Annual General Meeting (AGM) is the meeting of members and is the supreme authority to decide and endorse all business and issues that were tabled and arisen from the Annual Report.

It is the statutory right of members to query and ask for clarifications on matters and issues that are of interest to the association in particular and to the members at large at the AGM. Nothing must therefore be construed as personal and the central committee members must be prepared to face this annual daunting process of accountability in grace and in wisdom.

It must also be in this understanding and spirit that members offered themselves for election to the Central Committee and be prepared to serve and accept the fiducial responsibility mandated upon them by the members as manifested in the constitutions. One must however be reminded that a public office is subject to public scrutiny and criticism.

Although there were some choppy moment of questions & answers at the recent PAAM 19th AGM held on the 25th April 2004, reflecting a healthy democratic process of check and balance, I am delighted to note that good wisdom and spirit prevails and the AGM was orderly concluded albeit a little longer than envisaged.

Inspite of the seemingly initial disapproval of the proceedings, nevertheless majority of the Central Committee Members (CCM) elected to the office were incumbents. This demonstrates the non-personal attitude and maturity of the members. I also wish to congratulate all CCMs for your courage to take up the challenge and volunteering of your time for the good cause of the association.

As for all AGMs, the annual report is the principal document and CCM is the vehicle instrumental for the proper conduct of the meeting. It is therefore of utmost importance that the annual report must be meticulously prepared and the CCM must be proficiently familiar with the on-goings and react tactfully when being questioned. Any over reaction or display of impatience can only invite discontent and disapproval from the members.

The success of an AGM depends on the accuracy of the annual report and sincerity of the CCM.
On this note, there are simple rules to observe when preparing of annual reports:
Report what is within one’s scope of responsibility
Report according to the chronology of events
Report must be accurate and concise especially for the financial reports, footnotes must be attached for expenditure that were non-routine in nature
Report with a commitment
Avoid rhetoric reporting, write in simple language
Every CCM must proof-read, corroborate and understand all facts of their respective area of reports before printing. Every extra minute and effort spent in the preparation of the report is worth all the hassles avoided at the end of the day.

Office bearers and members alike must recognize the importance of an annual report. Inconsistency and ambiguity of an annual report is often the cause of unhappiness at an AGM. A well prepared annual report means a well anticipated AGM. When information were properly disseminated and members were well informed with all on-goings of the Association, positive and open mindedness will prevail hence deflecting all undesired hostility and debates.

The conduct of the AGM reflects the level of confidence of the CCM and the comfort level of the members hence the success of the AGM.