The weeks before the AGM

You must hold your AGM before 31st May. The current committee is responsible for making the necessary arrangements, as follows:

At least six weeks before the AGM
The current branch committee sends a notice of the meeting to all members in the branch area, telling them the date, time and venue of the AGM. Make sure that the venue is accessible to all, and let people know what transport arrangements have been made. Make it clear that only those who have paid their annual subscription fee are eligible to vote and stand for office.

Invite resolutions about branch activities, and nominations for the branch officers (Chairman, Secretary, Welfare Officer and Treasurer) and for committee members. It would be a good idea to include a short explanation of what each role entails – you can find information about this in "The Effective Branch" in section 1 of the Branch Handbook. Ask candidates for short pen portraits (a few sentences explaining who they are, why they want to be a committee member, and what they want for the branch). Make it clear that all nominations and resolutions must be seconded and returned at least 3 weeks before the AGM.

You also need to make it clear in the notice that anyone unable to attend can apply for a proxy voting form, and let them know the deadline by which it must be received.

At least 3 weeks before the AGM
All nominations and resolutions must be returned, with pen portraits for candidates.

At least one week before the AGM
The agenda, together with nominations, pen portraits and resolutions needs to be sent to all members in the branch area. Members must receive this at least one week before the meeting. 

The AGM itself

The agenda
Although the agenda needs to include a number of quite serious items relating to the branch and election of the committee, there is scope to make it interesting and participative too. The basic ingredients that must be included are:

• Report of the year's activities


• Statement of accounts


• Election of officers and committee


• Major decisions affecting the branch (including any proposed expenditure in excess of £10,000)

Reports of the year's activities can be limited to key points and presented by individual members of the committee to vary who is speaking and keep the audience interested.

The agenda can also include any other business accepted by the chair, and there is no reason why general matters of interest to the branch cannot be opened up for debate. This is a good way to engage with members and make them feel part of their branch.

Electing the committee
When it comes to electing committee members, each member needs to be elected individually. It is not acceptable to elect the whole committee on the nod, as it were. This would not be a sign of an open and democratic organisation and would send a negative message to members. Where an election is contested (that is, more than one person is standing for a committee role), a secret ballot should be held. Secret ballots are not needed very often but branches do need to be prepared to hold one if necessary. They can also be held on any matter if at least ten members present and entitled to vote request one to decide a particular issue.

Ensuring a successful AGM
There is no doubt that the branch AGM is an important and serious occasion, but that does not mean that it has to feel like a chore to attend. You can use the AGM to give a good impression of the branch to new members and those who don’t often attend branch meetings, which, you never know, might result in them becoming more actively involved!

People need to feel welcome and comfortable and it is therefore a good idea to use a venue that affords this. For example, comfortable chairs, the right temperature and good acoustics all make a difference, as well of course, as the need for the venue to be fully accessible to all. You don’t have to use the same venue every year and it's worth keeping this under review. Most branches offer refreshments at their AGM's with some going further to provide buffets or, for example, cheese and wine.

Finally, you can maximise interest in the AGM by inviting a speaker on an MS related topic. Examples we have come across include neurologists, MS nurses, physiotherapists, occupational therapsists and many more. Remember to display all your MS Society publications for people to select as they require, and you really can't fail to make a good impression.

The AGM should be recorded in the form of minutes and circulated to the branch committee as soon as possible after the meeting. A copy of these minutes must also be sent to the Local Support Team at the MS National Centre. Unlike other committee meetings the minutes of the AGM are NOT confidential and can be made publicly available to anyone who requests them.
(Please note that the minutes of normal committee meetings may contain confidential information and so should not be made publicly available, however branches are encouraged to be open about the issues discussed, possibly by publishing a summary in their newsletter.)

If you have a question about branch AGMs, please email Branch Support

 

» How do the rules for branch chairs affect our branch?
This related article explains the terms of office for branch chairs

» The Branch Handbook
You can find out more about branch AGMs and committees in the Branch Handbook, particularly the sections "The Effective Branch", "MS Society Rules" and "The Voting System"