Annual Meeting Script

ANNUAL GENERAL MEETING OF MEMBERS

SCRIPT FOR THE CHAIR

Proposed Agenda

1. Welcome and Call to Order

2. Appointment of Chair, Secretary and Scrutineers

3. Confirmation of Quorum and Constitution of Meeting

4. Board Chair Remarks

5. Financial Statements and Financial Highlights

6. Elections to the Board of Directors

7. Appointment of the Accountants

8. Other business

9. Termination of Meeting
1. Welcome and Call to Order

Good morning. It’s my pleasure to welcome you

to the (insert year) Annual General Meeting of
Members of the organization.

My name is (insert name) and I serve as the

organization’s Board Chair. It gives me great
pleasure to report to you on the affairs of the
organization and its performance over the past
year and, indeed, some highlights since its
founding in (date).

At this time, I would like to call this meeting to

order for the purpose of conducting the business
described in the Information Guidewhich was sent
to all current Members on (date).

While I intend to maintain a degree of informality

this morning, it would be appreciated if you would
please be kind enough to switch off your
smartphones and other mobile tools so we are not
interrupted.
Before proceeding with the formal business of
today’s meeting, I would like to introduce two of
the organization’s important partners:

 (external auditor. if in attendance); and,

 (legal counsel, if in attendance).

I’d also like to introduce my fellow current Board

members and members of the organization’s
Senior Management Team who are here today:

 (insert list of those in attendance)

(insert any further comments from the Board

Chair)

This meeting is not where we will be discussing

specific strategic, operational or other plans.
However, immediately following the conclusion of
the formal annual meeting business, our chief
executive officer will be making comments in
respect of the highlights from the past year as
well as future plans and priorities.

The order for today’s proceedings will be as

follows…

1. Receipt of the organization’s financial

statements;
2. Elections to the Board of Directors;
3. Appointment of the Auditors; and, finally,
4. The transaction of any other business that
is appropriately dealt with at the meeting.

The above matters are described in greater detail

in the Information Guide that was sent to all
Members.

Once an item of business has been formally

presented for the consideration by the meeting,
Members will have the opportunities to ask
questions. I would ask Members to keep their
questions relevant to the agenda item being
considered. When other business is considered
 under Agenda Item Number 8, Members will have
the opportunity to ask other questions of me and
the Chief Executive Officer.

Before we get to that part of the meeting, we need

to take care of some meeting logistics and
protocol.

2. Appointment of Chair, Secretary and

Scrutineers

With your approval, I will perform the role of

Chair. I’d also like to ask that (name) serve as
scrutineer of this Meeting for the purpose of
determining the number of votes represented in
person or by proxy at the Meeting. (He/she) will
ensure the authenticity and validity of the proxies,
the existence of a quorum and the number of
votes cast on all matters voted upon at the
Meeting. Finally, I would like to ask that (he/she)
also serve as Secretary of the meeting.
  Would those of you in agreement with the
above please signify your support by raising
your hand?

 Thank you.

 Would those wanting to vote against the

above please signify with your raised hand?
Thank you.

I can confirm the appointment of scrutineers and

secretary has the strong support of the meeting.

At this time, I would ask that everyone who has

not registered with the scrutineers or deposited
their proxies with the scrutineers to please do so
now.

(PAUSE)

Thank you.

3. Confirmation of Quorum & Constitution of

Meeting
I have been advised that the formal notice of
meeting was sent to all Members. This was
included in the Annual Meeting Information Guide
sent on (insert date).

I have also been advised in a report by the

scrutineer that (insert number) percent of all
Members entitled to vote at this Meeting are
represented in person or by proxy. Therefore, I
declare that a quorum is present and that this
Meeting is apporpriatey convened and may
proceed to conduct business as described in the
Notice of Meeting.

Members who are present are entitled to vote.

Votes will be cast by ballot which will now be
circulated. If you need a ballot today, please raise
your hand at this time.

(PAUSE)
In voting by ballot, Members need to be sure to
sign and date the ballot in the space provided.
Please also be sure to print your name legibly.

With respect to the business being considered at

today’s meeting, the Board and Staff are
recommending that Members approve all of the
resolutions being put forward.

4. Audited Financial Statements

Turning to the Company’s financial results, the
audited financial statements for the year ended
(date) and the reports of the Auditors have been
circulated to all Members as part of the
Information Guide, along with the auditor-
prepared financial statements for the year ended
(date).

I will now call on (name), the organization’s CEO

to speak to some of the highlights of the financial
results and the audited financial statements:
________________________________________
_
5. Chief Financial Officer Remarks by Ken
Whyte

Thank you, (insert name of Chair). I am pleased

to report on the financial results of the Company
and to provide some insights into what I believe
are the relevant highlights.

(insert content to reflect financial highlights)

________________________________________
___

Remarks of the Chair (continued)

Thanks, (name of CE0).

6. Elections to the Board of Directors

Maintaining a strong governance foundation for

the organization requires a strong, active board of
directors comprised of individuals who understand
and are committed to our organization and its
future direction and priorities; individuals who can
deliver effective oversight by bringing key skills,
knowledge and experience.

The nominees proposed for election as directors

of the organization were listed with brief
personal biographies in the Information Guide.
All nominees have established their eligibility
and willingness to serve as directors. Directors
will hold office until the next Annual Meeting of
Members.

I am pleased to recommend for Member

consideration and approval the following slate of
Director nominees:

1. (insert director slate)

2.
3.
4.
5.
 6.

These individuals are all highly qualified and most

are well known to you. They are being proposed
for election to the Board by Members because of
the contribution they are able to make.

At this time, I would invite anyone who has

questions regarding this resolution to speak
to the meeting.

(PAUSE)

There being no further questions, I would like

to move to the vote on this resolution. Would
those Members or those holding valid proxies
on behalf of Members please vote by a show
of hands.

Would all those in favour of this motion

regarding the election of Directors please
raise your hands?
Thank you.

Any opposed?

Thank you. Based on the show of hands, I

can confirm that the motion electing directors
to the Board of the organization is approved
(unanimously).

7. Re-Appointment of the Accountants

Agenda item number 7 concerns the re-

appointment of the organization’s external
auditors. (Name of firm) has been the
organization’s auditors for the last (number)
years.

It is recommended that (name of firm) be re-

appointed as accountants of the organization
until the next annual meeting of members and
that the directors be authorized to fix the
remuneration to be paid to (name of firm) for
so acting.

At this time, I would invite anyone who has

questions regarding this resolution to speak
to the meeting.

(PAUSE)

There being no further questions, I would like

to move to the vote on this resolution. Would
those Members or those holding valid proxies
on behalf of Members please vote by a show
of hands.

Would all those in favour of this motion

regarding the election of Directors please
raise your hands?

Thank you.

Any opposed?
 Thank you. Based on the show of hands, I
can confirm that the motion appointing the
external auditor is approved.

8. Transact any other business properly

brought before the meeting

The formal business proposed for this

meeting has been completed. This is now the
time when Members are welcome to raise any
other business that we are in a position to
conduct today.

Therefore, I would welcome questions from

Members on any issue not related to the
formal business conducted today.

(PAUSE)

9. Termination of formal meeting

 There being no further questions and with the
business of this meeting now complete.

Before the formal part of the meeting is

terminated, I would like to thank all staff members
for the contribution they have made to achieve the
organization’s current success and position it for
even greater success in the future.

I would now ask for a show of hands to terminate

this meeting. All in favour? Contrary, if any? This
annual general meeting of the members of (name of
organization) is now terminated. Thank you.