An annual general meeting (AGM) is a meeting held once a year that all club members are invited to attend.
The purpose of an AGM is to give members a report on the clubs activities and finances for the previous year, to allow time for members to ask questions, and to elect members to the club's committee. A requirement of affiliation is that all clubs follow the guidelines as set out by Consumer Affairs Victoria.
Every club will be on their own timeline - it is important to know when your club needs to have an AGM. The AGM should be held after the end of the clubs end of the financial year, so that financial statements can be presented to members.
The AGM must take place within 5 months of the end of the clubs financial year. Please ensure that you are aware of your clubs financial year end date, available in the clubs constitution, or through Consumer Affairs Victoria.
The AGM must occur within 5 months of the clubs financial year end date. It is recommended this is done to be done as soon as possible, to ensure compliance with La Trobe Sport deadlines.
Committee members will need to confirm if they are re-nominating for the coming year and who will not be. Clubs need to check their constitution to see if anyone is ineligible to stand. If there are any vacancies, make sure people have been approached who are willing to fill them before the AGM.
In preparation of the meeting, you must prepare an annual report. The annual report may contain:
The accounts (financial statements as explained here)
Make sure the minutes are written up - these will need to be kept, and also submitted to La Trobe Sport.
Ensure you comply with La Trobe Sport yearly requirements and Consumer Affairs annual reporting.