MEETINGS

All sports clubs need to have a clear structure under which their club meetings are organised. Club meetings should be referred to in the constitution in which there are usually two types of general meetings:

• Annual General Meeting (AGM);
• Extraordinary General Meeting (EGM).

The rules for these general meetings are also stated in the constitution i.e. a quorum for a meeting, minimum number of days notice needed etc.

Annual General Meetings (AGM)

A club AGM is held every year to:

• consider the club’s annual report;
• elect officers for the club;
• discuss and vote on amendments to the constitution or club rules;
• produce the annual accounts;
• produce the chairman’s annual report.

It’s important to make sure that the AGM is well publicised (e.g. information available on the club notice board, local press, local community buildings) and welcoming to all your members.  The more involved they are in the whole process, the better.  They need to be satisfied that the club’s decision making process is fair and representative of the club members. It is also a good opportunity to recruit ‘new blood’ into the club and onto the committee.

The club secretary is normally responsible for making all of the necessary arrangements for the AGM:

• allowing a minimum of 21 days (normally) notice for the AGM;
• arranging a suitable venue, date and time;
• sending/giving invites to members and nomination forms for the election of officers, if they wish.