Ultimate Guide to Not-for-Profit AGMs

An Annual General Meeting (AGM) is one of the most important events on a not-for-profit’s calendar. It’s an opportunity to ensure compliance with legal obligations, engage members, and set strategic priorities for the future. This comprehensive guide covers everything you need to know about planning, conducting, and following up on an AGM. With expert insights, practical tools, and resources tailored for the Australian not-for-profit sector, you’ll have everything you need to make your AGM a success.

What Is an AGM and Why Is It Important?

An AGM is a formal meeting of the members of an organisation where key issues are discussed and decisions are made. These meetings typically include:

  • Reviewing the year’s achievements and challenges
  • Presenting financial statements and reports
  • Electing board members or office bearers
  • Discussing and deciding on critical governance and strategic issues.

AGMs are required by law for most not-for-profits, ensuring transparency and accountability to stakeholders. For detailed legal requirements, see our resource on Legal Requirements for Annual General Meetings.

Pre-Meeting Preparation

There are many ways to prepare for a successful AGM. Here are some of the most important:

Understand what is and is not required at your agm
1. Plan and Set a Clear Agenda

A well-structured agenda sets the tone for an effective AGM. It ensures all necessary topics are covered and keeps the meeting on track. Use our Template Agenda to get started and explore Preparing the Perfect Agenda for detailed tips.

Key agenda items include:

  • Welcome and introductions.
  • Approval of previous meeting minutes.
  • Presentation of reports (e.g., financial, operational).
  • Election of office bearers.
  • Addressing other business and future plans.
2. Notify Members and Safeguard Membership

Ensure that all members are notified of the meeting in advance, as required by your constitution. Include key details like the agenda, location, and voting procedures. Protect the integrity of your membership by verifying member eligibility. Learn more in Safeguarding Your Membership.

3. Prepare Essential Documents

Distribute documents such as the annual report, financial statements, and the meeting agenda ahead of time. This ensures attendees are well-prepared and fosters productive discussions.

Running the AGM

1. Effective Meeting Management

A well-conducted AGM engages attendees and ensures key objectives are met. Refer to Orchestrating Great Meetings for actionable strategies.

Tips for the Chair:

  • Start the meeting on time and follow the agenda.
  • Encourage participation while maintaining control.
  • Manage time effectively to ensure all topics are addressed.
  • Handle questions and conflicts diplomatically. For more guidance, see Tips for the Chair.
2. Address Difficult Conversations

Sensitive topics or disagreements may arise during AGMs. Equip yourself with techniques to navigate these challenges using our resource on Navigating Difficult Board Conversations.

Discover what goes in the meeting minutes
3. Record Accurate Minutes

Accurate minutes are critical for documenting decisions and ensuring accountability. Use our Minutes Template as a starting point.

Post-Meeting Follow-Up

1. Distribute Minutes and Communicate Outcomes

Share meeting minutes promptly with all members. Highlight key decisions, voting results, and action items to ensure transparency and accountability.

2. Evaluate and Improve

Conduct a post-meeting review to assess what went well and what could be improved. This process will help you refine future AGMs. Use tools like the Decision-Making Tool to evaluate the effectiveness of your decisions.

3. Plan for the Year Ahead

Leverage the discussions and insights from your AGM to inform your organisation’s strategic and operational plans. For assistance with strategic planning, see our strategic planning resource hub, full of information that will help your organisation.

Tools and Resources for AGMs

Templates and Tools
Help Sheets

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