Preparing For Your Annual General Meeting

• Financial information has been taken to the accountant for preparation of the financial statement.

• A committee has reviewed the bylaws and is prepared to bring forth any items that need updating.
• Date of AGM has been set and meeting location has been secured.
• Any advertising that is to be placed in a newspaper or mailed out is prepared.
• A financial budget has been prepared and approved by the directors for presentation at the AGM.

• Meeting notice has been provided to all members. Method of notification is as per bylaws.
• Two weeks notification is the minimum notification required for the AGM.
• Notice is provided to members as to the deadline for agenda items.
• The financial statement has been returned to the board and any errors or omissions have been clarified with the accountant.

• The accountant financial statement, bylaw changes, minutes of last AGM and any other pertinent information has been copied for distribution.
• The secretary should have a copy of all reports to be presented at the AGM. Copies of these reports will be attached to the minutes.
• Treasurer has secured and prepared a receipt book for membership payments.
• Executive has prepared the agenda, as per the Agricultural Societies Act.
  The following will be the order of business at annual meetings:
  • Reading minutes of previous meeting;
  • Addresses and reports of officers;
  • Reports of committees;
  • Unfinished business;
  • New business;
  • Addresses and discussions;
  • Election of officers;
  • Adjournment.

• Have members and guests sign-in upon arrival.
• Confirmation of meeting quorum should be established at the beginning of the meeting.
• Quorum for an AGM is a minimum of 10 members, or greater if your bylaws state more. If quorum can not be met, the meeting should be postponed and rescheduled, to a later date, that will allow the 2 weeks minimum notice.
• No business should take place at a meeting without a quorum.
• The accountant financial statement must be presented at this meeting for the approval of the membership.

• Executive/Treasurer should come prepared to answer questions on the financial statement and present a budget.
• Directors should come prepared to present reports and answer questions on their various responsibilities.
• A copy of the Bylaws, Agricultural Societies Act of Alberta, and a meeting procedure handbook (e.g. Robert’s Rules of Order) should be at the meeting for reference.