AGM Annual General Meetings are important. They are a meeting held once a year, which all members of an organisation are invited to attend. The purpose of an AGM is to give members a report on your organisation’s activities and finances for the previous year, to allow time for members to ask questions, and, when necessary, to elect new members of your governing body for the coming year.
What are the legal requirements for Annual General Meetings?
Annual General Meeting Notice Template
Not for profits need to have meetings in accordance with legal requirements, for most communities that will be once per month for the Board/Management Committee.
Conduct of Meetings Policy Template
Committee meetings are meetings of an incorporated association’s governing body – the committee. Your organisation may alternatively call these meetings ‘board meetings.’ Committee meetings are less formal than general meetings, and tend to have less formal requirements around the giving of notice.
The minutes of a meeting are the notes recording the conduct of meetings. The AI Act requires that all incorporated associations keep minutes of all proceedings of General Meetings and Meetings of the Committee. All meeting minutes should be entered into a minute books and make sure the minutes are confirmed by the members of the association present at the subsequent meeting and signed by the member who presided at the meeting which took place where the minutes are confirmed.
All community organisations will need to keep documents and records. Requirements to keep certain documents and records may be set out in your organisation’s rules, policies or resolutions, funding agreements and other contracts, or in legislation.