The committee must ensure the minutes of the AGM include a copy of the: Any resolution passed about the financial statements should be recorded in the AGM minutes. The members review the financial statements and decide whether to accept them. If the financial statements have been professionally reviewed or audited, the report must also be presented to members. a certificate signed by two committee members confirming that the financial statements give a ‘fair and true’ view of the association’s financial position and performance.What happens at the AGM?Īt the AGM, the association must present its members with: For more information on rules, view Incorporated association rules. The AGM must be run using the procedures in the association’s rules. It must take place within 5 months of the end of your association’s financial year.Īn association must hold its first AGM within 18 months of becoming incorporated. The AGM must be held after the end of the financial year so that the financial statements can be presented to members. A person acting as a proxy must act honestly and in good faith and exercise due care and diligence.Īn AGM is a meeting of all the members of an incorporated association. Members must be given a copy of the form with the notice of the AGM/Special General Meeting.

You must use a standard form to proxy vote if the rules of the incorporated association require you to do so. The Act also permits meetings of the committee of an incorporated association to be conducted by use of technology that allows members to clearly and simultaneously communicate with each other. The Associations Incorporation Reform Act 2012 (the Act) permits members to take part in general meetings by using technology that allows members to clearly and simultaneously communicate with each other, regardless of the incorporated association's rules about this.

use a teleconference, videoconference or other means of electronic communication.

Complete our Extension of time to hold an annual general meeting (AGM) or lodge financial statements form (Word, 97 KB) and send it to the association is unable to hold a meeting in person, you can: If you need an extension of time to hold the AGM, you can apply to the Registrar for a 2-month extension. simply stated that as an alternative to directly approving the minutes of the previously constituted board, which the OP seemed to think presents a problem, the new board can appoint a committee (which would most logically be composed of members who were present at the previous meeting) to approve them.Visit Coronavirus (COVID-19) Victoria for information about holding COVIDSafe meetings. Presumably, the secretary already drafted the minutes in time for the next board meeting, and Mr. Nobody said anything about drafting new minutes until you raised the point. Anybody else or any other group of members could do the same thing.

It's just somebody or a group of people doing the chairman a personal favor to help expedite things. They have to wait until the next meeting in order to appoint a committee if the annual meeting is already over.Įdited again to add: The chairman can, though, informally ask a member or group of members if they will see to it that minutes are ready for approval at the next meeting. They cannot make appointments outside of a meeting. Either method will work, though.Įdited to add: for the benefit of EAult, the 'new crew' can appoint a committee only in a bona fide meeting. My suggestion lets them have approved minutes at the next meeting. Your method requires two board meetings before the board gets an approved set of minutes. which really isn't necessary because the outgoing secretary (or any other member) can prepare the minutes and have them at the first board meeting of the 'new crew' for approval. Your suggestion to have the 'new crew' appoint a committee to draft and approve new ones can be done only if there is an intervening board meeting. Our poster wants to know what to do now that they didn't do it like they should have. See post #2 for a very good idea.which makes me wonder why we are on post #11?īecause post # 2 by you was a 'coulda, shoulda, woulda' and we are already past that.

Who signs the minutes of a meeting