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Elements of an Annual General Meeting
by Courtesy of John Sellers DD4
Elements of An Annual General Meeting
There appears to be some confusion as to just what should be done at the Annual General Meeting (AGM) of a legally incorporated body, such as each horticultural society is. Each such society is required to file or provide certain information to the Ministry of Agriculture, Food and Rural Affairs (OMAFRA), whether or not it is applying for a grant. At the same time OHA requires an Annual Information Report to the District Director. The report, available from www.gardenontario.org , may be downloaded, completed on your computer, and then e-mailed to the Director. The front page of this form will be forwarded to the OHA Secretary. Most of the information on the form comes from your AGM and can be filled in on the necessary forms shortly afterward. I hope the following partial agenda and notes will help you do what is necessary.
Agenda (Underlined elements are required .)
• Call to Order
• Welcome and Introductions
• Minutes of the previous AGM - as distributed or as read; omissions and corrections?
• Secretary moves acceptance.
• Treasurer’s Annual Report - a summary of incomes and expenses as distributed.
• Auditors’ Report or Review - indicating approval of the above Treasurer’s Report
Treasurer moves acceptance of the audited Report and the Auditors’ Report
• Annual Reports of Committees (if any) - these are received as read or distributed; the Secretary moves acceptance of all after the last report.
• President’s Annual Report - summarizes the past year’s highlights. A copy of this is to be attached to the OHA Annual Information Report. Copies ma be printed and circulated.
• Approvals: a) Motion to approve the actions and decisions of the Executive Officers since the last AGM..
b) Motion to approve the actions and decisions of the Board of Directors since last AGM.
• Election of Officers, Directors and Auditors*) - usually run by the Past President
Report of Nominating Committee (often the Past-President or Secretary)
Nominations from the floor - if any
Voting or Acclamation for each office in turn as required.
• Installation of Officers - usually by the District Director or an Assistant Director; this may be done at the next general meeting of the society. Officers may take office at the end of the meeting at which they are elected or the beginning of the next general meeting, which allows for smoother takeover and the completion of paperwork by the out going executive.
• Other Business, Awards, Presentations, Entertainment or Speakers
* N.B. Auditors (or financial reviewers) may not be current members of the Board, nor have been members in the period under review, nor related to any such Board member.
Information compiled by John Sellers - district 4 director 2010 (2010-01-22) |
