1 before your agm begins! meeting preparation for the board members be prepared: meet in advance as...
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Before your AGM Begins!
Meeting Preparation for the Board members
Be Prepared: Meet in advance as a group to assess the Agenda and formulate answers to possible questions (the Treasurer and the Auditor should pay particular attention to this point).
Be familiar with the Standing Orders (see notes below)
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Before your AGM Begins!: Set the scene (the right location)
Pick an appropriate venue: A successful AGM separates the social and business aspect of meetings (see notes below).
Appropriate seating: All seating should be arranged to allow a clear view of the top table and the board members (nobody to hide behind pillars!).
Board of Directors and Supervisory Committee at the top table: Any person who will address the meeting should be seated at the top of the room.
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AGM Agenda1. Ascertainment that a quorum
is present;
2. Adoption of standing orders;
3. Reading and approval of the minutes of the last annual general meeting and of any intervening special general meeting;
4. Report of directors;
5. Report of the treasurer and consideration of accounts;
6. Report of the auditor;
7. Declaration of dividend and rebate of interest (if any);
8. Report of the credit committee;
9. Report of the supervisory committee;
10. Report of credit control committee;
11. Report of membership committee or membership officer;
12. Report of planning and development committee;
13. Report of education committee;
14. Report of any sub-committee;
15. Report of the nominating committee;
16. Appointment of tellers;
17. Election of auditor;
18. Election of directors;
19. Election of supervisors;
20. Any other business;
21. Announcement of election results;
22. Adjournment or close of meeting.
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CREDIT UNION INVOCATION
Lord, make me an instrument of Thy peaceWhere there is hatred, let me sow love;where there is injury, pardon;where there is doubt, faith;where there is despair, hope;where there is darkness, light;and where there is sadness, joy.O Divine Master, grant that I maynot so much seek to be consoled as to console;to be understood as to understand;to be loved as to love;for it is in giving that we receive,it is in pardoning that we are pardoned,and it is in dying that we are born to eternal life.
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First 2 Items on the Agenda
1. Ascertainment that a quorum is present.
2. Adoption of Standing Orders.
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3. The Minutes of the Last AGMread by (add name here), Secretary
The Secretary must read the minutes in full at the AGM.
Note: Any highlights or points placed here are not a replacement for the reading of the minutes.
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5. Treasurer’s Report presented by (name)
Report of the treasurer, consideration of accounts and approval of treasurer’s honorarium
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INCOME 200X 200Y
Interest on Members Loans
Other Interest Receivable & Similar Schedule 1
Net Interest Income
Other Income Schedule 2
Total Income
EXPENDITURE
Salaries
Other Management Expenses Schedule 3
Depreciation
Provision for Bad & Doubtful Debts
Bad Debts Recovered
Provision for Taxation
Total Expenditure
6. Auditor’s Report: Income & Expenditure Account 30 September 200X page 1
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200X 200Y
Total Expenditure
ADD
Undistributed surplus 01 October 200Y
Dividend Over-provided for last year
LESS
Transfer to General Reserve
Proposed Dividend
Proposed Loan Interest Rebate
Undistributed Surplus 30 September 200X
6. Auditor’s Report: Income & Expenditure Account 30 September 200X page 2
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ASSETS 200X 200Y
Cash and Balances at Bank
Deposits and Investments
Loans to Members
Less: Provision for Bad & Doubtful Debts
Tangible Fixed Assets
Prepayments and Accrued Income
Total Assets
LIABILITIES
Bank Overdraft
Proposed Dividend
Proposed Loan Interest Rebate
Other Liabilities, Creditors, Accruals & Charges
MEMBER RESOURCES
Member Shares
General Reserve
Other Reserves
TOTAL LIABILITIES
6. Auditor’s Report: Balance Sheet 30 September 200X page 1
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ASSETS 200X 200Y
Cash and Balances at Bank
Deposits and Investments
Loans to Members
Less: Provision for Bad & Doubtful Debts
Tangible Fixed Assets
Prepayments and Accrued Income
Total Assets
LIABILITIES
Bank Overdraft
Proposed Dividend
Proposed Loan Interest Rebate
Other Liabilities, Creditors, Accruals & Charges
MEMBER RESOURCES
Member Shares
General Reserve
Other Reserves
TOTAL LIABILITIES
6. Auditor’s Report: Balance Sheet 30 September 200X page 2
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200X 200Y
Opening Cash & Investments
RECEIPTS
Member Shares
Members Loans Repaid
Members Loan Received
Investment Interest Earned
Bad Debts Recovered
Other Receipts
(Increase)/Decrease in Prepayments
TOTAL
6. Auditor’s Report: Cash Flow Statement page 1
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200X 200Y
DISBURSEMENTS
Members Shares Withdrawn
Members Loans Granted
Dividends Paid
Loan Interest Rebate Paid
Operating Expenses
Fixed Assets Purchased
Other Disbursements
(Increase)/Decrease in Other Liabilities
Accruals and Charges
TOTAL
Closing Cash and Investments
6. Auditor’s Report: Cash Flow Statement page 2
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7. Declaration of Dividend & Rebate of Interest
The Dividend for this year
is X.XX%
The Rebate of Interest for
this year is X.XX%
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8. Report of the Credit Committee
Highlights
Names of the members of the Credit Committee go here
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9. Report of the Supervisory Committee
Highlights/summary here
Names of the members of the Supervisory Committee go here
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10. Report of the Credit Control Committee
Highlights
Names of the members of the Credit Control Committee go here
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11. Report of the Membership Committee
Highlights
Names of the members of the Membership Committee go here
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12. Report of the Planning & Development Committee
Highlights
Names of the members of the P & D Committee go here
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13. Report of the Education Committee
Highlights
Names of the members of the Education Committee go here
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14. Report of the XXX Sub-Committee
Highlights
Names of the members of the XXX Sub-Committee go here
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15. Report of the Nominating Committee
Highlights
Names of the members of the Nominating Committee go here
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Elections16. Appointment of Tellers
17. Election of Auditor (List the name(s) of the candidate(s) here)
18. Election to fill vacancies on the Board (List the names of the candidates here)
19. Election to fill vacancies on the Supervisory Committee (List the names of the candidates here)
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21. Announcement of Election Results
The Auditor
Election to fill vacancies on the Supervisory Committee
Election to fill vacancies on the Board of Directors