As registered non-profit societies, all divisions must hold their first annual general meeting(AGM)within 15 months of the date of incorporation and must continue to hold an AGM once each year. An AGM must be held within 6 months of the financial year end.
There are a number of things that need to be done to prepare for the AGM, so it is important to start well in advance. It is a good idea to start planning the AGM at least three or four months prior to the meeting itself. Be prepared for it to take several planning meetings with the board to ensure that all the details are covered.
Consider your goals: what you hope to accomplish, where you want to hold the event in order for it to be comfortable and accessible to the most members etc. The key to success is creating structure through a well-planned agenda and lots of advanced preparation.
A bylaw review is warranted prior to planning the AGM to ensure that all procedures and processes undertaken are in compliance with the bylaws.
Ensure that the division is in compliance with the Society Act. Information can be found at Maintaining Your BC Society.
It is a requirement that written notice of the AGM be provided to all members a minimum of 14 days prior to the meeting. The notice needs to include the meeting’s date, time, and location, as well as any special resolutions (i.e., changes to the bylaws), and the minutes of the last AGM. Notices can be sent by email, regular post, hand delivered, or faxed.
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