Make a plan for your AGM
Most corporations must hold an AGM between July and November every year.
Follow these steps for a smooth path to your AGM.
- Start at 1 July
- Prepare your reports
- Set the date
- Send out notice
- Get final paperwork ready
- Hold it by 30 November
Prepare your reports for members
- Sort the corporation’s financial accounts for the past financial year, and prepare the financial report
- Send them to the auditor if required.
- Prepare the directors’ report, if required.
- Finalise the CEO or management report, which refers to the annual report and business or strategic plans.
You can lodge your CATSI Act annual reports before the AGM. Directors approve reports (not members).
Directors meet to set the date and agenda
- Meet to work out the date, place and time.
- Check the auditor is available, if you have one.
- Check what business needs to be covered and set the agenda.
- Pass a resolution on these things and to call the AGM – Check the rule book!
Send out notice and papers
- Allow the required time – at least 21 days plus 3 days if you post it, or 1 day if you email – Check the rule book!
- Include the place, date and time.
- Include the agenda.
- Let members know any resolutions or special resolutions that are being proposed and include any explanatory material.
- Say if a member can appoint a proxy – Check the rule book!
Get final paperwork ready
- The minutes of the previous general meeting.
- Organise a person to take minutes of the AGM.
- The register of members.
- Get quotes from auditors (if members need to appoint one for the next year)
- List of any apologies.
- Collect proxies if allowed.
- Copies of the reports to give to members.