Is your playgroup ready for its Annual General Meeting?

It’s that time of year when many larger, incorporated playgroups are planning their Annual General Meeting (AGM). Of course for smaller groups it’s still a good idea to have an end of year meeting to finish the year and prepare for the next 12 months!

Our Playgroup Manual has a dedicated section within chapter 7 detailing AGMs (or the end of year meeting) but here is a brief overview to get you started!

When setting the date of your AGM, read through your playgroup constitution – if you have one – to see if it states any specific requirements regarding notice of the meeting.

It’s a good idea to give plenty of advance warning to make sure that everyone in the playgroup knows about it and has the opportunity to attend.

The following issues are usually dealt with at the AGM:

  • Report from the President on activities during the past year
  • Treasurer’s report on the financial position of the playgroup and/or presentation of the audited financial report (if required)
  • Election of committee members (playgroup that are incorporated should check their constitution for rules on committee membership and appointment)
  • Appointment of an auditor (if required)
  • General business – usually only urgent matters that cannot wait until the next meeting

Blog 8 - Is your playgroup ready for its Annual General Meeting

Encouraging members to attend the AGM

People are often reluctant to attend the AGM but it is important that as many members as possible attend. To encourage members to attend the AGM the following suggestion may be useful:

  • Combine the AGM with the enrolment night
  • Invite a guest speaker
  • Arrange a créche facility
  • Make the AGM a social event – include supper or drinks and nibbles
  • Have a door prize
  • Approach members in person prior to the AGM
  • Ensure that members know they can attend even if they are unable to take on a committee role

Little Things …

 If you have any questions about holding an AGM we can help – simply call our Hotline on 1800 171 882 and ask to speak with our Development Team. We often hold workshops for committees so make sure you get in touch – and this will help us plan for our regional trips too!

And don’t forget our staff based covering the South West (Bunbury) and Great Southern (Albany) are also waiting to help!

Kath is a 40-year-old mum of three who works part time and enjoys reading, writing and catching up with other stressed out mums in her spare time. Usually she’s racing against the clock to make her boys (+ husband) arrive anywhere on time and feels quite the talented mother when two out of the three make it out of the house with shoes on!

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