Template
Annual meeting checklist
Notice, package, quorum, election, minutes: a working checklist for a volunteer board running its annual general meeting without a manager.
The annual meeting has more moving parts than any other thing a self managed board does, and most of them are dated backwards from the meeting itself.
What is on it
The notice, and what has to travel with it. The package: statements, auditor's report, budget, candidate material. Quorum, and what to do when the room is short. The election mechanics, including proxies and how they are validated at the door. The minutes, and what has to be in them.
Ontario and Florida
The Ontario checklist covers the preliminary notice and the notice of meeting as two separate steps, because they are. The Florida checklist covers the two election mailings and the candidate information sheet deadline.
How to use it
Work back from the meeting date and put each row on a calendar. The checklist is designed to be filled in and kept as the corporation's record that each step happened.
File request
Send it to me
We email the file to the address you give us and we store that address and the fact that you asked for this template. The marketing consent below is a separate question and the file does not depend on it.
Or skip the template and use the product
Board Butler carries the editable version, already filled in with the corporation's own numbers, and enforces what the policy says rather than filing it.