GUIDELINES 1. Planning 2. Meeting Documents 3. Meeting Protocol 4. Recording of minutes 5. Follow up
Before the AGM Time line Fiscal year end is August 31 Meeting should be held 6 months after financial year-end (August 31,) Send Notice of meeting to members/parents (14 days prior to Annual General Meeting) MEMBERS / PARENTS: what’s the difference? Send Notice of significant changes: i.e. motions, by-laws, (via newsletter to parent body, direct notification to members- electronic or post)
Meeting Documents Financial statements Agenda (check your by-laws or Section 3.1.5) Previous minutes (last AGM) Assign person to record notes of meeting Voting cards (members only) List of current members in good standing
Meeting Protocol Assign person to take notes (secretary) Ensure there is a quorum (stated in your by-laws) Formal motions vs consensus agreement Have Treasurer/directors speak on reports Conduct election – by past chair or appointed member or League Representative
(SAMPLE) Agenda Air Cadet League of Canada Xxx Squadron Sponsoring Committee Annual General Meeting Annual General Meeting Date:________@ ______pm Location:________________ 1. 1. Call to Order 2. 2. Reading of Notice (Notice of Annual General Meeting) 3. 3. Quorum Declaration 4. 4. Adoption of Agenda 5. 5. Adoption of minutes of previous Annual General Meeting 6. 6. Old Business 7. 7. Reports 1. 1. Chair (Short condensed version of Annual Report) 2. 2. Treasurer (Financial Statements of Previous year) 8. 8. Election of Directors 9. 9. New Business 1. 1. Presentation of Budget (for current year) 2. 2. Present Motions or Special Resolutions 10 Adjournment
ELECTIONS PROCEDURES ELECTIONS PROCEDURES (Brief overview) Committee as a whole resigns. Nominations are called forward. Nominations are closed. If all positions are filled and no further nominations are brought forward, then acclamation is declared. NOTE: Nominations must be called for 3 times before acclamation is declared. If additional nominations are received then elections go to a vote via closed ballot.
ELECTION PROCEDURES CONT’D Nominees are not required to be screened prior to the Elections, however if elected must complete screening process immediately and can not work with the around cadets until the screening process is completed. NOTE: Nominees must have made application to the Society for membership and have been successfully accepted prior to Elections. Positions are elected as “DIRECTORS” first, then the directors decide who will sit as Chair. Chair will then appoint the Executive Committee. (The Exec Committee runs the day to day business of the Society and in most cases is generally made up of the elected Directors)
Motions Changes to the Bylaw are made by presenting a Special Resolution and must be presented 14 days prior to the AGM. If non-controversial amendments are made, there is no need to record what they are, just record the final wording of the main motion.
Minutes Content Keep it simple (point form). Identify: who, where, why (purpose). Include a summary of verbal reports (can be in point form). Record any formal motions or consensus agreements. AGM minutes must be completed with: Chair’s signature Secretary’s signature Current date
Meeting Follow-up File Annual General Meeting Minutes listing new members. File Form 11 (Found on website listed) http://www.fin.gov.bc.ca/registries/corppg/crsocieties.htm Submit revised Squadron Information Sheet to BCPC listing new members Change signing authorities of new Directors at financial institution. Contact Squadron Sponsoring Committee’s BC League Representative with questions or concerns.
Congratulations! Your Squadron Sponsoring Committee has successfully completed their Annual General Meeting. Revised 2014