Chair's playbook

Chairing the AGM? Don’t panic. Here’s what you need to know.

  • Things in red text are required by the Constitution. Everything else is technically optional.
  • Things in bold are things which should should be formally proposed and/or minuted.
  • Footnotes tell you exactly where in the Society’s governing documents any particular rules come from.
Table of contents
  1. Quick stuff
  2. Structure of the meeting
    1. 1. Attendance and apologies
    2. 2. Introduction and welcome
    3. 3. Minutes/matters arising from previous AGM
    4. 4. Trustees’ Annual Report
    5. 5. Election of Trustees
      1. Eligibility rules
      2. Resignation rules
    6. 6. Chairs’ Remarks
      1. Chair of the Trustees
      2. Chair of the Committee
    7. 7. Treasurer’s remarks
      1. Annual Statement of Accounts
    8. 8. Election of officers
      1. Offices
      2. General Members
    9. 9. Any Other Business
      1. Social
      2. Membership fees
      3. From the floor

Quick stuff

  • The Chair for the meeting is the Chair of Trustees if present and willing. Failing that, Members present shall elect a chair1.
  • Quorum for the meeting is either five Members or 25% of Members, whichever is greater2.
    • If the meeting isn’t quorate within 15 minutes of the start time, it shall be adjourned to a future date3.
  • Decisions are made by a straight yes/no vote of Members present4, by show of hands5.
    • The Chair may elect to make decisions by poll, Members can force a poll if 10% agree5.
    • The Chair has a casting vote6.
  • Minutes must be kept of the meeting and any decisions made7.

Structure of the meeting

This is based on the usual agenda. There may be some variation meeting-to-meeting, but this is a good starting point.

1. Attendance and apologies

Make a note of any Trustees or Members who have given their apologies.

2. Introduction and welcome

Welcome Trustees and Members to the meeting, give a quick overview of the purpose:

  • Report on the previous year
  • Ask and answer questions
  • Vote on any resolutions put to the meeting (there may not be any)
  • Elect Trustees
  • Elect Committee

3. Minutes/matters arising from previous AGM

Go through the minutes of the previous AGM, and any other General Meetings which have happened since.

Address any matters which have arisen from those minutes, make note of any necessary corrections, and propose that they be accepted as a true record of the meeting.

4. Trustees’ Annual Report

The Trustees must present an annual report as part of the AGM8.

Invite questions and comments on this report. The meeting does not need to approve the report, that’s the job of the Trustees9.

5. Election of Trustees

The meeting must appoint Trustees as necessary8.

  • There must be at least two elected Trustees. There may be up to five10.
  • There must be at least three Trustees in total11.

Eligibility rules

  • A Trustee who has just resigned can be re-elected, as long as it isn’t for a fourth consecutive term12.
    • A Trustee who has served three consecutive terms is eligible for re-election after three years12.

Resignation rules

  • At the first AGM all elected Trustees must resign13.
  • At subsequent meetings, 1/3 of elected Trustees (or the number closest to 1/3) must resign14. Unless someone wants to step down, the Trustees who have been in office the longest must resign15.
  • The Vicar of Whitkirk is an ex officio Trustee16 and does not need to resign14.

6. Chairs’ Remarks

Chair of the Trustees

The Chair of the Trustees is expected to make some remarks summarising the previous year. These are probably very similar to those in the Trustees’ Annual Report, and should be primarily focussed on how the Society has achieved its charitable objects.

Chair of the Committee

The Chair of the Committee is expected to make some remarks summarising the previous year, covering the overall activities of the Society.

If the same person holds both roles, just make one set of remarks.

7. Treasurer’s remarks

Invite the Treasurer to make some remarks on the overall financial health of the Society.

Annual Statement of Accounts

The Trustees must present a statement of accounts as part of the AGM8.

Invite questions and comments on this statement. The meeting does not need to approve the statement, that’s the job of the Trustees9.

8. Election of officers

The Trustees may delegate powers or functions17, and choose to delegate day-to-day running of the Society to the Committee18.

Offices

The following named offices are eligible for election19:

  • Secretary
  • Treasurer
  • Stage Manager
  • Musical Director
  • Booking Secretary
  • Publicity Manager
  • Wardrobe Manager

One person may (by convention) hold more than one office.

Election of officers is by ballot in the event of a contest20; in the event that an office is uncontested the convention is that the meeting approve the appointment with a straight yes/no vote as with other business4.

General Members

The Committee may have up to twelve individual people on it21. Following the election of officers, remaining seats on the Committee are filled by general members willing to run for election.

Note that at least one member of Committee must be a trustee22. If a Trustee doesn’t already hold a named role, the Trustees must appoint someone to sit on the Committee.

Election of general members is by ballot in the event of a contest20; in the event that fewer members are running than there are available seats on the Committee the convention is that the meeting approve the appointments with a straight yes/no vote as with other business4.

9. Any Other Business

Social

Discuss to Society’s plans for any upcoming social events.

Membership fees

The power to decide membership fees ultimately lies with the Trustees 23, but conventionally:

  • The Committee have discussed membership fees beforehand and makes a recommendation to the meeting, then;
  • The meeting then decides whether to accept that recommendation or not, then;
  • The meeting makes a recommendation to the Trustees.

Propose that the Meeting make any recommendation about either maintaining or adjusting membership fees.

From the floor

Invite Members to bring any other business to the meeting.

  1. Constitution, clause 11(4) ↩

  2. Constitution, clause 11(5)(b) ↩

  3. Constitution, clause 11(5)(d) ↩

  4. Constitution, clause 11(6)(a) ↩ ↩2 ↩3

  5. Constitution, clause 11(6)(b) ↩ ↩2

  6. Constitution, clause 11(6)(e) ↩

  7. Constitution, clause 24 ↩

  8. Constitution, clause 11(1) ↩ ↩2 ↩3

  9. Constitution, clause 25(1) ↩ ↩2

  10. Constitution, clause 12(3)(a) ↩

  11. Constitution, clause 12(3)(a) ↩

  12. Constitution, clause 16 ↩ ↩2

  13. Constitution, clause 13(1)(a) ↩

  14. Constitution, clause 13(1)(b) ↩ ↩2

  15. Constitution, clause 13(1)(c) ↩

  16. Constitution, clause 13(2) ↩

  17. Constitution, clause 18 ↩

  18. Rules and bye laws, clause 1(2)(a) ↩

  19. Rules and bye laws, clause 1(2)(c) ↩

  20. Rules and bye laws, clause 1(2)(e) ↩ ↩2

  21. Rules and bye laws, clause 1(2)(b) ↩

  22. Rules and bye laws, clause 1(2)(b)(i) ↩

  23. Constitution, clause 9(5) ↩