Some legal structures require the forum to hold an Annual general Meeting (AGM). The meeting is a good way to allow the wider parent carer membership to hear reports from the steering group or committee on the achievements and work you have undertaken throughout the year.
AGMs are also usually the time when forums elect the steering group/committee for the following year and make any changes to their constitution.
The forum’s governance document should contain details on the requirements for holding an AGM, including:
- How often do you have to hold AGMs?
- How much notice should you give of the meeting?
- Who do you have to notify about the meeting?
- How many people have to be at the meeting to make it official? (This is called the quorum).
- Do the group’s accounts have to be independently examined (or audited) before the AGM?
- Do you need to take nominations for new committee members in advance, or can you take them at the meeting? (It is usual to have a proposer and seconder for each nomination)
- How much notice is required if anyone wants to propose an amendment to the constitution and the process to do this.
Holding your first AGM may feel overwhelming, but below you will find some helpful suggestions on what you need to consider and do.
Finding somewhere to have the AGM:
- Set a date and time, and the length of the AGM.
- Book the meeting room (some community buildings may have a free or low cost room you could use).
- Think about whether the room is accessible to all your members – e.g. could a wheelchair user attend the meeting?
- Ensure that the room will be big enough to accommodate a minimum number of people.
- Decide what refreshments you want to provide, and check what equipment is available at the venue.
- Let your members know about the AGM. You may also want to invited people you work with to hear about the great work you have been doing.
- The invite should include date, time, duration, venue, and information about the elections of officers.
- You could include the whole agenda or just highlight one or two items.
There are some documents you will need to prepare in advance. This usually includes a finance report or accounts. You will also need a report on the work you have done. Think about what some of the key things are you want people to know.
Many forums produce an annual report, which you can use for this purpose. You may find the examples below helpful:
You will need to set out an agenda for your AGM and organise someone to take the minutes. You can find sample agendas and more information on the resource centre website or the Charity Commission website.
Do forums need to hold an AGM?
Some governance structures do not require an AGM. For example, CICs are not usually required to hold an AGM as this is not a requirement for companies. It is good practice for forum’s to have AGMs as it provides a good opportunity to keep the wider membership informed. Some CICs have an AGM or similar type of meeting, as this provides an opportunity for them to share the work they have done with their community. For example, the National Network of Parent Carer Forums hold an AGM as part of the annual conference.
Do you have any thoughts about this page? Visit our How to feedback page to share them.
Looking for something else? You can find a full list of pages on our Parent carer forum handbook contents page.
