An Annual General Meeting (AGM) is a meeting held once a year by the Club and Branch, to review and report on the activities of the past year, discuss any important matters, and elect new committee members or office bearers for the upcoming year.
It is important to note that the AGM is a key opportunity for club and Branch members to have their say and contribute to the future direction of the club. It is also an important legal requirement for incorporated associations, including SLSQ clubs.
When are AGM’s called for?
AGMs are called for once a year and as per the Club or Branch constitution, a notice will be distributed to relevant persons/members prior to the AGM.
What usually happens at AGM’s?
At an AGM, the Club and Branch committees and members will typically discuss the following:
- The minutes of the previous year’s AGM will be presented and members will be asked to approve them.
- The club’s president will present a report summarising the activities of the club over the past year, highlighting any achievements or challenges faced.
- The Annual report is presented with copies available for members (this may be either hard copy or electronic).
- New Life Members nominations should be acknowledged and presented at the AGM.
- The club’s treasurer will present a financial report outlining the club’s income and expenses, profit and loss and balance sheet for the past year. This will typically include the presentation and adoption of the club’s annual financial statements.
- Club Financial Auditor should be sourced and included as an agenda item.
- Members will vote to elect new office bearers or committee members for the upcoming year. This must include positions such as President, , Treasurer and Secretary (a requirement as per the Associations Incorporations Act (Qld)) and any other relevant officer positions as outlined in the clubs constitution and by-laws. Members may raise any other business or concerns they have, which can be discussed and voted on. Noting that rules in relation to Notices of Motion must be followed if required in this instance.
Some additional items could be included in your AGM if the President and Management Committee require.
To support your requirements for your AGM use theTGOV0048 – Club AGM Checklist.
Prior to the AGM
By ensuring that the AGM is well-planned, properly advertised, and conducted in accordance with the club’s constitution and legal requirements, clubs can help ensure the continued success and growth of their Club or Branch.
Every club or branch must fulfil specific constitutional requirements to ensure compliance with their respective regulations and guidelines.
At the AGM
During an AGM, members gather to discuss and make decisions regarding the club or branches affairs, approval of the previous year’s minutes, review of annual activities, achievements, audited financials are presented, and members have the opportunity to ask questions and seek clarifications.
Elections are conducted to appoint or reappoint office bearers and committee members. Any proposed changes to the constitution or bylaws are discussed and voted upon.
After the AGM
After an Annual General Meeting (AGM), there are important tasks that should be completed to ensure that the decisions made at the meeting are implemented effectively.
Here are some key tasks to consider:
- Destroy any ballot papers
- Record minutes
- Update records
- Club, Branch and State award board updated
- Follow up on actions
- Submission of required documents to the Australia Charities and Not-For-Profit Commission and the Office of Fair Trading.
- Documentation as part of your affiliation with SLSQ should be submitted to the relevant Branch.
- Update Office Bearers in Surfguard (Instructions)
TGOV0048 – Club AGM Checklist.docx
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