Stepping into the role of a Board chair and hosting your first association Annual General Meeting (AGM) can be a daunting task. The AGM is a pivotal event in the life of an association, serving as a platform for engaging with the membership.

The AGM is not just a statutory requirement; it’s an opportunity to reflect on past achievements, address current challenges, and chart the course for the future. It’s a moment for transparency, accountability, and member engagement.

Recognizing the AGM’s multifaceted importance is the first step in preparing for a successful meeting. Preparing new Board chairs to host this significant event requires careful planning, clear communication, and strategic engagement.

Below is a comprehensive guide to help association volunteer leaders successfully prepare to host their first AGM.

Step 1: It’s All In The Details

Start planning several months in advance to ensure all logistical and content-related aspects are covered:

  • Set a Date and Venue: Choose a date and venue that maximizes member attendance. Consider accessibility and any technological requirements if hosting a hybrid or virtual AGM. A good resource to help with planning is the following Strauss guest article by Andrew Buck,  a lawyer with Pitblado Law in Winnipeg, regarding Key Timing Milestones under the Canada Not-for-profit Corporations Act
  • Prepare the Agenda: Develop a clear, concise agenda that covers all statutory requirements, including the approval of financial statements, Board elections, and any special resolutions. Keep AGMs strictly focused and move strategic discussions and guest speakers to “town halls.”
  • Review Legal and Statutory Requirements: Familiarize yourself with any legal obligations or bylaws that govern the AGM, including notice periods, quorum requirements, and voting procedures.

Step 2: Engage and Mobilize Your Board

The Board plays a crucial role in the success of the AGM. Engage them early in the process:

  • Assign Roles and Responsibilities: Each Board member should have a clear role, whether it’s presenting a report, facilitating a section of the meeting, or managing logistical aspects.
  • Conduct a Pre-AGM Meeting: Gather your Board for a preparatory meeting to review the agenda, discuss any issues, and ensure alignment on key messages.

Step 3: Effective Communication with Members

The AGM is about the members, and their active participation is crucial:

  • Send Timely Notices: Ensure that all members receive notice of the AGM well in advance, including the agenda, any documents to be discussed, and instructions for attending (especially important for virtual or hybrid meetings).
  • Solicit Input and Questions in Advance: Encourage members to submit questions or topics for discussion ahead of time. This not only increases engagement but also allows you to prepare responses and incorporate relevant content into the AGM.

Step 4: Preparation is Key

Preparation is key to a smooth and effective AGM:

  • Develop Your Chair’s Report: Your report should highlight the association’s achievements over the past year, address any challenges, and outline future directions. Practice delivering your report to ensure clarity and confidence.
  • Prepare for Questions: Anticipate questions that may arise and prepare responses. This includes understanding financial reports, strategic decisions, and operational challenges.
  • Familiarize Yourself with Technology: If hosting a virtual or hybrid AGM, ensure you are comfortable with the technology. Conduct a test run to troubleshoot any issues.

Step 5: Facilitate an Engaging and Productive Meeting

On the day of the AGM, your role as chair is to facilitate a meeting that is engaging, inclusive, and productive:

  • Start on a Positive Note: Open the meeting by welcoming members and expressing appreciation for their involvement. A positive tone can set the stage for a constructive meeting.
  • Stick to the Agenda: While it’s important to allow for meaningful discussion, keep the meeting on track by adhering to the agenda and time allocations.
  • Be Transparent and Accountable: Address any difficult questions or topics head-on, providing clear and honest answers. Transparency builds trust and credibility.
  • Avoid Frustrating Association Leaders: Ensuring you know the difference between proactive work and reactive, so the Board continues on with actionable items to progress the association forward. To learn more about the difference between the two, check out my previous article on this topic.

You Got This!

Hosting your first AGM as a Board chair is a significant responsibility, but with careful preparation and a focus on engagement, it can also be an incredibly rewarding experience. By following these steps, you can ensure that your AGM not only meets statutory requirements but also strengthens the association’s sense of community, accountability, and strategic direction. Remember, the goal is to leave members feeling informed, engaged, and optimistic about the future of the association.