A question has been received about the minutes of an AGM.
The minutes of the AGM are approved as an accurate record at the next AGM and this causes some confusion because some minute takers think therefore, that they do not have to distribute the minutes until then – a year later! This is incorrect.
Even though the minutes don’t get approved until the next AGM, they should still be distributed within a few days of the AGM of which they are the record.
The reason is that the members of the organisation require the minutes to implement the decisions which were made and since decisions at AGM’s are nearly always major involving things like policy, fees, major projects etc, the minutes need to be in the hands of the members as quickly as possible.
There is another major reason and that is that the AGM minutes will contain (or should contain) the years financial report and all members have the right to have a copy of the financial status of the organisation.
It is the case that the AGM minutes will probably need to be distributed just before the next AGM so that people have a copy to approve at the next AGM.
The next ordinary meeting approves the minutes of the last ordinary meeting, not the AGM, even though it may have been the most recent meeting.
Exactly the same applies to SGM’s – Special General Meetings.
Please Note: The author accepts no responsibility for anything which occurs directly or indirectly as a result of using any of the suggestions or procedures detailed in this blog. All suggestions and procedures are provided in good faith as general guidelines only and should be used in conjunction with relevant legislation, constitutions, rules, laws, by-laws, and with reasonable judgement.
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Wht is the correct procedure for a rescision motion?
Hello Di,
Thanks for your question.
Rescission motions are always tricky – not in procedure but usually because of the “people aspect”.
I’ll try and give you a comprehensive answer.
Firstly, you need to check the constitution and by-laws of your organisation – they may have specific rules regarding rescission motions. If they do, you need to follow them of course.
If they don’t have specific rules for rescission, then the following applies.
1. If the action that the original motion required has already been taken, then it is pointless for the rescission motion to be moved or contemplated – basically the action is done, no motion will fix it.
2. If the action has been partially taken, then it is best to simply move that no further action be taken.
3. If no action has been taken, then anyone can move the rescission motion. The correct wording is: “That the motion to do XYZ, be rescinded”, or, “That the motion carried at the Marsh 24th meeting requiring XYZ, be rescinded.” or, if you give motions numbers or references, “That motion number F456, moved and carried on March 24th, be rescinded.
4. The motion can be moved and seconded by anyone.
5. If your rules do not state otherwise, it can be carried by a simple majority – 51%
Hi David
thank you very much for a very informative website.
I had a question re reading minutes at the AGM. Do you actually have to read the minutes from the previous year’s AGM at the next AGM so they can get approved?
Thank you very much for your answer.
[...] posts:Annual General Meeting minutes A question has been received about the minutes of an AGM. The minutes of the AGM are approved as [...]
What can you do if you are unable to locate the preceding AGM minutes due to poor record keeping and changeover of staff? The financial statements are available but the ensuing discussions are not recorded. Can we table a summary of items discussed at the preceeding AGM in place of the item, Minutes of the [year before] AGM?
Thanks for your question.
The reality is that if the minutes cannot be found, then they can’t be presented.
Your suggestion to present a summary of items is a good one.
If it is queried, what else can you do?
The document with the summary should of course then be included in the meetings of this AGM with statement as to why they have replaced the minutes.
Last year’s agm mintues have been sent out for a meeting later this month. My name has been used for proposing items when I did not. What can I do about it?
good publish but your website loading very sluggish
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