An Annual General Meeting is often when a club elects its Chairperson, Secretary, Treasurer and other committee members.

Having a clear AGM election procedure helps ensure that nominations are handled properly, members understand how voting will work and the results are recorded clearly.

This guide provides a practical AGM election of officers procedure for UK clubs that can be adapted to suit your club’s constitution and circumstances.

Important: Your club’s constitution should always take priority. Check its rules on nominations, eligibility, notice periods, voting, quorum and elections before using this procedure.

AGM Election of Officers Procedure

The following procedure can be adapted for use by a typical member-run club.

1. Confirm the Positions Being Elected

Before the AGM, the club should confirm which officer and committee positions are due for election.

These might include:

• Chairperson
• Vice-Chairperson
• Secretary
• Treasurer
• Membership Secretary
• Welfare Officer
• Other committee positions

The positions to be elected should be consistent with the club’s constitution.

2. Invite Nominations

Members should be given an opportunity to nominate eligible candidates for the positions being elected.

The AGM notice or separate nomination notice should clearly state:

• Which positions are available
• Who is eligible to stand
• Who can nominate candidates
• The nomination deadline
• How nominations should be submitted
• Whether a proposer and seconder are required

If the constitution specifies a particular nomination process or deadline, that process must be followed.

3. Obtain the Candidate’s Consent

A person should not be nominated for an officer position without their agreement to stand.

Where written nominations are used, the nomination form should include confirmation that the candidate is willing to stand for election.

4. Check the Nominations

The Secretary or another designated person should check the nominations before the AGM.

This should confirm that:

• The candidate is eligible
• The proposer is eligible
• The seconder is eligible, where required
• The nomination was received before the deadline
• The candidate has agreed to stand

The club should then prepare a final list of valid candidates.

5. Publish the Candidates

Where the constitution or club procedure requires it, the names of candidates should be circulated to members before the AGM.

This gives members an opportunity to understand who is standing for each position before voting takes place.

The information provided might include:

• Candidate name
• Position
• Short candidate statement
• Proposer and seconder, where applicable

The exact information and timing should follow the club’s constitution.

Conducting the Election at the AGM

The election should be dealt with at the appropriate point on the AGM agenda.

The Chairperson should explain the election process before voting begins.

6. Confirm Who Can Vote

Before an election takes place, the club should establish who is entitled to vote.

Eligibility may depend on factors such as:

• Membership category
• Age
• Membership fees being paid
• Length of membership
• Attendance at the AGM
• Proxy arrangements, if permitted

The club’s constitution should be used to determine voting eligibility.

7. Deal With Uncontested Positions

If only one eligible candidate has been nominated for a position, the club may be able to declare that candidate elected without a contested ballot, depending on its constitution and meeting procedure.

For example:

“There being one valid nomination for the position of Treasurer, [NAME] is elected Treasurer for the forthcoming year.”

If the constitution requires a formal vote even where there is only one candidate, that requirement should be followed instead.

8. Conduct Contested Elections

Where more than one candidate is standing for the same position, a contested election should take place.

The voting method should be the method specified in the constitution.

Depending on the club’s rules, this could involve:

• A show of hands
• A secret ballot
• A written ballot
• An electronic vote
• Another specified voting method

Do not assume that a secret ballot or show of hands is automatically required. The club’s constitution should determine the appropriate procedure.

9. Count the Votes

Votes should be counted carefully and transparently.

Where appropriate, the Chairperson may appoint one or more independent tellers or scrutineers to count the votes.

The person conducting the count should ensure that:

• Only eligible votes are counted
• Duplicate or invalid votes are dealt with according to the club’s rules
• The result is recorded
• Any tie is handled according to the constitution

10. Announce the Result

Once the votes have been counted, the Chairperson should announce the result.

For example:

“The votes have been counted and [NAME] has been elected Chairperson for the forthcoming year.”

The result should be recorded in the AGM minutes.

What Happens If There Is a Tie?

A club’s constitution should ideally explain what happens if two or more candidates receive the same number of votes.

The procedure might specify a further ballot or another method of resolving the tie.

Do not simply invent a tie-breaking procedure at the AGM. If the constitution already provides one, follow it.

If the constitution does not clearly deal with the situation, the club should take appropriate advice before departing from its normal voting rules.

What If No One Is Nominated?

A club may find that there is no candidate for one of its officer positions.

The appropriate response will depend on the club’s constitution.

Possible options may include:

• Extending the nomination process
• Inviting nominations at the AGM, if permitted
• Leaving the position vacant
• Allowing the committee to fill the vacancy later
• Appointing or co-opting an eligible member

The procedure should not conflict with the club’s governing document.

What If an Officer Resigns During the Year?

A club should also have a procedure for dealing with vacancies between AGMs.

Many club constitutions allow the committee to appoint or co-opt a member to fill a vacancy until the next AGM, but this is not universal.

The existing constitution should be checked before making an appointment.

Recording the Election in the AGM Minutes

The AGM minutes should record the outcome of the elections.

You do not normally need to record every individual vote unless the club’s rules or circumstances require this.

A simple record might state:

Election of Officers

Chairperson – [NAME]
Secretary – [NAME]
Treasurer – [NAME]
Membership Secretary – [NAME]

For a contested election, the minutes may also record the voting result where appropriate.

For example:

“Two candidates stood for election as Treasurer. Following a ballot, [NAME] was elected.”

The exact level of detail should reflect the club’s requirements and the nature of the election.

Sample AGM Election Procedure Template

The following can be adapted as a standalone procedure for a club:

Election of Officers and Committee Members

1. Officers and committee members shall be elected in accordance with the club’s constitution.
2. Nominations shall be invited from eligible members before the Annual General Meeting.
3. Each nominee must confirm their willingness to stand for election.
4. All nominations shall be checked for eligibility before the election.
5. Where only one valid candidate is nominated for a position, that candidate may be declared elected where permitted by the constitution.
6. Where more than one candidate is nominated for a position, an election shall be conducted using the voting method specified in the club’s constitution.
7. Votes shall be counted by the person appointed to conduct the election and, where appropriate, by designated tellers or scrutineers.
8. The candidate receiving the required number or highest number of votes, as applicable under the club’s constitution, shall be declared elected.
9. Any tie shall be dealt with in accordance with the club’s constitution.
10. The results of the election shall be recorded in the minutes of the Annual General Meeting.

AGM Election Checklist

Before the AGM:

• Confirm which positions are being elected
• Check the club constitution
• Confirm eligibility requirements
• Issue the nomination notice
• Set the nomination deadline
• Receive nominations
• Confirm candidates’ consent
• Check all nominations
• Circulate candidate information where required
• Prepare voting papers or other voting arrangements
• Arrange tellers/scrutineers if appropriate

During the AGM:

• Confirm voting eligibility
• Explain the election procedure
• Deal with uncontested positions
• Conduct contested elections
• Count votes
• Resolve any tie according to the constitution
• Announce the results
• Record the results in the minutes

After the AGM:

• Update the club’s records
• Confirm the new committee
• Arrange handover from outgoing officers
• Update bank mandates and other authorities where necessary
• Notify relevant governing bodies where required

Why a Clear Election Procedure Matters

Officer elections are an important part of club governance.

A clear process helps members understand how candidates are nominated, who can vote and how the result will be determined.

It can also reduce the risk of disputes arising from unclear or inconsistent election procedures.

Most importantly, the procedure should work with the club’s constitution rather than replace it.

AGM Election of Officers Template

If you need a ready-to-adapt document, our AGM Election of Officers Procedure Template provides a practical starting point for UK clubs.

It can be adapted to reflect your club’s own constitution, membership arrangements, nomination process and voting rules.

[DOWNLOAD / VIEW AGM ELECTION OF OFFICERS PROCEDURE TEMPLATE →]

Frequently Asked Questions

How are club officers elected at an AGM?

Club officers are generally elected by eligible members at the AGM, using the procedure set out in the club’s constitution. The process may involve nominations followed by a show of hands, secret ballot or another voting method.

Do AGM officer nominations need a proposer and seconder?

Not necessarily. Some club constitutions require a proposer and seconder, while others use different nomination arrangements. The club’s own constitution should be checked before nominations are accepted.

Can nominations be made from the floor at an AGM?

Sometimes, but this depends on the club’s constitution or established meeting rules. If nominations have to be submitted before the AGM, nominations from the floor should not simply be accepted because it is convenient.

What happens if only one person is nominated for an officer position?

Depending on the club’s constitution, the candidate may be declared elected without a contested ballot. Some constitutions may require a formal vote even where there is only one candidate.

What voting method should be used for officer elections?

The voting method should follow the club’s constitution. Depending on the rules, this may be a show of hands, secret ballot, written ballot or another method.

What happens if two candidates receive the same number of votes?

The club should follow any tie-breaking procedure contained in its constitution. If the constitution does not provide a clear procedure, the club should avoid simply creating a new rule during the election.

Run Your Club AGM With Confidence

A well-organised officer election gives members a clear and transparent way to choose the people who will help run the club.

Use the procedure above as a starting point, check it against your club’s constitution and adapt it to suit your organisation.

[VIEW THE AGM ELECTION OF OFFICERS TEMPLATE →]