Which minutes are tabled at an AGM? When are committee meeting minutes tabled?

I have received this double-barrelled question from Gloria in South Australia:

Is it only the previous years AGM minutes that are tabled at an AGM. We have minutes from committee meetings that haven’t been tabled yet, are they tabled at the first meeting of the new committee. 

The minutes that are tabled at an AGM are those of the previous AGM or, if there has been a Special General Meeting (SGM) often called an Extraordinary General Meeting (EGM), then the minutes of that general meeting are tabled.

The minutes of committee meetings are an entirely different issue. The minutes of a committee meeting should be tabled at the next committee meeting. Some organisations have an item on their AGM agenda where the minutes of all the committee meeting minutes since the last AGM are tabled. In this case, it is not to approve them, as only the committee can approve minutes of its own meetings. The reason is to allow the membership to know that the committee has decided during the previous 12 months. The only reason for this is to place them on the record but there is nothing the AGM can do with them so it is better to leave them separate.

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. This is not, and should not be taken as legal advice. All suggestions and procedures are provided in good faith as general guidelines only and should be used in conjunction with appropriate advice relevant legislation, constitutions, rules, laws, by-laws, and with reasonable judgement. If you are in any doubt, seek appropriate advice.

 

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