We are heading into that time of the year again when lots of playgroups will be holding their Annual General Meeting (AGM).

If your playgroup is Incorporated, an AGM is a legal requirement guided by your Constitution. For unincorporated playgroups this is an optional, end of year/annual meeting.

Overview, New Leaders and Thank You

The AGM or end of year meeting is an opportunity to give members and the committee an overview of the playgroup’s operations for the past year, including the playgroup’s financial position, and purpose. It is also an opportunity to thank volunteers for their efforts throughout the year and engage members into key management positions.

Have a good time

You could use this as an opportunity to get parents together and socialise before or after the meeting, perhaps offering food and drinks or a fun activity. It’s an opportunity to welcome family members into volunteer roles.  It could take place one evening or be done during the day at a playgroup session, depending on what suits your playgroup. It’s great when people leave the meeting feeling appreciated, having enjoyed themselves, and are feeling good about being involved with the playgroup and its aims for the year ahead.

Plan ahead

Benefits of planning ahead:

• Incorporated playgroups can check Constitution and ensure they are meeting legal requirements, such as giving notice
• Nominations: Time for notifying members about how they can nominate or volunteer for a position so they can consider it ahead of the meeting
• Logistics: Time to plan when and where the meeting will take place, tell everyone and give parents a chance to arrange to attend
• Promote the importance of members taking on committee/leadership roles

Tips for organising your committee

Rather than waiting until the AGM or end of year meeting to seek nominations for the committee/group leaders, you may like to think about the strengths and interests of your members and try

• approaching individuals about taking on a role
• letting everyone know what the various roles entail
• having a general chat with families during playgroup sessions
• encouraging a few people to do it together or share roles

Tips for organising the AGM

It can also be a good idea to think about what sort of AGM or end of year meeting you would like to have. Consider the following:

• Do you want to combine the AGM with a social event or as part of an enrolment process?
• What day/time will suit the members best and is more likely to get people attending?
• How can you make it informative, fun and friendly and still get the business of the AGM or end of year meeting achieved?

More information about holding an AGM for Incorporated Playgroups is here.