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Protocol for AGM questions to the board?

Lesley Batts Board Secretary at Maddermarket Theatre Posted 2 years ago

Hello

I am the Board Secretary and arranging the AGM for the Charity

Questions for the Board from the membership - is it a requirement that the Board are informed of questions prior to the AGM for a response? What is the correct protocol please

Thank you

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Brian Seaton Staff PANEL

Lead Trustee at Small Charity Support 2 years ago

Hi Lesley,

As the saying goes "it all depends" - in this case it depends on what, if anything, your charity's governing document, or less formal "Rules", say on the conduct of meetings. Governing documents don't usually go into that level of administrative detail - but the Rules might. So far as I am aware there is nothing in the Charities Act which goes to that level of detail.

Unlike Rob, I see informing trustees of significant questions to be asked at an AGM (or any other formal meeting) is just a matter of courtesy, of advantage to both the questioner and answerer. Because that provides time for the answer to be appropriately researched and the question clearly responded to. I understand Rob's point about not providing opportunities for trustees to "spin" an appropriate answer to mislead the audience. But there is "the other side of that coin"! Allowing people to put "last minute" - ostensibly "off the cuff" - questions can provide opportunities for "trouble-makers" to put hostile questions intended to embarrass or harass the trustees.

Small Charity Support's experience is that where such issues arise there is often (but not inevitably, of course) a background of developing (if not already full-blown) hostilities between trustees and members about the way that the charity is being run. In that case, the best approach (where possible) is to try to find ways of dealing with the issues amicably - eg: perhaps though less public informal discussion ahead of the public meeting to see if any opportunities for compromise exist. In some cases that might need some external support - the help of a local CSVO perhaps?
Unfortunately, it is also Small Charity Support's experience that where such internal "hostilities" are starting to grow (or have already grown!) out of control, the Charity Commission is very reluctant to intervene/arbitrate unless large sums of money (more than 6 digits) are involved or there is serious risk to the wider reputation of the charity sector as a whole.

I hope that responds to your question in a way which is amicable and constructive.

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David Head Staff PANEL

Charity Consultant at Change is the Only Constant (consultancy) 2 years ago

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Brian Seaton Excellent response!

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Rob Grant Staff PANEL

Corporate Fundraising & Partnerships Executive at Shine Charity 2 years ago

I do not think there is a hard and fast protocol that must be followed by all charities (At least I hope I am right about this and if not somebody can please correct me).

My thoughts are along the lines of giving confidence to people. In my personal opinion, any organization who wants the questions to be submitted in advance could be looking for a chance to spin the answers. I do honestly think everybody appears more honest and legitimate if they are willing to take tough questions on the fly.

That is opinion and preference though. As I was saying, hopefully somebody can correct me if there is an actual procedure that should be followed for charity AGM's in relation to questions.

I haven't had a chance to read through it unfortunately but I did find this article that might be useful in relation to law and charity AGM's.

https://www.lawbite.co.uk/resources/blog/how-to-run-a-charity-agm

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Lesley Batts Staff PANEL

Board Secretary at Maddermarket Theatre 2 years ago

Dear Rob

Thank you so much and I will review

Appreciated

Lesley

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