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Annual General Meeting (AGM) Procedures

Core Governance

St. Vincent Taekwondo Federation
Annual General Meeting (AGM) Procedures



1. Purpose

The purpose of the Annual General Meeting (AGM) is to provide STF members with a transparent forum to:

  • Review the Federation’s activities and performance over the previous year.

  • Approve the financial statements and auditor’s report.

  • Elect or re-elect Board members and officers as required.

  • Discuss strategic plans, policy changes, and future initiatives.

  • Allow members to raise questions, concerns, or proposals for consideration.

The AGM is a core governance requirement for ensuring accountability, democratic decision-making, and active member participation in the Federation’s direction.


2. Frequency

  • The AGM shall be held once every calendar year, no later than three (3) months after the end of the financial year.

  • The specific date will be set by the Board of Directors and announced to members in advance (see Notice Requirements below).


3. Notice Requirements

  • Minimum Notice Period – Written notice of the AGM must be sent to all voting members at least 30 days prior to the meeting date.

  • Method of Notification – Notice shall be sent via email to the registered address of each member and posted on the STF website.

  • Notice Content must include: Date, time, and venue (or online platform link). The draft agenda. Information on any elections or positions open for nomination. Instructions for submitting motions or resolutions. Proxy voting information (if permitted).


4. Eligibility to Attend & Vote

  • All current paid-up members of the STF are entitled to attend the AGM.

  • Voting rights are defined by the STF Constitution: Each affiliated dojang/club in good standing has one vote, cast by its appointed representative. Individual members may have voting rights if outlined in the Constitution.

  • Observers may attend but have no voting rights.


5. Quorum

  • The quorum for an AGM shall be at least two-thirds (2/3) of eligible voting members present, in person or by proxy.

  • If quorum is not met, the meeting shall be rescheduled within 30 days.


6. Agenda Structure

The AGM agenda will normally include:

  1. Opening & Welcome by the Chairperson.

  2. Confirmation of Quorum.

  3. Approval of Previous AGM Minutes.

  4. Presentation of Annual Report (activities, achievements, challenges).

  5. Financial Report – presentation of audited financial statements.

  6. Election of Board Members/Officers (as required).

  7. Discussion of Strategic Direction and major initiatives.

  8. Member Motions & Resolutions.

  9. Any Other Business (AOB).

  10. Closing Remarks & Adjournment.


7. Submission of Motions & Resolutions

  • Members wishing to submit motions must do so at least 14 days before the AGM.

  • Motions must be submitted in writing to the STF Secretary and include: Name and club affiliation of proposer and seconder. Full text of the motion. Reason and intended outcome.

  • Late motions will only be accepted at the discretion of the Chair.


8. Elections

  • Positions due for election will be announced in the AGM notice.

  • Nominations must be submitted in writing at least 14 days before the AGM.

  • All nominees must be members in good standing and meet position-specific eligibility requirements.

  • Voting will be conducted by secret ballot unless otherwise agreed by the meeting.

  • Election results are confirmed immediately and recorded in the minutes.


9. Voting Procedure

  • Each eligible voting member may cast one vote per decision or election.

  • Decisions are passed by simple majority unless the Constitution requires otherwise.

  • In the event of a tie, the Chairperson has a casting vote.


10. Meeting Format

  • The AGM may be held in person, online, or hybrid depending on circumstances.

  • For online or hybrid meetings, secure voting mechanisms must be used to ensure fairness and confidentiality.


11. Minutes & Record Keeping

The Secretary is responsible for recording accurate minutes of the AGM.

  • Minutes must include: Attendance list. Summary of discussions and decisions. Voting results. Actions and responsible persons.

  • Draft minutes should be circulated to all members within 30 days of the meeting.

  • Approved minutes must be kept in STF’s permanent records and published on the STF website.


12. Member Engagement

  • Members are encouraged to actively participate in AGMs as a way of influencing STF’s future.

  • The AGM serves as an opportunity for two-way communication between leadership and membership.


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