Annual General Meeting

Here’s the typical practice:

1. The Club President decides (with the Board of Directors) the date, time, and venue of the AGM.
2. The Club Secretary prepares and sends the official Notice of Meeting to all members, usually at least 14 days in advance (sometimes more, depending on your club’s Constitution & By-Laws).
3. The notice will include the agenda, details of elections (if applicable), reports to be presented, and any other business to be transacted.

4. The Immediate Past President is responsible for preparing the annual report. Similarly, the treasurer will compile the club's annual financial account. All reports will be finalized and available for presentation during the meeting.

5. If your club is registered with a local society registrar (like in Malaysia under ROS), the notice may also need to comply with legal requirements on timing and format.

(Sample)

Notice of Annual General Meeting (AGM) 

LIONS CLUB OF [Your Club Name]
(Region/District, if applicable)

📌 NOTICE OF ANNUAL GENERAL MEETING

Notice is hereby given that the Annual General Meeting (AGM) of the Lions Club of [Your Club Name] will be held as follows:

Date: [Day, DD Month YYYY]
Time: [Start Time]
Venue: [Meeting Venue / Online Platform link if virtual]
Attire: Smart Casual & Lions Vest

Agenda: 
Call to Order
Roll Call and Confirmation of Quorum
Adoption of Agenda
Confirmation of Minutes of the Previous AGM
Matters Arising from the Minutes
President’s Annual Report and Adoption of Report
Treasurer’s Report and Adoption of Accounts
Report of Election of Board of Directors (Fiscal Year)
Appointment of Auditors 
Any Other Business (with prior notice to the Secretary)
Adjournment

By Order of the Board,

[Name of Secretary]
Club Secretary
Lions Club of [Your Club Name]
Date: [Issue Date of Notice]