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Preparing for your AGM as a Charity Managed Early Years Provider

  • Writer: Sally Gridley
    Sally Gridley
  • 42 minutes ago
  • 5 min read

For charity managed settings the Annual General Meetings (AGMs) is more than a legal requirement. They offer a chance to celebrate the year’s achievements, strengthen governance, discuss challenges, and bring your community together.


Whether you're a long standing committee or new to the role, preparing well ensures your AGM is compliant, purposeful and positive.


With many settings holding theirs at the start of the new academic year, this blog walks you through what to do, when to do it and what the Charity Commission expects.


Audience seated in a historic library hall during a lecture, with tall bookshelves, a projector screen, and warm orange chairs.

Start with your governing document

Your constitution or governing document sets out the rules for how your AGM must be run. The AGM is more than a routine meeting. It is a legal requirement for most charities, including early years providers registered as charities. The Charity Commission is clear: trustees must follow the rules in the constitution or decisions made at the AGM could be invalid.


The Charity Commission state:


  • Timing: You must hold your AGM within six months of the end of your financial year.

  • Notice: Trustees and members must receive clear notice of the meeting, usually at least 14 days in advance.

  • Agenda: The meeting should cover key items such as approving accounts, appointing trustees and discussing the charity’s activities.

  • Minutes: Keep accurate minutes as an official record of decisions made.


Check what your governing document says about:


  • How to call the AGM: The notice period and who must be invited.

  • Quorum: The minimum number of people required to attend.

  • Who can vote: Members, trustees or both.

  • How elections must be run.

  • How minutes must be recorded.


Your AGM is not all about electing a new committee which is a common misconception in early years settings.



Plan Your AGM Well in Advance

Start planning your AGM at least two to three months before the scheduled date. Early planning helps avoid last-minute stress and ensures all necessary documents and reports are ready.


  • Set a date and venue: Your governing document will state how much notice you must give members but it is usually 14 or 21 days. If using an EYA model constitution it's 14 days. Your notice should include the date, time and location of the meeting (or an online meeting link), the agenda, information about trustee elections and how members can submit questions or proposals.


  • Prepare the agenda: A typical AGM agenda includes -

    • Welcome and apologies

    • Approval of previous AGM minutes

    • Chair's report

    • Manager's report

    • Trustee's report on the end of year accounts (these will need to be approved by members)

    • Election of trustees/committee

    • Adoption of constitution (if changes are proposed)

    • Any other business


  • Assign roles for the meeting such as chairperson, minute taker, and timekeeper.


  • Gather reports  as well prepared documents help trustees feel confident and help members understand the charity's work. You will typically need:

    • The prepared Charity Commission annual report

    • The annual accounts which have been independently examined

    • The reports from the treasurer, chair and manger (see below for content)

    • Minutes from the previous AGM.

    • Nominations for new trustees.


Prepare Clear and Concise Reports

Your AGM will rely heavily on reports that explain your charity’s work and financial health. These documents should be clear, honest, and easy to understand for all attendees.


  • Annual Report: Summarise your early years provision’s achievements, challenges, and impact on children and families.


  • Financial Statements (Treasurer's report): Present your income, expenditure, and financial position clearly. Copies of the annual examined accounts should be available for all attending the AGM.


  • Chair's Report: Outline trustee activities and governance matters. Include a brief section on goals and priorities for the coming year.


  • Manager's Report: This helps members understand:

    • Child numbers and occupancy

    • Staffing and training

    • Safeguarding updates

    • EYFS changes

    • Ofsted actions or improvements


  • Celebrate achievements: Your AGM is a great moment to highlight improvements in practice, community engagement, fundraising successes and staff achievements.


Avoid jargon and keep language straightforward. This helps trustees and members engage with the content and ask informed questions.


Engage Trustees and Members Effectively

An AGM is a chance to strengthen your charity’s community. Encourage active participation from trustees and members by making the meeting welcoming and interactive.


  • Send reminders before the meeting.

  • Provide clear instructions on how to join, especially if using online platforms.

  • Encourage questions and discussions during the meeting.

  • Offer opportunities for members to stand for trustee roles or suggest agenda items.

  • Consider accessibility needs, such as providing documents in large print or offering language support.


Run the Meeting Smoothly

On the day of the AGM, good organisation is key to keeping the meeting on track and productive.


  • Start on time and follow the agenda closely.

  • Chair the meeting firmly but fairly, ensuring everyone has a chance to speak.

  • Keep discussions focused on the agenda items.

  • Record minutes accurately, noting decisions and action points (see below)

  • Summarise key points at the end and explain next steps.


If the meeting is virtual, test technology beforehand and have a backup plan in case of technical issues.


Record the Meeting Accurately

The Charity Commission requires trustees to keep accurate records of meetings. Your AGM minutes must include:


  • A list of those who attended

  • Confirmation that the quorum was met

  • Decisions made

  • Election results - including who proposed and seconded each trustee

  • Any actions agreed


After the AGM

The work does not end when the meeting finishes. Follow-up actions help maintain momentum and demonstrate accountability.


  • Distribute minutes promptly to all attendees.


  • Submit the required documents to the Charity Commission, such as annual returns and accounts.



  • Update your charity’s records with any changes in trustees or policies.


  • Induct new trustees by providing a trustee induction pack, explaining roles and responsibilities and sharing key policies.


  • Communicate outcomes to your wider community, including staff, parents, and funders.


  • Update the Charity Commission with change to trustees.


  • Plan for the next AGM by noting lessons learned and improvements.



Final Thoughts

A well‑run AGM strengthens your charity, builds trust with families, and ensures your early years setting is compliant, transparent and well‑governed.


By following your constitution, applying Charity Commission guidance, and embracing the collaborative spirit of the early years sector, your AGM can become a positive and empowering annual milestone.


Useful document: AGM Bundle

Includes:

  • Trustee Application Form

  • Trustee Induction Toolkit with:

    • Welcome Letter

    • Overview of Trustee Responsibilities

    • Trustee Code of Conduct

    • Role Descriptions (Chair, Treasurer, Secretary)

    • Trustee Confidentiality Form

    • Trustee Eligibility Form

  • Completing your EY2 guidance for Trustees

  • AGM Preparation Checklist

  • Charity Annual Report Checklist

  • Charity Financial Controls Policy

  • Procurement Policy

  • Conflict of Interest Toolkit


Total price if purchased separately £53.99


Bundle price £39.99



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