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Annex A - Checklists

Step 1 – preparation

Membership records checked? Para 4
Accounts – cleared? Para 7
Accounts – chairperson ratified statement? Para 7
Accounts – sent to auditors? Para 8
Accounts – financial report prepared? Para 8
Annual report prepared? Para 9
Constitution – at least the 5 main officers listed? Para 12a, Annex B
Constitution – branch divided into constituencies Para 12a, Annex B
Constitution – constituency reps form majority of BEC Para 12d, Annex B
Constitution – sensible branch name? Para 13, Annex B
Constitution – covers all locations Para 14, Annex B

Step 2 – Arranging the AGM

Annual report circulated? Para 17a
Financial report & statement of accounts circulated? Para 17a
Last year’s minutes circulated? Para 17a
Timetable set? Para 18
AGM room identified? Para 20
Disabled access? Para 20
Room booked? Para 20
Guest speaker invited? Para 21
Written to local admin for facility time? Para 22, Annex C
Local Admin replied? Para 22
AGM calling circular issued? Para 23, Annex D, E, F
Posters produced and posted? Para 24, Annex G
BEC to formulate motions for AGM Para 25
Election organised if necessary? Para 26
Ballots counted? Para 27
Refreshments ordered? Para 29
Agenda issued? Para 30, Annex H
Pre AGM BEC held? Para 31
AGM reminder issued? Para 32
Spare papers for AGM produced? Para 33

Step 3 – The AGM

Refreshments provided? Para 29
Spare papers provided? Para 37b
Date of first BEC organised? Para 39
Group nominations and motions sent to HQ? Para 40
National nominations and motions sent to HQ? Para 40
Group conference delegate names sent to HQ? Para 40
National conference delegate names sent to HQ? Para 40

Step 4 – After the AGM

Accreditation letter produced? Para 41, Annex I
Facility time guidance issued? Para 42, Annex J
HQ notified of branch election outcomes? Para 43, Annex K
Other committee posts notified Para 44, Annex L
Issued AGM minutes Para 45

Step 5 – The first BEC

Whitley reps appointed Para 46
Whitley nominations decided? Para 47
Health and safety approved Para 48
Learning reps approved and learning rep appointed? Para 48
Equality and diversity rep appointed? Para 48
HQ notified of equality rep & learning rep? Para 48, Annex L

Step 6 – Arranging the mandating meeting

Mandating room booked Para 49
Notice of mandating meeting issued Para 50, Annex M
BEC meeting held if necessary? Para 51
Mandating meeting posters produced and posted Para 54, Annex N

Step 9 – after conference

Report of conference sent to members? Para 61