Is your playgroup ready for its Annual General Meeting?

It’s that time of year when many 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 to prepare and plan for the next 12 months!

Our Playgroup Manual has a dedicated section within Chapter 7 detailing AGMs/end of year meetings 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 and include drinks and nibbles
  • Have a door prize such as movie vouchers, day spa vouchers, hampers etc.
  • Chat to 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
  • Ask members what time suits them, if after hours or weekends are not suitable, maybe holding your meeting straight after a playgroup session could be an option

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. Our team are always ready to help no matter how big or small your enquiry is!

And if you haven’t already, join the Playgroup WA Committee Members Group on Facebook and ask other fellow Committee Members for advice and ideas. This group is a wonderful platform to help each other and share ideas.

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