement of shareholders through discussions and voting.
How can companies hold AGMs in the post-pandemic? Virtual AGMs. Related Articles. Francesca Dosayla Apr 22, Planning a funding application. Fundraising from trusts. Fundraising Events and Ideas.
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