Member Group Governance meetings

Annual General Meetings (AGM)

Member Groups must organise an Annual General Meeting (AGM) once a year, where the committee reports to the membership on the previous year's activities and committee members are elected. The AGM should be called as soon as practicable after the close of the Institute's financial year (31 August).
At least fourteen days written notice (it may be via email) of the date, time and place of the AGM shall be given to Member Group members and to the Community Team ( The calling notice should include, where appropriate, an agenda, a call for nominations to committee and explain where the minutes to be discussed can be found. The committee can choose to use virtual technologies in addition to, or instead of, holding a physical meeting.
The agenda should include:
  • Welcome and Introductions
  • Apologies for absence
  • Minutes of the previous AGM (and if appropriate EGM)
  • Matters arising from the minutes
  • A report from the Chair on the year’s activities (Annual Report Template)
  • A report from the Treasurer, including a review of income and expenditure against the budget agreed with BCS Swindon for the past year and an explanation of next year’s budget request.  
  • Election of Chair, Treasurer and committee members 
  • Any other business
Notification of items wishing to be raised at the AGM under "Any other business" should be sent to the Chair not less than three days in advance. Admission of items not so notified at the AGM will be at the discretion of the Chair.
Following the AGM, an electronic copy of the minutes and the Chair’s report must be sent to the Community Team ( within one month after the AGM. 

Extraordinary General Meetings (EGM)

An Extraordinary General Meeting (EGM) shall be convened, if requested, by ten or more Institute members of the Member Group or by resolution of the Committee. The notice calling the meeting shall state the purpose of the meeting, which shall be convened on a date within five weeks of receipt of the request or the Committee resolution.


Treasurer statement at AGMs

This seems to make sense to me. Each year I've given the treasurer's report I've not had a final set of accounts from HQ (fairly certain I've not had anyway) so have always worked on the last accounts statement we've had. I usually give a little detail on the budget bid the committee submitted so people are aware but as the final budget isn't approved until after the AGM on most ocassions it's quite a case of "this is what we like but we don't know yet". Is there any scope for getting a tentative budget allocation break down in time for the AGM? I know the finance board has been getting better at giving information earlier and that can't be an easy job.

Jonathan Haddock
Treasurer, YPISG

AGM - elections and reports

You seem to have denigrated the role of the Branch Secretary by ignoring the Secretary's Report and the Secretary's Election. In many branches the Branch Secretary is also by default the Membership Secretary, the CPD co-ordinator, the Branch Webmaster the primary branch contact, willing to offer their email/contact details via the branch website, and the party who chases to ensure the Branch Public meetings happen. Accordingly, many branches treat the election of the Secretary with the same authority as the Chair/Treasurer - afterall they are/were a joint signatory with the Chair and Treasurer. ~Please address, thank you.