Use this procedure to conduct the Group's AGM.

1 Summary

1. The Artistic Director prepares an annual report
2. The Treasurer prepares an annual report
3. The President prepares an annual report
4. The Committee prepares for the AGM
5. The Secretary sends out AGM notices
6. The Committee conducts the AGM
7. The Treasurer lodges the Annual Return and collects membership subscriptions

2 Activities

2.1 Prepare report

Artistic Director:

1. Prepares a report:
• Summarising the artistic development and achievements of the Group during the year
• Setting artistic goals for the coming year
2. (If there is a new Artistic Director after the AGM) Briefs the incoming Artistic Director on lessons learnt and the Group's artistic progress

2.2 Prepare report

Treasurer:

1. Prepares revenue statements and balance sheets for the Group's financial year
2. Arranges for the appointed Auditor to review the financial statements and makes any corrections suggested
3. Updates the budget for the current year and presents it to the Committee at the Prepare for AGM Meeting
4. Confirms the availability of the Public Officer and secures a new one if required
5. (After the AGM) Briefs the incoming Treasurer on procedures and lessons learnt

2.3 Prepare report

President:

1. Prepares a report on the activities of the past year, including:
• Brief summary of the activities
• Comparison of actual activities to those in the annual program
• Process measures results (updated from results at Annual Program Meeting)
• Suggestions for improvements in the current year
• Brief summary of the current annual program, especially changes since the announcement in the previous year
2. (After the AGM) Briefs the incoming President on procedures and lessons learnt

2.4 Prepare for AGM

Committee:

1. Sets a date for the AGM
2. Requests the Secretary to send out notices and nomination forms
3. (If a new Public Officer is required) Appoints a new public officer, considering the Treasurer's recommendation
4. Prepares lessons learnt and suggested improvements advice for the incoming committee, based on discussion at the Annual Program Meeting
5. Prepares recommendation for Artistic Director appointment
6. Ensures that recommended Artistic Director is available and negotiates any honorarium required
7. Prepares financial recommendations for the current year
• Annual subscription
• Budget (based on the Treasurer's updated budget)
8. Updates the Annual Program as announced in the previous year

2.5 Send notices

Secretary:

1. Delivers personally or posts AGM notices and nomination forms to all financial members of the previous year
2. (After the AGM) Briefs the incoming Secretary on procedures and lessons learnt

2.6 Conduct AGM

Committee:

1. Conducts the AGM:
• Artistic Director's report
• President's report
• Treasurer's report
• Election of Committee
• Appointment of Artistic Director
• Annual subscription
2. Briefs the incoming Committee on procedures, lessons learnt and suggested improvements

2.7 Lodge return and collect subcriptions

Treasurer:

1. Lodges the Annual Return of the Group
2. (If there is a new Public Officer) Registers the appointment of the new Public Officer
3. Collects subscriptions from members

3 References

Process for Managing the Amateur Performing Group (Parent Process)
Create Annual Program Procedure

Document Control

Where is the current version?

The current version of this document is on-line at the AGP website (www.qdt.com.au/apag).

Revision history