Annual General Meeting minutes

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.

Related posts:

  1. Reading minutes at an Annual General Meeting (AGM) Sybille from Queensland has asked the following question: Do you actually have to read the minutes from the previous year’s AGM at the next AGM so they can get approved? I assume you mean by read,  ”read aloud”.  If you...
  2. Which minutes are approved at a Special General Meeting or an AGM when there has previously been an SGM? Sounds like a tricky question doesn’t it? The issue is easy to understand when you understand the meaning of a “general” meeting. There are really only two types of “general meeting” – the Annual General Meeting and the Special General...
  3. How long after a meeting should minutes be sent out? This is one of the most common questions I receive. The answer is simple and clear – as soon as possible after the meeting. Business Meeting Minutes – minutes for meetings in the workplace The trend in business meetings is...
  4. Minutes of an AGM cannot be found Bon has asked the following question: 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...
  5. What minutes do you table at a Special Meeting Tepora Wright has asked the following question: Do you have to table minutes of an ordinary meeting at a special meeting? I hate being pedantic, but it does depend on what you mean by a “special meeting”. I’ll explain what...

15 Comments »

  1. avatar Di Rayner Says:

    Wht is the correct procedure for a rescision motion?

  2. avatar walktall Says:

    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%

  3. avatar Sybille Says:

    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.

  4. avatar Reading minutes at an Annual General Meeting (AGM) | Master Of Meetings Says:

    [...] posts:Annual General Meeting minutes A question has been received about the minutes of an AGM.  The minutes of the AGM are approved as [...]

  5. avatar Bon Says:

    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?

  6. avatar walktall Says:

    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.

  7. avatar Jackie Says:

    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?

  8. avatar Vernetta Bonton Says:

    good publish but your website loading very sluggish :-( .

  9. avatar Na Ladabouche Says:

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  10. avatar Stella Hewat Says:

    Thank you so much for taking the time and effort to provide this service,i have been looking all over for some basic info on the limitations on how long minutes need to be stored.

    Kind Regards

    Stella Hewat

  11. avatar Sarah Says:

    We had to have a secret ballot for the position of President. How do I record this in the minutes? Do I need to keep a record of all those nominated, or just the person elected? Thanks in anticipation,
    Sarah.

  12. avatar kathleen Says:

    we recently had our AGM & during it one of our diretors resigned but there is no mention of this.I returned my copy with request minutes be returned corrected.executive director returned them uncorrected.A refusal. are minutes legal uncorrected???
    kathleen

  13. avatar Debra Says:

    Hello David,
    Our HOA Board insists that the minutes of their meetings cannot be distributed or revealed until they have been Approved.
    This means 30 days (monhtly meetings)to next meeting and sometimes they do make changes and do not Approve them right away or they say they do not have a quorum to make an approval, etc. we believe, as delay tactics. We have gone as many as 4-5 months before Minutes finally are available. Often times long after an issue has past that general membership may would have liked to address at the following meeting of the meeting it came up, was written into the minutes and then not known or seen for the extended period of time.
    In other Organizations I belong to, the minutes can be posted right away if we choose to. Is there something I can point to for the Board to see that they cannot and should not withhold Meeting Minutes from us for 30-90-120 days? Thank you for your assistance.

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