Agenda and papers
Meeting agenda (business of the meeting)
An agenda is a list of items to be discussed at a meeting. It’s a plan for working through the business of a meeting and helps the chair and participants focus on getting the business done.
It’s important to send the agenda with notice to everyone attending the meeting.
What items must you include in the agenda
Agenda for a general meeting
The agenda for a general meeting will depend on the reason for calling the meeting.
Agenda for an AGM
Certain things should be included in the agenda for an AGM, some are required by the CATSI Act and some may be in the corporation's rule book. If you forget to include these things in the notice, the CATSI Act makes it clear they can still be part of the business at the AGM.
An AGM agenda must include:
- the consideration of the corporation's annual financial report, auditor's report and directors' report (if the corporation is required to prepare these reports)
- electing or appointing directors
- the appointment and remuneration of an auditor for the next year (if the corporation is required to appoint an auditor).
It’s a good idea to check the minutes of the previous general meeting for actions or follow-up so they can be closed or included in the agenda of this next meeting.
Who prepares the agenda
If your corporation is large in size, it’s normally your secretary in consultation with the chairperson who prepares and settles the agenda.
In medium and small size corporations, the board or a small committee might do it.
Tips for building your meeting agenda
- Prioritise items based on urgency to ensure critical items are covered. Put significant matters and important decisions near the start when meeting attendees are focused and fresh; put general business items later when people may be fatigued.
- List times for each item, to help the chairperson keep the meeting on schedule.
- For each item allow enough time for discussion without it dragging on. Some important items might need longer times such as the financial report or a resolution to change the rule book, while lighter items like upcoming community events might be covered in a shorter time.
- Allow enough time for member comments and questions.
- Plan for breaks but keep them brief so that people don't leave – remember, you must have quorum at all times for the meeting to continue.
Formatting suggestions
- Number items – The items should be numbered for easy referencing.
- Cross reference the agenda with papers – Some items might need preparation of documents or papers before the meeting e.g. annual report, financial information, details of upcoming director appointments, ballot papers for a possible election or voting papers for other resolutions. Where papers are provided for an item of business, the agenda and the relevant paper should be appropriately cross-referenced.
- Use visual cues – Keep the opening words of items consistent, and consider using bold or icons to differentiate and quickly recognise the type of item.
Example agenda
A general meeting agenda could look like this:
- Registration – including checking member details on the register of members*
- Welcome and introductions
- Apologies and noting of any proxy votes received (if your rule book allows proxies)
- Accepting the minutes of the previous general meeting or AGM
- Directors’ report to members about the corporation’s:
- performance over the past 12 months (mandatory for an AGM)
- financial position and financial performance
- Electing or appointing directors (mandatory for an AGM)
- The appointment and remuneration of an auditor for the next year (if required) (mandatory for an AGM)
- Resolutions proposed by members
- Conducting any other business covered under the rule book or incidental to the business of the meeting (this includes other business in the notice of meeting)
- Close the meeting
* Attendees to sign in and check the corporation's register of members when they arrive so that the chair of the meeting can check that the required number of members is present for quorum to be met.
Meeting papers
Copies of papers
The corporation should give all members and attendees copies of any papers or documents that will be discussed at a general meeting or AGM.
Examples of meeting papers
- proposals
- explanatory statements
- reports
- members' resolutions
- members' statements
Explanatory statements
When a resolution is put to members or directors at a meeting it is usually presented as a simple sentence. Often, the people being asked to make a decision require extra information explaining what the decision is about and reasons why it should be supported or not supported. This is called an explanatory statement.
Resolutions to give a financial benefit to a related party of the corporation require an explanatory statement.
It might be a good idea to include one for resolutions to change rules, or other major decisions.
Reports for meetings
A variety of reports on corporation performance, finances and operations may be presented at meetings.
Read more about reports at AGMs in Business of an AGM
Members' resolutions
Members have a right to propose a resolution to be considered at a general meeting. Read more in members rights and resolutions and voting at general meetings and AGMs.
Members’ statements
Members have a right to prepare a statement for general meetings.
Members may prepare a statement and request their corporation give it to all its members. The statement may be about:
- a resolution that is proposed to be moved at a general meeting
- any other matter that may be properly considered at a general meeting.
The request must be made in the same way as proposing a resolution.
After receiving the request, the corporation must give all members a copy of the statement in the same way and at the same time (or as soon as possible after) as it gives notice of the general meeting.
The corporation is responsible for the cost of distribution.
If the statement is defamatory, the corporation does not need to comply with the request.