AGM Voting and Procedures

AGMs are an important part of Pony Club governance.

They give eligible members the opportunity to receive reports, elect committee members, consider business, and take part in Club decision-making.

To help avoid confusion, Clubs should clearly communicate voting rights and AGM procedures to members before the meeting.

Who can vote at a Club AGM

Voting at a Club AGM is based on membership category.

The following members can vote.

Youth Members aged 18 years and over.

Parent or Guardian Members of a Youth rider under 18.

Life Members, where included under the Club Constitution.

Each eligible voting member has one vote.

Who cannot vote at a Club AGM?

The following members may attend and speak, but do not vote at General Meetings.

Youth Members under 18.

Adult Members who are not Parent or Guardian Members of a Youth rider under 18 years.

Horsemasters Members.

Technical Members 

Financial membership

A person must be a current registered financial member within a voting membership category to vote.

Being a coach, helper, official, or committee supporter does not automatically create AGM voting rights.

Electronic voting

Electronic voting is permitted, where the Club can manage it fairly and securely.

A neutral returning officer should check eligibility before voting links or papers are issued.

Voting should remain confidential.

The Club should keep a clear record of who has been issued a vote, without recording how they voted.

Nominations and elections

All committee positions are elected at the AGM.

If the number of valid nominations is the same as, or fewer than, the number of positions available, those nominees may be declared elected.

If there are more nominations than positions available, an election must be held.

A secret ballot is recommended where there is a contested election.

President voting

The President has one vote if they are an eligible voting member.

The President does not have a casting vote.

Before the AGM

Clubs should confirm.

The AGM date.

The positions being elected.

The nomination closing date.

Who is eligible to vote.

Whether electronic voting will be used.

Who the returning officer will be.

The candidate list and agenda.

Key reminder

AGM voting rights come from the Club Constitution and the member’s registered membership category. When in doubt, check the Club Constitution and the current membership list before the AGM.