🗳 The AGM

Communications → AGM takes your annual general meeting from the notice to the draft minutes, in seven steps.

Once: your constitution’s rules

Open Your constitution’s rules and set the notice period, the quorum, which membership types can vote, nominate and stand (only paid-up, current members ever can), how many days before the meeting nominations, motions and postal votes close, and whether postal and proxy votes are allowed (with the most proxies one member may hold).

The seven steps

1. Date and notice. Press Plan an AGM and choose the date. Pavilion shows the last day to send the notice, and reminds you by email a week before and the day before, and at the top of Pavilion’s screens.
2. Agenda and papers. Edit the agenda, add the accounts and reports, and press Send the notice. It goes by email and as a notice in the members’ app. Print the letters for members with no email address. If a member loses their email, choose them under A member’s own link and send them the link again.
3. Nominations. List the posts and how many places each has. Members propose and second candidates from their own link in the notice, until nominations close. Add nominations received on paper yourself.
4. Motions. Members send motions from their own link. Accept the ones that go on the agenda, and add the committee’s own resolutions, such as adopting the accounts.
5. Voting. Press Open voting. A post with no more candidates than places is filled unopposed. Members can vote by post, or appoint a proxy, from their own link.
6. On the night. Tap members in at the door (this works on the steward tablet); members who sign in on the kiosk on the day count too. The quorum shows live. Enter the counts from the show of hands or ballot in the room.
7. Results and minutes. Press Close voting and count, then Make the draft minutes. The draft, with the attendance, quorum, officers elected and motion results, is saved in Meeting Minutes for you to finish.

Bom saber

• Votes are counted without names. Pavilion records that a member has voted, so nobody votes twice, but never how.
• Members who are not paid up, or whose type of membership has no vote, are told so if they try to vote, nominate or second.
• Proxies with instructions count only if the member holding them comes to the meeting. Proxies left to the holder’s discretion are shown on the night, for the count in the room.

Part of the Premium plan.