- Schedule the next AGM at least 6 months in advance – while often not strictly required, this will allow time for preparation and circulation of notices;
- Establish working committees that include key stakeholder representatives to deal with contentious issues in advance of the AGM;
- Make sure all members (whether directly, through club secretaries or otherwise) are invited to make any nominations or submit any resolutions in good time before the AGM;
- Circulate notice of the AGM to members in accordance with the notice provisions in the organisation’s constitutional documents;
- Convene the AGM at the time, date and location set out in the notice;
- Before starting the AGM, ensure that a quorum is present;
- Adhere to the agenda of the AGM as set out in the notice to members;
- The Chairperson should maintain good order, but balance this with ensuring that members are given the opportunity to air their views;
- Where resolutions are put to the floor or to a poll for a vote, ensure that only the votes of those entitled to vote are counted;
- Keep minutes of the proceedings at the AGM and circulate them to the board for approval as soon as practicable after the AGM has finished.
Declan Tormey is a partner and sports law specialist in Ogier Leman.
This publication is for guidance purposes only. It does not constitute legal or professional advice. No liability is accepted by Ogier Leman for any action taken or not taken in reliance on the information set out in this publication. Professional or legal advice should be obtained before taking or refraining from any action as a result of the contents of this publication. Any and all information is subject to change.