Robert's Rules for Meetings

If you are in charge of a very formal meeting such as an Annual General Meeting (AGM) or Shareholder Meeting (SM), then you will probably want to review Roberts Rules of Order which is the standard for structured meetings everywhere.

If this seems a little too much for what you have in mind, you can in all likelihood get away with the following structure:

1. Call to order by Meeting Chairman
2. Attendance or Roll Call
3. Confirmation of Quorum by the Secretary
4. Confirmation of Due Notice by the Secretary
5. Presentation of Previous Minutes
6. Motion to approve the minutes of the previous meeting
7. Second the Motion
8. Any discussion?
9. Vote by members including proxies
10. Presentation of Annual Report
11. Presentation of Financial Statements
12. Motion to approve the financial statements as presented
13. Second the Motion
14. Any discussion?
15. Vote by members including proxies
16. Appointment of Auditors
17. Motion to Approve Appointment
18. Second the Motion
19. Any discussion?
20. Vote by members including proxies
21. Other Business
22. Motion to adjourn meeting
23. Second the Motion
24. Vote by members including proxies

Keep in mind that all the motions, votes and actions need to be recorded in the minutes and that the minutes need to be circulated after the meeting to allow for revisions etc.

Other elements that may have to be included in an AGM includes the appointment, recommendation or nomination of Directors and their election by vote to the Board of Directors.