How Is an Annual General Meeting Conducted?

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According to the Public and Commercial Services Union Annual General Meetings (AGM) guide, notice of an AGM should be issued at least 28 days before the date of the meeting to give time for nominations to take place. The AGM notice should include the date, time and venue details; it should also include details of any guest speakers. The annual and financial reports should be confirmed and distributed.

The closing date for all motions and nominations is 21 days to the meeting. Between 21 days and the AGM, all arrangements regarding any elections should be made and finalized, including the elections to be conducted during the meeting. The issuance of the agenda for the meeting and the minutes of the last AGM is done within the last 14 days to the meeting. Within the last 7 days to the meeting, all constituencies should have held their member meetings and elected representatives. At the AGM, there will be formal business situations; members should participate in the discussions.

According to Company Law Solutions, procedures for AGMs vary by individual companies and are determined by the Companies Act. The minimum statutory period for any meeting, as of 2014, is 14 days, although shorter time frames are given, with the consent of over 90 percent of the members.