How to run an AGM

We hold an Annual General Meeting (AGM), which is combined with one of the GMs and within 6 months of the end of the financial year.
There will be 14 days clear notice to all members of the upcoming meeting which will specify:

1) date

2) time

3) place of meeting 

4) agenda.

Notices are posted to our discussion platform Loomio.

The purpose of meetings is to ensure that Members are given the opportunity to participate in the decision making process of BCG and the quorum is 3 members or 25% of the membership, whichever is greater. 

AGMs are combined with one of the General Meetings required by the Co-op.

1/3 of directors to retire at each AGM, and be eligible for re-election.

Schedule of Meetings 

1) The agenda must decided within 2 weeks of the date of the meeting. Agenda items need to be collected a month prior to the meeting date. Post the agenda on the notice thread on Loomio. Members will need to register their attendance to the meetings on TeamUp, and a note can be added to the discussion: "Please register on TeamUp if you're planning to attend." with a link to the relevant page on TeamUp.

Preparing the agenda for a Meeting

2) Set up a meeting on Google Meet and include details in notice on Loomio:

How to start a meeting on Google Meet 

Or set up the meeting in person and be sure to indicate in the notice where the meeting is to be held. It's worth noting that for AGMs, attendance is easier for members if the meeting is remote.

3) How to set a meeting on TeamUp 

4) Give time for people to arrive and do a quick introduction.
Follow the Agenda. 

5) At the end of the meeting, minutes are shared: How to share Minutes  and stored on our Google Drive: Minutes