Annual General Meetings:
Did You Know?

  1. AGMs are the council executives way of providing accountability to their members regarding executive practices and decisions. Changes to the council constitution may be made at an AGM with a 2/3 vote, only after a Notice of Meeting and a Notice of Motion has been provided to members 45 days prior to the AGM. If your constitutional amendment is passed, then it must be ratified through an item to ATA TOC, and will then be formalized in document updates through Document Production.
  2. AGMs should also provide for: (see pg 53, ATA Handbook for Specialist Councils)
    1. Adoption of minutes from the preceding annual general meeting and any
    2. Special general meetings held in the interim.
    3. The annual reports from this council’s president and treasurer.
    4. Receiving of reports of committees.
    5. An audited financial statement for the preceding fiscal year.
    6. An annual budget.
    7. Revisions to the fees for membership in this council for which the required notice of motion has been given.
    8. Amendments of this constitution for which the required notice of motion has been served.
    9. Election of officers.
    10. Other business.
  3. Council AGMs are closed, for council members only. Prior to the AGM, ensure an executive member (the secretary or membership chair) will confirm membership of meeting attendees against a membership list.
    • The ATA Online Member Listings tool allows select specialist council executive members (secretary, president, vice-president, treasurer, conference director, membership director, regional president, regional contact and website manager) to access current membership information for their council. The steps in the Handbook, page 68-71 will guide you in using these listings.
  4. Council Handbooks articulate the practices and protocol of the council, and should be posted and available to members. Changes to the Handbook can be made at an Executive Committee meeting, and do not require ATA TOC ratification. However, councils are required to align their practices with ATA policy. Your council Handbook should dictate process and practice. If it does not, your council can change its practice or change its Handbook, but they should align. This is a useful way for you to stimulate discussion on practices; it can create a “third space” around sensitive topics (like expense reimbursement!) that can diffuse conflict and personal considerations, and reframe the matter around practice and protocol for the future. After changes to your Handbook are completed and accepted, submit them to document production for Handbook revision. It is essential to keep Handbooks in Document Production up to date, as they form the basis for version control.