AGMs: guidance for charity settings

providing an overview of the charity's activities and financial position during that period.

AGMs also allow for:

• the election of trustees for the upcoming year
• the proposal and voting on resolutions
• consideration of matters arising from previous meetings
• discussion of any new items raised since the last AGM

Typically, an AGM is attended by the families who use the charity's services, affiliate members (interested individuals who do not have a child attending the setting) and those who work at the early years setting.

For unincorporated charities, families are automatically enrolled as members, but in the case of charitable companies or charitable incorporated organisations (CIOs), families must formally apply and be entered in the register of members.

Each family is usually entitled to one vote. Attendees who work at the setting may only vote if they are also registered as a parent or an affiliate member.

Your governing document will outline the process for calling an AGM, including how it should be conducted and the quorum (the minimum number of members required). If the quorum is not met, the meeting may need to be rearranged. To prevent this, linking the AGM with an event that families are already attending is an effective way to maximise attendance.

You are generally required to give members at least two weeks' notice of the meeting and it is important to consider the practical barriers that families may face, such as its timings and the accessibility of the venue.

A standard AGM agenda may include:

• welcome and apologies
• approval of the previous meeting's minutes and any matters arising
• presentation of the Trustees' Annual Report and annual accounts
• a report on actions taken since the last meeting
• presentation and consideration of any proposals or resolutions
• election of trustees
• any other business

When issuing the AGM invitation, it is good practice to include a nomination form for trustee roles to encourage wider participation. This helps to gauge interest and allows time to speak with potential candidates.

Where trustees are appointed or removed, the charity's records must be updated with the Charity Commission (bit.ly/U5-changetocharity) or Companies House (bit.ly/U5-companieshouse) if the charity is a company.

It is important to be aware that Ofsted processing times for new trustees can vary. For this reason, it is advisable to ask existing trustees to remain in post until new trustees have completed the registration process. In the interim, newly appointed trustees can attend committee meetings but they should not be present for discussions involving confidential or sensitive information until their registration is complete.

Unincorporated charities and charitable companies are required to appoint three trustee officers: a chair, a secretary and a treasurer. These appointments are usually made at the first committee meeting.

CIOs are not subject to this requirement. However, trustees should agree how the charity's responsibilities will be shared among the board. All trustees are equally responsible for the effective management and governance of the charity and duties should be distributed fairly to avoid placing an undue burden on any individual trustee.

Looking ahead, the trustees will continue to meet regularly to oversee the governance and strategic direction of the charity.

Key priorities for the coming year will include monitoring finances, supporting the delivery of high-quality services, reviewing policies and procedures, and ensuring ongoing compliance with regulatory requirements.

Preparations for the next AGM should begin well in advance and include maintaining accurate membership records, recording committee decisions and ensuring the annual report and accounts are prepared in a timely manner.

Get your FREE mini-guides today!

Alliance members can access a wide range of free mini-guides as part of their membership.

Our charity provider mini-guides are available at bit.ly/U5-charitymini-guides and include the following documents:

• Annual General Meetings
• Guidance on using the Pre-school Learning Alliance Model Constitution 2011
• Pre-school Learning Alliance Model Pre-school Constitution 2011
• Model CIO Constitution for Childcare Providers 2025
• Model Memorandum and Articles of Association for an Incorporated Pre-school June 2012