Template

Annual general meeting (AGM) template

The yearly meeting of members: the year's report, the accounts, the elections and the votes the rules require.

90 minutesFor Chairs and secretaries of clubs, charities, societies and small companiesAgenda room
Change the agenda first

The agenda, with a time for each part

  1. Opening, apologies and whether enough members are here5 min
    • Do we have the number our rules require?
  2. Minutes of last year's meeting5 min
    • Are they a true record?
  3. The chair's report on the year15 min
    • What did we set out to do, and what happened?
  4. The accounts15 min
    • Where did the money come from, and where did it go?
    • Do members accept the accounts?
  5. Election of officers and committee20 min
    • Who is standing, and who proposed and seconded them?
  6. Motions sent in beforehand15 min
    • What exactly is proposed, in its final words?
  7. Subscriptions and next year's budget8 min
    • Does the fee change?
  8. Any other business, and close7 min
    • Is this something the meeting can decide today, or does it need notice?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

Present. 34 members; the rules ask for 20.

Accounts. Income $18,400, spending $16,950. Accepted, 33 for, 1 abstaining.

Elected. Chair: Lena Ortiz, unopposed. Treasurer: Noah Reed, 21 votes to 13.

Motion. Raise the yearly fee from $30 to $35. Carried, 26 to 8.

Running it well

Ways to change it

Online or mixedAgree beforehand how people vote — a poll, or hands on camera — and test it. Check that your rules allow it.
A very small groupThirty minutes: report, accounts, elections. The votes still get written down.

When to skip it. You usually cannot. If your rules or the law ask for one every year, hold it, however short.

Questions

What is the order of business at an AGM?

Apologies and attendance, last year's minutes, the chair's report, the accounts, elections, motions, subscriptions, and any other business.

What is a quorum?

The smallest number of members who must be present for the meeting's decisions to count. Your own rules set it.

Who takes the minutes at an AGM?

The secretary. They record who was present, each motion in its exact words, and the count of every vote.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

More templates

Investor pitch meetingA first meeting with an investor: ten minutes of pitch, plenty of time for their questions, and a clear ask at the end.Board meetingHighlights, the numbers, the asks, and the votes — in that order.Investor update callFor the people who put money in: the numbers, what went wrong, and what you need from them.Nonprofit board meetingFor a charity or association board: approve the minutes, the money, the reports and the votes — in order, and on the record.Interview debriefAfter the interviews: each interviewer's view, written before the meeting, and a clear yes or no at the end.Career conversationNot this week's work: where the person wants to be in a few years, what is in the way, and one step to take next.Client kickoff meetingThe first meeting with a new client after they sign: what success looks like to them, who does what, and how you will keep in touch.Renewal callA few weeks before a contract ends: what the customer got from it, what they want next, and whether they stay.

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