Club Annual General Meeting Checklist for Nepal

The annual general meeting is the one day each year when every member can ask the committee to account for itself. A calm, well-documented AGM builds trust for a whole year. A chaotic one invites suspicion. This checklist helps a secretary and treasurer in a Nepali club or association prepare in order: before the notice, before the meeting, during it and after it. Your constitution sets the actual rules for notice, quorum and voting, so use this list alongside it and not instead of it.

Six to eight weeks before: set the frame

• Check the constitution for when the AGM must be held, how much notice is required and what quorum applies.
• Fix the date, time and place in Bikram Sambat, and check it against festivals and exams.
• Confirm the venue and an online option if members abroad or in other districts will join.
• Form a small election subcommittee if the committee term is ending.
• Ask the treasurer to begin closing the year's accounts.

Four weeks before: the member list and notice

Update the member register. Mark who is eligible to vote according to your constitution, for example members whose dues are paid or who have been members for a stated period. Publish the voter list so mistakes can be corrected before the meeting. Send the formal notice by the means your constitution requires, and add WhatsApp, SMS and email for reach. Include the agenda, date, time, venue, how to join online and the draft report if it is ready. Keep a copy of the notice and a record of when and how it was sent.

Two weeks before: accounts and reports

The treasurer prepares the income and expenditure account for the year, a balance sheet and a fund statement for project money. Reconcile the bank balance with the books. Attach important notes, such as large expenses, restricted funds and unpaid dues. If the club has an auditor, arrange for the audit before the meeting or follow the process in your constitution. The secretary prepares the annual report of activities. The president prepares a short message to members. Share the accounts and report with members a few days ahead when your rules allow, so questions at the meeting are informed.

One week before: logistics

1. Print the attendance sheet from the member register, with space for signatures.
2. Prepare ballot papers or a voting method if an election is due.
3. Prepare copies of the agenda, the previous minutes, the accounts and the report.
4. Brief the chair on the order of business and the points likely to be contested.
5. Arrange someone to take minutes and a second person to count attendance and votes.
6. Send a final reminder message with the time and joining details.

During the meeting

Open by confirming quorum and recording the number present. Approve the agenda, and confirm the previous minutes. Take reports in order: president, secretary, treasurer, then auditor if there is one. Allow questions on each. When resolutions are put, record who proposed, who seconded and the result. For elections, follow the constitution on nomination, secret or open vote and the declaration of results, and let the election subcommittee announce the result. Close with decisions and responsibilities, such as who will do what by when.

What the minutes must capture

Item	Why
Date, place and time in BS	Identifies the meeting
Number present and quorum	Proves the meeting was valid
Agenda and who spoke	Shows the order and scope
Resolutions with proposer and seconder	Records decisions
Election results and new committee	Updates the registered office bearers
Approved accounts and auditor	Supports the annual filing
Signatures of chair and secretary	Authenticates the record

After the meeting

Circulate the approved minutes and the final accounts. Update the committee register with the new office bearers and their terms. Change bank signatories if the officers changed, and update logins in your systems. Notify the registering office or federation if your rules require it, within the period they specify, and ask them what documents to submit. File the notice, attendance sheet, ballots and minutes together as the AGM file for that year. Schedule the next steps in a short action list.

How software helps at AGM time

The work is lighter if the year's data is already in a system. The member register prints the voter list. Dues reports show who is eligible. The cash book and fund statements produce the accounts. Past minutes and attendance are one search away. Roles change in a minute when the new committee is elected. See how our club and association software handles this, and how our NGO management software adds project and donor reporting for larger bodies.

Keeping the meeting calm

Disagreements at an AGM are normal and healthy. The chair can keep order by sticking to the agenda, giving each speaker a fair time and asking for motions in writing when a debate becomes heated. Agree in advance how contested items will be settled, for example by a show of hands or a recorded vote, according to your constitution. If a question cannot be answered on the spot, record it in the minutes with the name of the person who will reply and the date by which they will do so.

Common AGM mistakes to avoid

• Sending notice late or by a means the constitution does not accept.
• Letting ineligible members vote because the list was not checked.
• Presenting accounts for the first time on the day with no time to read them.
• Skipping minutes on decisions about money.
• Forgetting to update bank signatories after the election.

Next step

Pick your AGM date and count back eight weeks. Put each section of this checklist on the calendar, with a name against each task. To see how a system can prepare your voter list, dues report and accounts in minutes, message WebsNP on WhatsApp at +977 9846280400.

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