AGMs and EGMs: guidance and advice
The Annual General Meeting (AGM) can sometimes leave
PTAs feeling a bit daunted. And what's this about an EGM? We have
all the key bits of information that you need to know. But if
you're after a bit more detail, check out our FAQs feature on AGMs.
Annual General Meeting (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 (to
form a quorum) 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
Typically there is a report made by the treasurer on the funds
raised and how these have been spent. The chair will highlight
successes, thank those who have been involved and indicate what is
planned for the next year. It is usual for all members of the
committee to stand down at the AGM, although they can seek
Keep the order of business as succinct 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 copies
made available for interested parties to collect.
As well as dealing with the dull (but necessary) agenda items
swiftly, here are a few ideas to help boost attendance:
Extraordinary General Meeting (EGM)
The Charity Commission explains when an
Extraordinary General Meeting (EGM) may be necessary:
'EGMs are held for the consideration of non-recurring business
that requires approval by the members between AGMs. Whilst these
will often be called by the charity trustees
to transact business such as alterations to its governing
document, they may also be requested by members.'
Members can ask the charity trustees to call an EGM if they feel
that the charity 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.The same people who are allowed to attend an
AGM are usually entitled to attend an EGM. The governing document
should be checked for any differences.
Examples of items to be dealt with at an EGM include:
- alteration of the governing document
- winding up the charity
- merging the charity with another or others
- discussion of an issue brought forward by members.
For more information on AGMs and EGMs, go to charitycommission.gov.uk.
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