1. Types of meetings

There are various types of meetings that serve different purposes and have slightly different requirements.

1.1 Annual General Meeting

The Annual General Meeting (AGM) is a central part of an incorporated association's governance structure, as it holds an association accountable to its members, and in some cases, the public. It is the only association meeting specifically provided for in the Act.

The association must hold its first AGM within 18 months of becoming incorporated. After the first AGM, incorporated associations must hold an AGM once in every calendar year, within 4 months after the end of the association's financial year. Assuming an association's end of financial year is 30 June, then it must hold its AGM before the end of October. An association’s financial year will often be defined in its rules. Where it is not defined, it can be assumed to finish on 30 June each year.

If, for some reason, the association finds itself unable to hold its AGM within the legislated timeframe, it should contact Commerce immediately to seek an extension. The Commissioner for Consumer Protection has the power to allow an incorporated association to hold an AGM outside of the four month period, but only if the request is made before that period expires.

Notice of an AGM should be sent to all members in accordance with the association's rules. Invitations to AGMs may be extended to special guests and/or the public as a way of promoting the association and its achievements.

The business of the AGM generally covers financial reports and the election of the management committee and office bearers. The Act requires the annual financial accounts for the preceding financial year to be presented to members at each AGM.

(This is an important obligatory provision.)

Whilst it is not mandatory under the Act to have the financial accounts audited every financial year, and to appoint an auditor at the AGM, it is frequently a stated requirement in the rules of the association. Where the rules stipulate an annual audit, the appointment of the auditor is usually decided at an AGM.

If the association's chairperson is standing for re-election, he or she will usually step aside as chair of the meeting and arrange for another officer to chair that section of the meeting and conduct the election.

An example of an agenda/notice of meeting for an AGM is shown below. Note that some rules of association set out the order of business to be followed. If so, the sequence shown in the rules should be followed exactly.

1.2 Special (or extraordinary) general meetings

A general meeting, other than an AGM, is usually referred to as a special general meeting. These meetings are held to deal with specific motions or business. For example, to change the rules of the association, question the legality of a management committee decision, or deal with a particular issue.

The rules of association generally set out the grounds for a special meeting being called (eg by petition of a certain number of members) and the notice period and procedures required. For an example, see the Harmony Community Development Association’s rules and the section on  Occupational Safety and Health and Workers' Compensation.

1.3 Management committee meetings

Management committees will need to hold regular meetings in order to manage the affairs of the association. General meeting procedures apply to committee meetings. The management committee is also responsible for convening the AGM within four months of the end of the association's financial year.