Sybille from Queensland has asked the following question:
Do you actually have to read the minutes from the previous year’s AGM at the next AGM so they can get approved?
I assume you mean by read, “read aloud”. If you do, then this is a practice that (thankfully) died decades ago. In today’s world of photocopying and email, the minutes can be sent to everyone or a copy can be given to everyone at the meeting. Then the motion to approve the minutes can be moved and put to the vote.
The essential thing is that people have the opportunity to approve the minutes and to do that they need to know what is contained in them. Reading the minutes aloud is, as I have said, an ancient practice and does not really give people an understanding of what went on because it gets so boring listening – people switch off.
A much better practice is to send a copy of the minutes to everyone or make them available and then the people at the meeting have a hard copy (or have had the opportunity to see a hard copy) and they can accept them or modify them based on that. Reading the minutes aloud is a very inefficient way to deal with the confirmation of the minutes.
If a well meaning , but “old fashioned” person does start to read the minutes aloud, then anyone can simply interrupt them and move that the minutes be taken as read – this is what a person who is savyy about meetings would do.
In regards to when the minutes should be sent out, you may like to read my previous post at http://masterofmeetings.com/index2/annual-general-meeting-minutes
Please Note: The author accepts no responsibility for anything which occurs directly or indirectly as a result of using any of the suggestions or procedures detailed in this blog. All suggestions and procedures are provided in good faith as general guidelines only and should be used in conjunction with relevant legislation, constitutions, rules, laws, by-laws, and with reasonable judgement.