Plan and Organize the Annual General Meeting for a Non-Profit ...

- Preparing the AGM Agenda - Fanginhoon
The board and senior management of a non-profit organization can follow these guidelines for planning and organizing an effective Annual General Meeting.
The Annual General Meeting (AGM) of a non-profit is a significant event. Even though it might seem like a burden or just another meeting,the importance of the AGM is evident on several levels.
- The business portion of the meeting complies with any legislation and by-laws to show accountability for finances and clients services.
- The communication of accomplishments, challenges and plans for the next few years demonstrates transparency to all stakeholders.
- A discussion of plans and details of client service helps raise awareness of the value of the agency in community.
Develop the AGM Agenda
In order to take advantage of this yearly opportunity, the agenda for the AGM begins with items of business and then moves to the more engaging aspects of the organization?s operations. It is important to include everything that is necessary for compliance with legislation and the organization?s by-laws.
A typical agenda comprises the following.
- Registration of members, voting and non-voting.
- Distribution of document package (agenda, annual report, minutes of last AGM, etc.).
- Welcome and introductions.
- Declaration of quorum according to organization?s by-laws.
- Business arising from minutes of the last AGM.
- Report from Board Chair with reference to Annual Report and Strategic Plan.
- Report from Executive Director/CEO with reference to Annual Report and Strategic Plan.
- Questions/discussion of this information.
- Report from Treasurer, presentation of audited financial statement, questions, and appointment of auditors for the next year.
- Election or confirmation of Board members according to by-laws.
- Any other business according to by-laws.
- Adjournment of business meeting.
- Guest speaker or presentation.
- Refreshments and a tour of the facility, if appropriate.
Guest Speaker or Presentation
The business part of the AGM fulfills the agency?s commitment to accountability and transparency. However, an effective AGM will also include a presentation that will demonstrate the value of the client services.
Here are just a few ideas for a 15-20 minute presentation that can enhance the quality of the AGM.
- Client testimony. If the client service is intended to support clients in turning their lives around, ask an actual client to share his story. That brings to life the successful outcomes of the client services.
- Volunteer or staff presentation. Donors, funders, community partners, and even board members are not always aware of the day-to-day work on the front line. Arrange for an articulate front line worker, whether staff or volunteer, to share the challenges and rewards of client service.
- Highlights of specific service. Showcase one aspect of the organization?s service. For example, if a street outreach service started in the past year, the coordinator of the service could talk about it from staff and client perspectives, perhaps using a PowerPoint presentation with engaging visuals. If there is an art therapy component to a drop-in service, the AGM is a good venue for a brief presentation with an exhibition and sale of the art.
- Presentation on need for service. Introduce a recognized expert in the particular service delivered by the agency. This person is in a position to acknowledge the importance of the work done by the non-profit and/or speak to emerging issues, increasing demands, and opportunities for the agency to move forward in enhancing its services.
- Community partners. The ED/CEO of another agency that partners with the non-profit for client service delivery is able to speak to the importance of this partnership and the role of the non-profit in the community.
It is always helpful to have any presenters available during refreshment time to speak with AGM attendees. A board member or the ED/CEO can be available to support a client, staff, or volunteer who might be questioned, without doing the talking for her.
Announcement of AGM
There are two important factors to consider in announcing the AGM: the timing of the announcement or invitation and the distribution of it.
- Timing. Announce the AGM far enough in advance for stakeholders to put it in their agenda. Distribute a ?save the date? notice several months ahead of time to significant stakeholders. In addition, the organization?s by-laws usually identify the minimum advance notice that must be given. Three weeks is the absolute minimum notice period.
- List of invitees. Invitations are usually mailed to individual, significant stakeholders such as members as defined in the organization?s by-laws, donors, funders, politicians, community service partners, and any sponsors from the private sector.
- Pubic announcements. In the interests of transparency, the non-profit board will want to place notices in newspapers, agency newsletter and web site, community web sites and forums, and on community bulletin boards
Administrative Support for AGM
Usually the ED/CEO and his staff look after the administrative detail in organizing the AGM. Besides organizing space and refreshments, the following support work needs to be done in a timely manner.
- Review board and membership list to ensure that it is accurate, complete, and up-to-date.
- Prepare list of other invitees in time for it to be confirmed by the board and management.
- Prepare agenda for confirmation by board and management.
- Distribute announcements and agenda to invitees and through media in the community.
- Prepare copies of the minutes of the last AGM, the current Annual Report, and any other document that will be distributed. Make sure there are sufficient copies for all attendees and anyone else who might request them.
- Post pertinent documents on web site immediately after AGM.
- If by-laws allow for board nominations from the floor, prepare simple ballots to use, as needed.
- Attend AGM to register voting members and record any other attendees, whether on the invitee list or not.
An effective AGM is well planned and organized and can stand alone as a significant event. Although some non-profits schedule AGMs as part of a dinner or fundraiser, these meetings are milstone events that deserve their own time.
Constance Woloschuk -
30 years experience in management and organizational development; extensive volunteer work with faith-based organizations.

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