Aim for an amazing AGM

What is an AGM? An AGM has to be held once a year and all members of the association should be invited to attend. Your governing document should specify the number of attendees required for the AGM and when in the year it should be held. It is best practice to give at least 21 days’ written notice of an AGM – explain the purpose of the meeting, give the order of business and include a reply slip seeking nominations for election to the committee.

How does it work? Typically, there is a report made by the treasurer on the funds raised during the past year and how these have been spent. The chair will then highlight successes, thank those who have been involved and indicate what is already planned for the upcoming year. It is usual for all members of the committee to stand down at the AGM, although they can of course seek re-election. Order of business should be kept

as brief and to-the-point as possible – the shortest AGM we have come across lasted just seven minutes! Any supporting information – for example a full breakdown of income and expenditure – can be uploaded to the school’s website or made

PTA+ online

For more information on running an AGM go to

All PTAs must hold an annual general meeting, but it doesn’t have to be dull. Follow these tips to make your next AGM productive yet pain-free…

available as hard copies for any interested parties to collect.

How to boost attendance As well as dealing with the dull (but necessary) business swiftly, here’s how you can help boost numbers: l Combine the AGM with a school event, such as parents’ evening. l Ask your head to promote the benefits of the PTA and to encourage attendance at the AGM. l An AGM sounds boring and official, so explain that the meeting will be kept brief and then plan something exciting for afterwards. l Tie the AGM in with an event such as a family disco or fun run. Make the event free to attend and run it on a bring-your-own refreshments basis to keep planning simple. l Avoid holding an AGM anywhere that requires money to be spent. The pub may seem appealing, but visitors are obliged to buy a drink, which may exclude some parents. l Ask each committee member and class rep to bring along two people.

When do I need to

hold an EGM? An extraordinary general meeting (EGM) may be necessary when non-recurring business needs to be approved by members in between AGMs. These will often be called by the charity trustees to transact business such as alterations to its governing document, and they may also be requested by members. Members can ask the charity

trustees to call an EGM if they feel the trustees are not fulfilling the charity’s aims and objectives, or where they feel the charity is not being administered effectively. The governing document will usually set out the number of full members required to request an EGM, and how this should be done. If the request is properly made, the charity trustees cannot refuse. Examples of items to be dealt with at an EGM include: alteration of the governing document, winding up the charity, merging the charity with others, and discussion of an issue brought forward by members. For more information and guidance on AGMs and EGMs, visit AUTUMN 2018 25


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