AGM Agenda Template for Leaseholders Associations

Your AGM agenda is not a to-do list. It is a legal framework.

The Annual General Meeting is your association's most important governance event. It is where members approve the accounts, elect the committee, and vote on the budget that sets service charges for the year ahead.

Most leaseholder association constitutions specify exactly what must appear on the AGM agenda. Miss a required item and the decisions taken at that meeting can be challenged — leaving your association exposed to disputes and delays.

The 12 items every AGM agenda needs

Agenda items are listed in order of typical flow. Check your constitution for any additional requirements specific to your association.

1. Welcome and quorum declaration — confirm the meeting is properly constituted
2. Apologies for absence
3. Approval of previous AGM minutes — members vote to accept last year's record as accurate
4. Chair's annual report — summary of activities over the past year
5. Treasurer's report and annual accounts — present income, expenditure, and balance sheet. Members vote to approve
6. Service charge review and outlook — actual vs budget for the past year, proposed budget for the coming year
7. Election of committee members — retiring members stand for re-election, new candidates are proposed and voted on
8. Appointment of auditor or independent examiner — if required by your constitution
9. Member-submitted resolutions — motions notified in advance, with exact wording
10. Any other business — announcements only. No binding resolutions
11. Date of next AGM
12. Close of meeting

Free AGM agenda template

Four tips for a smoother AGM

• Distribute the agenda and papers 14 days before. Most constitutions require this, and it gives members time to review the accounts and resolutions.
• Include the previous year's minutes with the agenda pack so members can read them before the meeting.
• Set time limits per item and appoint a timekeeper if the agenda is full. The treasurer's report and service charge review typically need the most time.
• Prepare for hybrid attendance. Many members now expect a video link. Check your constitution allows it.

Run your AGM on the record with LeaseholdConnect

LeaseholdConnect handles the full AGM lifecycle: publish the agenda, share supporting documents, record attendance and votes, and store the approved minutes permanently. Every meeting generates a timestamped record with full visibility controls.

Members who cannot attend can review the papers and cast their vote ahead of time where permitted. No more email chains, paper ballots, or lost records.

Create your free workspace and run your next AGM on the record.