Ulster GAA: The club AGM and pre-AGM

AS clubs edge towards the end of the playing season, many of our teams are still involved in their final and often most important games of the year.

Alongside the action on the field, another key date in the GAA calendar is approaching, the Annual General Meeting (AGM).

Everything in the Association seeds from our clubs, members, and loyal volunteers, making the AGM a vital moment each year.

On the administrative side, club officers should now be preparing for their pre-AGM and AGM. By rule, the AGM must take place before the end of November each year.

Importantly, a pre-AGM must be held at least 21 days in advance of the AGM to ensure sufficient notice is given in line with GAA rules.

This means October is the month when most clubs host their pre-AGM.

This year also marks a significant change: for the first time, youth members aged 16+ will be eligible to nominate, vote, and even stand for election at AGMs.

The purpose of the AGM

The AGM serves several important functions:

– Review of the previous year’s activities.

– Review of certified accounts.

– Election of the incoming executive committee and officers.

– Seeking members’ views on club and Association policy.

– Considering future club policy.

– Making submissions via motions to the county committee regarding Association rules.

– Providing an opportunity for the club to communicate key messages to its membership.

The AGM must be completed before the end of November so that financial accounts and motions can be presented to the county committee in advance of the county convention. The executive committee is responsible for setting the date and venue.

Key steps in organising the AGM

– Pre-AGM: Preparations should begin at a pre-AGM (or be included in the agenda of September/October’s Executive Committee meeting).

– Notice: At least 21 days’ notice of the AGM must be given in writing (electronically or otherwise) to all club members.

– Nominations and motions: Members should be invited to submit nominations for vacant positions and complete a ‘notice of motions’ form.

– Return date: Motions and nominations must be returned 14 days before the AGM.

– Documentation: Seven days before the AGM, the following must be circulated to all members: AGM agenda (Clár), annual secretary’s report, certified accounts, details of nominations for executive committee elections and motions for consideration.

AGM agenda (as per Rule 8.4, Club Constitution):

– Adoption of standing orders.

– Secretary’s annual report.

– Treasurer’s annual accounts.

– Chairperson’s address.

– Election of officers and executive committee members.

– Notices of motion.

– Any other business.

Secretary’s annual report

The secretary’s report is the most important item on the Clár. It should reflect on all aspects of club life—games, culture, community involvement, and beyond.

The club development plan should guide the report, highlighting achievements to date and outstanding goals.

The chairperson’s address should follow a similar outline, and collaboration between both officers is strongly encouraged.

Treasurer’s report

Each club must present an income and expenditure account for the year (Rule 11.8, Club Constitution). Accounts must be certified by a qualified person and approved by the executive committee.

The treasurer typically presents the accounts at the AGM, explaining key details.

The financial statement must be signed by two of the three club signatories (chairperson, secretary, treasurer) as per Rule 11.7.

Election of officers

– Elections are conducted by secret ballot.

– Only fully paid-up members can vote.

– Before elections, tellers (vote counters) are chosen – these should be independent of the ballot.

– Results are announced by the chairperson, with names read in alphabetical order rather than by vote count.

– If only one person is nominated for a role, they are deemed elected.

– Where no nomination exists, a member may be proposed and seconded from the floor (unless a nomination already exists).

Notices of motion

– A motion proposes changes to the club constitution, county bye-laws or the official guide.

– A recommendation covers everything else.

– Motions for county convention are also considered; hence the importance of the AGM being completed before the county convention.

Any other business

Only minor or urgent matters arising since the agenda was issued should be addressed here.

After the AGM

The club secretary should:

– Compile and circulate the minutes of the meeting as soon as possible.

– Submit a report to the county convention within 10 days.

– Ensure details of newly elected committee members are formally recorded.

The AGM remains one of the most important dates in the GAA year, not just as an administrative requirement, but as a chance for members to reflect, engage, and shape the future direction of their club.