For societies, clubs and committees

Annual general meeting

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What it is

Accounts to the auditor, notice to members, the meeting, the minutes and the filing, each by its date. Next year's committee inherits the list.

Who it's for: housing societies, clubs and associations that hold a yearly meeting.

The steps

Starts every year on 1 July

Close the year's accounts; hand them to the auditor Treasurer· on day 11
Return the audited statements and audit report Auditor· on day 31
Fix the AGM date, venue and agenda; note in journal Secretary· on day 36
Send the 14-day notice and agenda to every member Secretary· on day 50
Arrange hall, seating, attendance register and refreshments Committee member· on day 63
Confirm refreshments for the day Caterer· on day 63
Hold the AGM; draft the minutes within 48 hours Secretary· on day 66
Circulate the minutes; file the returns with the Registrar Secretary· on day 76
Confirm the minutes and the filing Chair· on day 77
Note "AGM held, filed" in the shared journal Chair· on day 78

What the other person gets

Put a name, an email address or a mobile number on a step. That person is told when it's their turn: by email, or by WhatsApp if you gave a mobile number, or in Telegram if they use it, or from a link or QR code you share yourself. They open it in any browser, type a 6-digit code, and see this run and nothing else of yours. They install nothing and pay nothing.

Make it yours

On the start form you choose the people and the start date. Once it is running, every step in your run is yours to change; the ready-made itself stays as it is.