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 meetings are ordinary or regular meetings. These are meetings which are held usually on a regular basis and conduct business for which no special notice needs to be given (according to the organisation’s rules or constitution). The monthly meeting of a sports club or a parents’ group  is are examples of regular meetings.

Special or extraordinary Meetings

A special meeting (sometimes called an extraordinary meeting)  can have two meanings. The first meaning is simply a meeting that is outside the regular timetable. This meaning tends to be simply a colloquial term that is used for something out of the ordinary.

It is usually called to discuss something important or unusual. This type of meeting usually requires no special notice but it is good governance to advise everyone who is eligible to attend, that the meeting is being held, and the purpose for it being held outside of the normal timetable – that is the topic of discussion.

The second type of special meeting is one that is defined in your organisation’s rules or constitution and has special requirements. These requirements may be length of notice for the meeting, it may be a special quorum (the number of people required for the meeting to transact business) or there may be other requirements written into your rules or constitution.

A special meeting may also have special voting requirements – for instance it may allow proxy votes.

The Annual General Meeting

This is the meeting which most organisation have once each year and the retirements are usually found in the rules or constitution, and also often in the legislation under which the organisation is constituted.

An Annual General Meeting (usually referred to as an AGM) will often have the reports of the major office bearers, consideration of the annual financial report, election of officers, adopting the budget for the next 12 months (which should include the membership fee if there is one) and also changes to the constitution.

AGM’s have special requirements in terms of the period of time for which notice of the meeting has to be given and often also, the nature on information that must be provided in advance – financial reports for instance.

The word “general” in the AGM means that anybody who is a member of the organisation is entitled to attend and vote in most cases.

The Special General Meeting

The Special General Meeting (SGM) is sometimes called an Extraordinary General Meeting (EGM). This meeting has exactly the same powers as an AGM and must meet all the same requirements such as a minimum period for notice of meeting.

Special General Meetings must have a specific purpose. The most common is to consider changes to the constitution. Another is consideration of the budget for larger organisations.

Rule of Thumb to Maintain Good Governance?

The rule of thumb is to know your constitution or rules. These should clearly describe when a special meeting can and should be held and the rules under which it must be held.

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. Ordinary and Special meetings Tepora Wright has asked the following question: What is the difference between an ordinary meeting and a special meeting? The best way to think of an ordinary meeting is one which you have regularly, like a monthly meeting held on...
  2. 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...
  3. 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...
  4. Filling executive positions when no-one nominates The following questions has been received: Is it necessary when appointing executive members to a group with a constitution to appoint all positions detailed in the constitution? The simple answer is no. Even if the constitution details that certain positions...
  5. 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...

8 Comments »

  1. avatar Tepora Wright Says:

    Do you have to table minutes of an ordinary meeting at a special meeting?

    Thanks

  2. avatar Kathy DeLoach Says:

    I am new to taking minutes. I have done three so far. Last night we did not have many people there, so it was announced it would be an “informational meeting”. I am not sure how to do the minutes.

  3. avatar Peter Junior Kalayen Says:

    I sometimes wonder what an urgent meeting will be categorize as.

  4. avatar Ray Steen Says:

    Is it correct that anyone can attend an ordinary meeting but can not participate. They may ask permission to speak if they wish.

  5. avatar Why Your Company Should Switch to Video Chat - Tech Maven Pro Says:

    [...] employees often feel as though they are at a distance from the rest of the workplace happenings. Special meetings can be held on a regular basis for this population. They can discuss general company happenings, [...]

  6. avatar Rajesh Says:

    In case of Co-op. Hsg. Society,
    All Members can attend or only committee members will attend & discuss the agenda.

  7. avatar JOHN HOLLAND Says:

    Following an EGM does this have to be minuted and referred to at the AGM of the year raised?

  8. avatar clydus Says:

    If a moderator will not call a special meeting for urgent business, how can the member go around the moderator and call a special meeting

RSS feed for comments on this post. TrackBack URL

Leave a comment