A number of local organisations including Tourism Port Douglas Daintree and the Port Douglas Crocs will hold their annual general meeting this month, so what better time to talk all things AGM?

This special report might be aimed primarily at the AGM holders, but it also gives an insight into how to spot a good AGM if you're planning to attend one.

I’m no expert in this field—I’m not sure I’ve even been to an AGM before—so rather than making it up and hoping no one cottons on, I cornered The 20/20 Group’s managing director, Jodi Peters, and picked her brain.

Jodi has chaired numerous organisations in the past 20 years, from small local organisations to national entities with committee members spread across the country. Needless to say, Jodi has chaired or attended enough AGMs to know how to hold a successful one. Here’s how:

1.  Remember why you’re doing it

If your association is incorporated, then legislation (and usually your constitution / model rules) requires that you hold an AGM. Rules aside, there are a number of other reasons to do so.

Firstly, this is a chance to provide an overview of your organisation’s activities, future direction and financial health to members, other committee members and the general public. You can raise awareness of your organisation to local dignitaries with potential funding links, as well as potential sponsors.

Your office bearers should interact with these stakeholders, ensuring they have confidence in the organisation’s direction.

Often an AGM represents your opportunity to report on the results of the organisation’s strategic plan. Did you achieve your goals?

Finally, it’s a chance to revitalise the membership and inject new blood into the organisation via the election of new committee members.

2.  Prepare

Whether it’s legislated or simply a constitutional requirement, there will be some “must-dos” before your AGM:

• Consult your constitution or model rules.
• Setting a date. Often this must be within three months of the end of the financial year.
• Advertising. There will likely be a minimum notice to be given to stakeholders.
• Nominations. Figure out which committee members are re-nominating or standing down. The constitution may render some applicants ineligible to re-apply, so check this out well in advance.
• Audited Accounts. You’ll need the organisation’s finances prepared, and potentially even the auditor’s report. You’ll also probably need to nominate the auditor for next year’s AGM.

3.  Know your procedures

There’s nothing worse—according to Jodi—than sitting through an AGM where every two minutes the organiser asks “do we need a seconder for that motion? No? Oh, can someone second it just in case?”

Equally embarrassing is when a disgruntled stakeholder publicly questions compliance with the relevant rules, and no one has the answer.

Neither instance inspires much confidence. If you’re running the AGM, familiarize yourself with the procedures. Questions from stakeholders (disgruntled or otherwise) should be encouraged, but provide direction on how to do so and have the answers available. This is all part of keeping it transparent.

Remember, this is probably one of the few times during the year that you have an audience, so make the most of it.

4.  Jazz it up a little

You’ve toiled for the last month to compile and present a shiny, new annual report. But this doesn’t mean that everyone would like you to read it aloud word-for-word for the next two hours.

Keep it punchy and focus on your key achievements and pertinent points with a brief speech or PowerPoint presentation. Attendees may ask questions or read about the details later.

You could invite an interesting guest speaker along. It’s common practice, particularly amongst larger national organisations. How many people do you think would rock up to your basketball club’s AGM if they heard Shane Heal was speaking?

You might need to fork out for travel expenses, but this all rolls into the next point: marketing.

5.  Treat it as a marketing opportunity

Yes, you have to hold an AGM. But rather than going through the motions, as it were, why not approach the whole operation as your one big chance to show off the organisation?

Budget for it. Spend some money on it. Put up some banners, put on some decent drinks and nibbles. More people will come, so there’ll be more people to show off to!

Thanks to Jodi for sharing her thoughts on AGMs.

To recap:

1.  Remember why you’re doing it.
2.  Prepare.
3.  Know your procedures.
4.  Jazz it up a little.
5.  Treat it as a marketing opportunity.

Any thoughts? Share them with us below. 

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