The Annual General Meeting is the one meeting every committee member dreads slightly more than the rest — partly because it's more formal, and partly because nobody's quite sure they're doing it "properly." Here's a practical walkthrough of what actually needs to happen, without the legal jargon.
Note: Requirements vary by state and by your club's incorporation type (incorporated association, company limited by guarantee, etc). This guide covers the common ground — always check your club's constitution and your state's relevant Act for specifics.
1. Check your constitution first
Before anything else, pull out your club's constitution or rules document. It will specify your notice period, quorum requirements and any specific procedures you're bound to follow. Every club's constitution is slightly different — don't assume what worked for another club applies to yours.
2. Give proper notice
Most incorporated associations require somewhere between 14 and 21 days' written notice of an AGM, sent to all financial members. This notice should include:
- Date, time and location of the meeting
- The agenda
- Notice of any positions up for election
- Any special resolutions to be considered
Email is generally acceptable as long as your constitution allows it and you keep a record of who it was sent to.
3. Prepare your documents in advance
Have these ready before the meeting, not scrambled together the morning of:
- Previous AGM minutes — for confirmation
- Annual financial report — income, expenses and balance for the year
- President's report — a summary of the year's activities
- Nomination forms — for any committee positions up for election
4. Check you have quorum
Quorum is the minimum number of members who need to be present for the meeting to be valid — usually specified in your constitution as either a fixed number or a percentage of total membership. If quorum isn't met, the meeting generally can't proceed and may need to be rescheduled. Check attendance against your membership register before opening the meeting.
5. Follow a standard agenda structure
Most AGMs follow a similar order:
- Welcome and confirmation of quorum
- Apologies
- Confirmation of previous AGM minutes
- President's report
- Treasurer's report and presentation of financial statements
- Election of committee positions
- Special resolutions (if any)
- General business
- Close of meeting
6. Run the elections properly
If multiple people nominate for the same position, this typically requires a vote — check your constitution for whether this is by show of hands, secret ballot, or another method. Record the outcome clearly in the minutes, including who was elected to which position.
7. Take proper minutes
AGM minutes need to be more thorough than a regular committee meeting. At minimum, record:
- Date, time, location and who chaired the meeting
- Confirmation that quorum was met
- A summary of each report presented
- The outcome of any votes, including election results
- Any motions passed, including the exact wording
Tip: Minutes don't need to capture every word said — they need to capture what was decided. Resist the urge to write a transcript.
8. Lodge anything required with your state regulator
Depending on your incorporation type, you may need to lodge an annual statement with your state's regulator (such as Consumer and Business Services in South Australia) within a set period after your AGM. Check your specific obligations — this is often overlooked and can result in your club's registration lapsing.
The easiest way to prepare
The single biggest time-saver for AGM preparation is having your financial reports and meeting history already organised throughout the year, rather than trying to reconstruct them the week before. If your minutes, motions and treasurer's reports are already in one searchable system, AGM prep becomes a formality rather than a scramble.
AGM prep that takes minutes, not weekends
GroupDesk keeps your meeting minutes, treasurer's reports and committee records organised year round — so your AGM is ready when you are.
See the Minutes Module →