Guided worksheet

Agm Pack Planner

Work out the notice, resolutions, nominations and authority limits before drafting the AGM papers.

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Question 1 of 8

AGM date and venue

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.

What date, time and venue are being proposed?What constitutional notice period, booking or access detail still needs checking?

What still needs checking or deciding?

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

Question 2 of 8

Notice requirements

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

What does the constitution require for AGM notice?Which members, documents, channels and dates are involved?

What still needs checking or deciding?

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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.

Question 3 of 8

Member submission deadline

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

When should member submissions close?How will submissions be lodged, reviewed and circulated?

What still needs checking or deciding?

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

Question 4 of 8

Resolution 1

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

What exact decision should members make?What scope, conditions or limits should be included?

What still needs checking or deciding?

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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.

Question 5 of 8

Resolution 2

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

What second decision requires member authority?Is it final approval, approval in principle or authority to investigate?

What still needs checking or deciding?

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

Question 6 of 8

Resolution 3

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

What third material decision should stand alone?What member safeguard should be written into it?

What still needs checking or deciding?

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

Question 7 of 8

Role nominations required

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

Which roles must be filled at or after the AGM?Who is eligible, what nominations exist and what deadline applies?

What still needs checking or deciding?

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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.

Question 8 of 8

Authority limits

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

What authority should the committee receive?Which decisions must remain reserved for members?

What still needs checking or deciding?

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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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