AGM tips

11 AGM tips to plan a successful AGM

The AGM Navigator’s 11 point Checklist;

  1. RULES AND RESOLUTIONS
    Have you updated your rules or are any other special resolutions proposed for the AGM?
  2. DEADLINE NOTIFICATION
    Have you notified members of their right to nominate for position of Director. Has the closing deadline been established to send proxy forms and Notices, with time to complete the paperwork well before the AGM Notice period?
  3. MEMBERS REGISTER
    Is your Members Register up to date have you separated active and inactive members? Have you determined who is eligible to vote?
  4. DOCUMENT MANAGEMENT
    Are all the documents for the AGM finished?
  5. PROXIES
    Are all the proxy forms ready? Has the closing date for lodgement of proxies been set?
  6. NOTICE REQUIREMENTS
    Have you prepared the Notice? Does it include all relevant information including any resolutions?
  7. DIRECTOR ELECTIONS
    How are directors to be elected? Is the ballot paper ready? What are your requirements?
    Is the election to be held by:

    1. Postal ballot
    2. At the AGM by ballot paper
    3. At the AGM on a show of hands?
  8. NOTICE PERIODS
    1. Special Resolutions – 21 Days Notice PLUS the additional postal rule period
    2. No special Resolutions – 14 Days Notice PLUS the additional postal rule period
  9. AGM NOTICE
    How is the AGM Notice to be sent to members?

    1. Mail out
    2. Website
    3. Is a notice in the newspaper also required?
  10. ON THE DAY
    On the day who can vote? Check each person against the up-to-date Members Register. Do you have the voting cards and if necessary the ballot papers ready?
  11. REGULATORY REQUIREMENTS
    Have you met your regulatory requirements and lodged the relevant documents with the Registrar?
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