Parliamentary Procedure Tips for Running an AGM
Starting the Meeting
Call Meeting to Order
Agenda
As the Chair you need a Motion from the assembly to adopt the Agenda you also need a seconder for the motion.
(so, I (record name the secretary keeps minutes of the meeting) move that we adopt the Agenda for the meeting. You need someone from the assembly to second this motion. (so Gerry stands and say’s I am Gerry McCauley and I second the motion to adopt the Agenda. As the chair you ask all in favor (hands up) and if you see you have more than _ of the room agreeing than you say the Motion has passed.
Minutes of Previous Meeting. The secretary reads the minutes from the previous AGM. Follow the same procedure as above motion, seconder and vote
Reports
Presidents Report… (Same procedure as above, motion, seconder and vote)
Treasurers Report... Follow the same process as above
Any other Reports… Follow the same process.
Business Items (Election of Officers)
Chairman Asks…. Are there any nominations for the Position of President?
So, the perspective candidate needs to have a nominator and a seconder. Some Chairmen give a minute for the nominator to speak. I would not recommend any longer than 2 minutes. Than the candidate needs a seconder. Than you ask the candidate if he accepts the nomination. Hopefully, he/she says yes.
Than you ask for further nominations and go through the same process.
If no one else is nominated you ask a third time… Are there any further nominations for the position of President? If no one else has been nominated you say. I would like to congratulate the Joe Blow the new President of the Fort McMurray Chapter.
If there are other nominations you have to run an election and ask people that are members of the Chapter to vote for 1 person. You could have pieces of paper at the meeting just in case. You can call for two volunteers to act as Deputy Returning Officers. They count the ballots. Each candidate is allowed to have 1 scrutineer present. The scrutineer makes sure that the ballots are counted and that there is no funny business going on in the count room.
You follow the same procedure for Vice President, Secretary and Treasurer.
After the election is over you move to the next item on your agenda which is Discussion or Question Period (this is an optional item) or you can ask for a motion to adjourn, ask for a seconder and ask the assembly all in favor (say yeah or show hands whatever)