Annual General Meeting (AGM)

Purpose

The AGM provides a forum for:

• Reporting on MMCM’s activities, programs, and financial status

• Updating members, volunteers, and the public on any changes to policies, collections, or events

• Strengthening transparency and community engagement

Frequency

• The AGM shall be held once per year, typically within 3–6 months of the fiscal year-end.

• The Founder/President may call additional meetings if needed.

Notice

• Members, volunteers, and the public shall receive written notice of the AGM at least 21 days in advance.

• Notice can be sent via email, postal mail, museum website, and social media.

Participation

• Advisory members may attend, ask questions, and provide feedback.

• Volunteers may attend as observers and may ask questions to clarify information or provide input.

• General public may attend as observers only, without asking questions or voting.

• Founder/President retains final decision-making authority on all policies, programs, and museum operations.

Recording

• The AGM must be recorded (audio or video) to ensure transparency and maintain a permanent record.

• Recordings shall be retained by the museum for reference and may be made available to members upon request.

Minutes

• Minutes of the AGM shall be recorded and retained for museum records.

• Minutes may be shared with members upon request.

Agenda

The standard AGM agenda may include:

1. Welcome and opening remarks by the Founder/President

2. Review of MMCM activities over the past year

3. Financial report and summary of museum revenues, donations, and expenses

4. Review of policy or bylaw updates

5. Advisory member input and Q&A session

6. Volunteer questions and feedback

7. Discussion of upcoming programs, events, or initiatives

8. Closing remarks

Special AGM Powers

The Founder/President may use the AGM to:

• Announce major changes to the museum or collection

• Present opportunities for members to volunteer, advise, or contribute

• Seek approval for optional initiatives, such as fundraising events