WRITING YOUR ANNUAL REPORT
This can be a shared task, or the President may choose to do
it on her/his own.
The points below will guide you and make this job easier.
- · Timing: Annual Reports have to be prepared for presentation at your AGM. The year to be reported on is the preceding calendar year.
- · Preparation: needs to start early to ensure that the Annual Report and audited accounts are ready for the AGM. The Treasurer in particular must allow plenty of time for the auditing of the accounts so that they are completed by the AGM.
- · Committee Reports: The committee members with specific tasks should give you a written report. Incorporate the events into your report, and give praise for work well done.
- · Members: Give the number of financial members as at the year-end. Comment on membership trends during the year.
- · Newsletter: Read the newsletters to remind you of any new areas of interest your XXXXXXXXXXXXXXXX has moved into during the year.
- · Annual Plan: Refer back to your XXXXXXXXXXXXXXXX’s annual plan, and comment on achievements and on any projects or activities that are current.
- · Previous Annual Reports: may be a help, although you may want to bring in new ways of Accuracy: Carefully check spelling, style, grammar and length. You may like to get another person to give you their opinion.
- · Presentation: Type the report and have it photocopied. Presentation can be simple, but it needs to look competent.
- · Archives: Keep on copy on file in your XXXXXXXXXXXXXXXX’s archives.
HOW TO RUN AN ANNUAL GENERAL MEETING
The following guide to running an Annual General Meeting
does not need to be followed word for word. Adapt it to be comfortable for you
to run the meeting in a friendly and efficient way.
Check your XXXXXXXXXXXXXXXX’s constitution to ensure that
the election procedures below are consistent with your rules.
WELCOME
I declare the ………..th Annual General
Meeting of XXXX XXXXXXXXXXX open. It is a pleasure to welcome (name
any important visitors, patron, sponsors, etc.) and all members. Thank you for
showing your interest by coming here tonight. The Annual
Reports and Annual Accounts have previously been circulated for your approval.
APOLOGIES I now call for any apologies.
I move that
these apologies be accepted.
Seconder.
Those in favor
please say Aye. Against? Carried.
MINUTES The minutes of the last Annual General Meeting
have been circulated.
Are there any amendments?
Would someone move that this
is a true and correct record of what took place at the last AGM.
Seconder.
Those who were present and are
in favour please say Aye. Against? Carried.
The President now signs the
minutes as correct.
MATTERS Is there any business arising from the
minutes?
ARISING Briefly discuss any topics raised.
ANNUAL I will now present the Annual Report.
REPORT I move that the (year) Annual Report of
the XXXX XXXXXXXXXXXXXXXX be
received.
Seconder.
The President reads the report.
The report is now open for
discussion.
There being no (further)
discussion would someone move that this report be adopted.
Seconder.
Those in favour please say
Aye. Against? Carried.
FINANCIAL I now call on the Treasurer to present
the Financial Report.
REPORT Treasurer: I move that this report be
received.
Seconder.
President: The report
is now open for discussion.
The Treasurer comments on or reads the report,
and answers questions.
There being no
(further) discussion would someone move that thisreport be adopted.
Seconder
Those in favour please
say Aye. Against? Carried
ELECTION OF OFFICERS
The next
item on the agenda is the election of officers.
OFFICE OF PRESIDENT
I shall now vacate the chair and hand over
to the Secretary. (if the President is not standing for re-election she/he may
stay in the chair).
Secretary:
……………….. has been nominated for the position of President.
Seconder.
(If there is
only one nomination, no vote is required.)
I am very
pleased to declare that ………….is elected /re-elected as President.
(President
resumes chair.)
OFFICE OF SECRETARY
……………… has
been nominated for the position of Secretary.
Seconder.
(If there is
only one nomination, no vote is required.)
I am very
pleased to declare that ……… is elected / re-elected as Secretary.
OFFICE OF TREASURER
(Follow the
procedure described for Secretary above.)
COMMITTEE MEMBERS
I move that
those members willing to stand for the committee be elected as one body.
The
following people have indicated that they are willing tostand again. (List
them).
Are there
any further nominations? (List them).
Seconder.
Those in
favour please say Aye. Against? Carried.
……………….. are
duly elected.
OFFICE OF HONORARY AUDITOR
I move that
……… be elected / re-elected toact as Honorary Auditor. She/he has
already
indicated willingness to act in this position.
Seconder.
Those in
favour please say Aye. Against? Carried
GENERAL BUSINESS The next item
on the agenda is general business. Is there any general business?
There being
no (further) general business, I declare this Annual General Meeting closed.
(Time)
SAMPLE FINANCIAL STATEMENTS
|
TO THE READERS OF THE FINANCIAL STATEMENTS OF XXXX
XXXXXXXXXXXXXXXX
FOR THE YEAR
ENDED 31 MARCH 20XX
I have audited the financial statements on the following
pages. The financial statements provide information about the past
financial performance of XXX XXXXXXXXXXXXXXXX and its financial position as
at 31 March 20X1. This information is stated in accordance with the
accounting policies set out on the finial page.
Responsibilities of the Committee
The Committee is responsible for the preparation of financial
statements which fairly reflect the financial position of XXXX
XXXXXXXXXXXXXXXX as at 31 March 20X1 and the results of its operations for
the year then ended.
Auditor’s
Responsibilities
It is my responsibility to express an independent
opinion on the financial statements and report my opinion to you.
Basis of
Opinion
An audit includes examining, on a test basis, evidence
relevant to the amounts and disclosures in the financial statements. It
also includes:
·
the significant estimates and judgements
madeby the Committee in the preparation of the financial statements; and
·
whether the accounting policies are
appropriate to XXXX XXXXXXXXXXXXXXXX’s circumstances, consistently applied
and adequately disclosed.
I conducted my audit in accordance with New Zealand
Auditing Standards, except that my work was limited as explained below. I
planned and performed my audit so as to obtain all the information and
explanations which I considered necessary in order to provide me with
sufficient evidence to give reasonable assurance that the financial
statements are free from material misstatements, whether caused by fraud or
error. In forming my opinion, I also evaluated the overall adequacy of the
presentation of information in the financial statements.
Other than
in my capacity as auditor, I have no relationship with or interests in XXXX
XXXXXXXXXXXXXXXX.
Qualified Opinion
In common with other organizations of a similar nature,
control over the revenues from toy rentals and fines prior to being
recorded is limited, and there are no practical audit procedures to
determine the effect of this limited control. 19/02/09 -10-8In
this respect alone I have not obtained all the information and explanations
that I have required.
In my opinion, except for adjustments that might have
been found to be necessary had I been able to obtain sufficient evidence concerning door to door
collections, the financial statements on pages 2 to 5 airly reflect the
results of operations for the year then ended.
In my opinion, the financial statements on the following
pages fairly reflect the financial position of XXXX XXXXXXXXXXXXXXXX as at
31 March 20X1. My audit was completed on …….. and my qualified opinion
is expressed as at that date.
...............................
Signature
of Auditor
(Name of
Auditor)
City
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GLOSSARY
Adjourn - close meeting for the time
being and reconvene it later
Adopt - to approve and accept (accounts,
reports, or recommendations)
Agenda - list of items to be
discussed at a meeting
Amendment
- alteration to a motion being
discussed at a meeting
Ballot - procedure where votes are
registered in writing: a vote
Casting
(vote) - extra vote
exercised by chairperson when vote is tied.
Chairperson - person who takes charge
of a meeting
Closure
(motion) a motion to stop
debate on an issue and put the matter to the vote
Debate - discussion for or against
the issue under consideration
Facilitator - person who helps a
meeting to run smoothly
Financial - report accounts and
financial statements presented to a meeting
Minutes - formal record of meeting, usually
recorded and kept by secretary
Motions - formal
proposals for meeting to consider the act of proposing an issue
for consideration by a
meeting
Move - the act of proposing an issue for
consideration by a meeting
Notice of
motion - advance notice in writing of a proposal for meeting to consider Point (of
order)
query calling
attention to a possible infringement of the rules governing a meeting
Procedure - accept rules and order of events
Proxy - the authority to act, or vote, for another
Quorum - the minimum number of people who must be
present before a meeting can make
valid decisions
Round - process where each member speaks in turn
Second - indicate formal support of a
motion
Substantive - a motion that has been
amended bythe meeting is called a substantive motion
Standing
order- the rules of a particular
organization applies to its meeting
Tied - a tied vote is one where v Seconder?
All in favour / against. CARRIED voting is
equally divide between those for and
against
