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.

Related posts:

1. 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...
2. 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...
3. Minutes are NOT a record of what people say! Don't ask me why, but in my more than 25 years working with people on their meetings, dog clubs and volunteer fire brigades seem to have the most trouble with their meetings! I've had a query from a man in...
4. What is the difference between an ordinary meeting and a special meeting? There are several types of meetings. Most are called ordinary or regular meetings. Some are special meetings. Sometime the term extraordinary meeting is used. Then there are Annual General Meetings and Special General Meetings. Ordinary Meeting or Regular Meeting Most...
5. How much do you record of what people say in minutes of meetings? This is an on-going issue for people who take minutes and people who attend meetings.  What do you record about what people say? Here is the Golden Rule of minute taking: Minutes are what is decided and what is done,...