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AGM Pack Worksheet

Prepare notices, submissions, resolutions and authority limits.

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This worksheet produces

  • AGM date and venue
  • Notice requirements
  • Member submission deadline
  • Resolution 1
  • Resolution 2
  • Resolution 3
  • Role nominations required

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Record the proposed date, start time, venue and whether members can attend remotely. Check that the date allows the notice period required by the constitution.

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Sunday 18 October 2026 at 2.00 pm, Community Clubrooms, 14 Main Road. No remote attendance planned.

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Use the constitution, not habit. Record the required notice period, eligible recipients, delivery method and documents that must accompany the notice.

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At least 14 clear days’ written notice to all financial members by email. The agenda, annual accounts, officer nominations and proposed resolutions must be attached.

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Set a date early enough for the committee to review submissions and circulate any revised papers before the AGM.

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Written member submissions and proposed amendments close at 5.00 pm on Friday 9 October 2026.

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State the decision, scope and any limits. Avoid combining unrelated decisions in one resolution.

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That the club adopts the proposed three year participation strategy, subject to annual budget approval and a six month progress report to members.

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Keep the wording operationally clear and identify whether approval is final or only in principle.

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That the committee is authorised to seek grants and sponsorship up to the approved project budget without entering debt.

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Use a separate resolution where a decision could be controversial, financially material or constitutionally significant.

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That any final merger, name change or disposal of major assets must return to a further general meeting for approval.

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State which roles must be elected at the AGM, which can be appointed later and whether nominations are open or already received.

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Chair, secretary and treasurer require election. Two general committee positions are open. Written nominations close seven days before the AGM; floor nominations are allowed if the constitution permits.

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Define spending, debt, merger, asset, constitutional and contract limits so a broad resolution does not become unlimited authority.

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The committee may implement approved operational changes within the annual budget, but may not borrow, dispose of major assets, change the constitution or complete a merger without further member approval.

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