Essential Items for Your Annual General Meeting Agenda

An Annual General Meeting (AGM) and its agenda have evolved into more than just procedural formalities. An AGM or a shareholder meeting agenda outlines the order of business and resolutions to be discussed at a company’s annual general meeting. An AGM or a shareholder meeting agenda should clearly outline the meeting’s purpose, order of business, and voteable resolutions. Use this sample agenda as a starting point, but adapt it to your group and meeting.

Here's what you should consider when preparing your AGM agenda:

Pre-Meeting Preparations

• Accessibility: Think about whether the room is accessible to all your members - e.g. could a wheelchair user attend the meeting?
• Health & Safety: Think about the health & safety of your members - e.g. are there any hazards that you need to be careful of?
• Voting System: Decide on your voting system in advance and make sure it is explained clearly at the meeting. For example: Do you want to have a show of hands or a private ballot?
• Materials: Thing about the materials that you might need to prepare in advance.
• Assistive Technology: An induction loop or an infrared hearing system makes sound clearer for people using hearing aids.
• Minutes: Organise someone to take minutes of any decisions made at the AGM.
• Attendance: Take down the names and contact details of people attending the meeting so you can contact them afterwards.

Key Agenda Items

Your AGM agenda should include certain items. If you are a registered charity, you should follow the regulations concerning the Trustees Report and Accounts. If you are a registered charity with an income over £25,000, you must have your accounts examined by a Charity Independent Examiner - the Resource Centre may be able to do this for you.

Other considerations:

• How many people have to be at the meeting to make it official?
• Do nominations for new committee members have to be taken in advance or can you take them at the meeting?

Modernizing the AGM Process

With shorter settlement cycles, hybrid/ virtual meetings, and rising governance expectations, modernising the AGM agenda is more important than ever. At Proxymity, we believe effective governance goes beyond accuracy; it depends on timely, transparent, and connected communication. Once the notice is issued, maintaining version control may become difficult, and any updates often fail to reach custodians or beneficial owners-leading to confusion or missed voting opportunities. The message is clear: the industry is moving beyond paper-based notices and agendas to real-time connectivity.

Are you ready to modernise your AGM process?

Benefits of Modernization

• Timely Communication: Ensure all stakeholders receive updates promptly.
• Transparent Processes: Promote openness in decision-making.
• Connected Communication: Facilitate seamless interaction between all parties.

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