This tool is designed to help you guide your co-op’s members through an annual meeting. Below is a sample agenda annotated with reminders of when to call for a motion, what needs a resolution, and other tips to help keep things on track. Modify this tool to match the business at your AGM and adjust the process to reflect your style of board leadership.
This sample AGM agenda identifies a standard procedure for each step. Customize this to match your co-op’s agenda and processes to help guide the Chair through the meeting.
Formally open the meeting, indicating the time for the meeting minutes.
Ask if there are any additions or amendments that need to be made to the agenda.
Give an overview of the rules that will govern the meeting, like:
Minutes from the previous members’ meeting can be read aloud if requested by members. If anyone suggests revisions to these minutes, the secretary should make a note of them.
The Chair can now call on the person in charge of presenting the first report. Reports that focus on operations can be accepted together in a single resolution or separately after each report is presented. After each report, give the members time to ask questions.
Once the reports have been presented, the Chair calls for a motion to accept the reports.
Any business not on the agenda or not discussed previously can be included in this section of the agenda.
If there are any resolutions, present them to the members in writing and have the Chair read them aloud. Include a general description of each resolution with the notice to members. For the meeting, the full text of the resolution should be in the agenda or as a separate handout.
After reading each resolution, call for a motion to accept it. There are two kinds of resolutions: Ordinary and Special. Ordinary resolutions need a simple majority to pass (ie. 50% + 1 of the voters need to approve), while a Special resolution needs 2/3rds of the voters to approve. (Click here for more details on the types of resolutions)
Appointing an auditor, if you need one, is an ordinary resolution.
Explain the process for selecting the board of directors.
The Chair can now call for a motion to adjourn the meeting. It’s not necessary to second or vote on the motion to adjourn. State the time of adjournment so the secretary can record it in the minutes.
After the meeting, make sure the reports and signed resolutions are given to the secretary to accompany the meeting minutes.Was this useful?
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