How to organise General Meetings

This is the responsibility of the Chair.

We are required by our rules to hold four General Meetings (GM) and one Annual General Meeting (AGM), which may be combined with a General Meeting.

The AGM must be held before 30th September in order to meet the requirement of falling within 6 months of the end of our financial year (31st March).

Scheduling

Choose the dates. In 2024, the co-op had a preference for meetings falling on Saturday and Sunday mornings.

Consider bank holidays, summer holidays, Christmas etc.

Consider spacing so that Operations Meetings and General Meetings don't fall too close together.

A possible schedule:

1. 4th weekend of January

2. 2nd weekend of April (check for clashes with Easter)

3. 1st weekend of June

4. 4th weekend of September

Updating the gym calendar

Log in to the mail@bristolcooperativegym.org Google Calendar.

Create an event for each GM / AGM.

Invite members@bristolcooperativegym.org and arrange for e-mail notifications to be sent out two weeks and two days in advance.

Posting on Loomio

On Loomio, add the date, type of meeting and Meet link to the pinned post.

Adding the meeting to TeamUp

Go to Classes, choose General Meeting, and then "Add single session".

Set is as an in-person session, edit date, time etc. and set the venue as the gym.

Gathering agenda items

A month before the meeting

Post the agenda on Loomio and ask for other items to be added. Specify the closing date as two weeks before the meeting.

Two weeks before the meeting

Close the agenda on Loomio, prioritise items so they fit within the meeting length, update the thread with any decisions made.