Annual General Meetings (AGM)

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The Annual General Meeting (AGM) is a crucial event in the club calendar. While it has formal requirements (covered under Governance), it's also a fantastic opportunity to engage members, celebrate the year, and set a positive tone for the future of croquet at your club.

Here are some tips for making your AGM more than just a formality:

Beyond the Basics:

• Make it Accessible: Choose a time and format (in-person, online, hybrid) that encourages maximum member attendance.
• Clear Communication: Send out the Notice of AGM, agenda, reports (especially financials), and nomination forms well in advance, making them easy to understand.
• Combine Business with Pleasure: Consider holding the AGM before or after a social event (like end-of-season drinks or a BBQ) to encourage attendance and make it less dry.

During the AGM:

• Efficient Reporting: Keep reports concise and focused on the highlights. Use visuals if possible. Celebrate achievements – not just financial results, but also croquet successes, membership growth, volunteer efforts, and successful events.
• Acknowledge Volunteers: The AGM is the perfect formal occasion to publicly thank and recognise the hard work of your committee and volunteers throughout the year. Consider small awards or certificates.
• Smooth Elections: Have a clear process for nominations and voting (as per your constitution). Use ballot papers if needed for contested positions. Introduce the new committee.
• Allow for Questions: Provide reasonable time for members to ask questions about reports or general club matters.
• Keep it Moving: While allowing discussion, the Chairperson should manage time effectively to cover all agenda items without the meeting dragging on.

After the AGM:

• Publish Minutes: Make the draft minutes available to members relatively quickly.
• Welcome New Committee: Ensure a smooth handover process for incoming committee members (linking to Succession Planning).

An engaging AGM can help members feel more connected to the club and positive about its direction.

QLD Government Resources (for practical steps):

• Guide: AGM preparation guide (PDF)
• Checklist: AGM preparation checklist (XLSX)