Freegle Ltd AGM

Freegle Ltd has to hold an AGM each year. The Rules 22-49 cover this requirement.

The meeting has to be called within 6 months of the financial year end. Freegle's year end 2015-2024 was 6th April. Freegle's year end from 2025 is 31st March.

The Board are responsible for ensuring the meeting takes place. The basic outline of their responsibilities (which can be delegated) is:

1. Contact the Returning Officers to check availability for polling and to set a timetable for any Director elections.

2. Decide whether to appoint an Auditor for the next year and arrange for someone to take that position if wanted.

3. Inform the Treasurer of dates as soon as possible so that accounts can be prepared and finalised.

4. Prepare an Annual Report for the meeting. Ask for contributions from role holders, groups or teams as appropriate.

5. The meeting is held on Freegle Discourse, only Freegle Members can vote but all volunteers are welcome to view and comment. The Membership Register must be kept up to date and the Returning Officers have access to it to check for any poll participation.

6. Send out a bulk mailing to all owner addresses and post by Special Notice on Central to inform of forthcoming AGM. Mention closing date/time for any new membership applications for those wishing to participate. Also invite AOB agenda items.

7. Send out the Notice of AGM to Freegle Members, the last date this can be sent is 14 clear days before commencement of the meeting. This should include start and finish times/dates of the meeting, where held, Agenda details etc. Also put a copy of this Notice on Discourse as an Announcement.

8. The AGM is only allowed to discuss items stated on the Agenda. There is no 'any other business'. All reports and papers associated with items on the Agenda must be available when the Special Notice of the Meeting is sent out to Members.

9. Upload Agenda and related reports on this Wiki.

10. Put details of AGM process for that year on Wiki.

11. Ensure someone is asked and prepared to take and produce minutes for the AGM.th