The annual general meeting (AGM) is an important event for every organisation as it gives the ordinary members, general public and the committee an opportunity to review the state of the organisation. A poorly prepared and conducted AGM can often cause difficulties for the coming year. It can fail to attract new members or office bearers for election or fail to motivate old members. This can lead to the organisation losing its sense of purpose. Because of the number of participants, an AGM is usually a more formal meeting.

If your organisation is incorporated under the Associations Incorporation Act, the committee needs to comply with certain requirements under this Act. Your rules usually outline these requirements, and you should be familiar with them. The AGM usually needs to be held at least once every 12 months and must be within 6 months of the close of the organisation’s reportable financial year. (If the association is incorporated less than 3 months before the end of its nominated financial year, the first reportable financial year will not be until the end of the following financial year, i.e. up to 15 months after incorporation.)

For an organisation incorporated under the Associations Incorporation Act the following process is usual. The Secretary’s Handbook for Queensland Incorporated Associations provides detailed information on AGMs.

Preparation for the AGM

Under the Act, the Secretary is responsible for calling all general meetings, and also for preparing notices of a meeting and the business to be conducted (in consultation with the president/ chairperson). The Secretary is also responsible for keeping the minutes of all meetings.  Meetings may be conducted using appropriate communication technology.  

The treasurer will arrange to have the accounts prepared after the close of the financial year and forward them to the auditor. The auditor should be notified of the date of the AGM so that the accounts are returned on time. 

Normally, the financial statement for the year is available to the members before or, at the very least, at the AGM. Often these are forwarded to the members with the notice advising of the date of the AGM. 

Usually at least 14 days notice of the AGM needs to be given to all members, but in some cases the management committee can determine how this notice is to be given. For example, you can either write to all current members or place an advertisement in the newspaper, or both.  Notices of the meeting in the local media may encourage others to join and volunteer their services. 

A minimum quorum for any general meeting for an incorporated association is at least one more than the number of members elected or appointed to the management committee (unless all of the association's members are on the management committee, in which case it is one fewer than the number of management committee members).  Any decision made at the meeting is not valid if there is not a quorum. 

Careful arrangements need to be made by the outgoing committee to have a successful AGM. Consider having a display of the organisation's activities during the year, invitations to local dignitaries, inviting a special guest speaker, and approaching people to stand as office bearers and committee members prior to the meeting.

Holding of the AGM

There are some similarities and some differences between the way an Annual General Meeting and a general (ordinary, monthly) meeting are conducted. The main differences are:

  • The minutes that are confirmed are those of the previous AGM, that is, one year ago.
  • If the chairperson is standing for re-election to any position on the committee, then the chairperson should vacate the chair and another person, who is not intending to stand for the committee, should conduct the election of new office bearers. (The election can take place by a show of hands or by secret ballot.) 

A typical agenda for the AGM might include:

  • Welcome by chairperson
  • Apologies
  • Confirmation of minutes of the previous AGM
  • Business arising from the minutes
  • Correspondence
  • Chairperson's report
  • Treasurer's report and presentation of audited financial statement
  • Chairperson stands aside if required
  • Election of Office Bearers
  • Public Liability Insurance
  • General business
  • Guest speaker
  • Date of next meeting
  • Close and refreshments

Tasks after the AGM

The Office of Consumer Affairs needs to be advised within one month, if a new secretary, president or treasurer has been appointed. The secretary is required to lodge with the Office of Consumer Affairs the audited financial statement (which is the annual return of the members of the management committee) and a return fee, within one month of the AGM. The outgoing officers should hand over all documents and attend to any changes such as alteration of bank signatories or changed details of committee members.

This workshop introduces the Unpacking Priorities and Practices (UPP) Framework developed for non-profit organisations by Dr. Aastha Malhotra. Building on an evolutionary review of non-profit management that brings order to the often competing demands faced by organisations; the framework positions...
Legal Aid Queensland has published a series of captioned recordings about their services on their YouTube channel . Videos for community, health and education workers can be found here and include their published community legal education webinars. The next webinar is Child Protection - the law and...
The Queensland Government has set bold and ambitious targets to increase the number of women on boards, and wants to support and encourage others to do the same. New resources are now available to assist those working on boosting women's representation on government, business and community boards,...
Media Statement Minister for Communities, Women and Youth, Minister for Child Safety and Minister for the Prevention of Domestic and Family Violence The Honourable Shannon Fentiman Financial assistance is now available for south-east Queensland’s not-for-profit organisations that have been affected...
From August, the ACNC will be visiting over 25 regional and metropolitan locations in Australia to talk to charities. The Ask ACNC sessions will provide charities the opportunity to hear directly from one of the ACNC’s Commissioners. The sessions include an update on the work of the ACNC, issues...
Disaster resilience is "the ability of individuals, communities, organisations, or countries exposed to disasters and crises and underlying vulnerabilities to: anticipate, reduce the impact of, cope with, and recover from the effects of adversity without compromising their long-term prospects." (...
Australia is becoming more culturally diverse and many Australian organisations need support to effectively manage the opportunities and challenges that this cultural diversity brings. Research demonstrates that organisations that manage cultural diversity well can expect to receive a host of...
Grantseekers are applying for smaller numbers of grants, and have called on funders for greater support through both multi-year grants and grants covering core operational costs, according to the latest research report from the Australian Institute of Grants Management (AIGM). The survey is said to...
The Australian Insitute of Company Directors' (AICD) NFP Governance and Performance Study is an important initiative that helps identify the current challenges and opportunities facing the sector. 2016 is the seventh year they have run the study, making it the largest and longest running NFP...
Australia’s 600,000 charities and not-for-profits, from international aid groups right down to the local tennis club, have recently received a major boost, as Justice Connect’s Not-for-profit Law service launched the acclaimed Information Hub for a national audience. The Not-for-profit Law...


Are you looking for support in Queensland, or trying to find a service that meets your needs? Now you can search oneplace , the service directory hosted by the Queensland Family and Child Commission. oneplace is an easily accessible directory of community services to help Queensland families to get...
In Queensland the Office of Fair Trading regulates Associations and non-profits.
Neighbourhood Houses Tasmania (NHT) has produced these videos on governance for neighbourhood house boards. However, these videos can useful for anyone of a community board. Access the videos under the Governance section in NHT's resources section.
Queensland University of Technology (QUT) Business School held a webinar on 'Strategic planning: How to engage your non-profit board and staff'. Here is the full webinar on StudioQ and here are the slides from the webinar . (Word version below). See this supporting document on 'Can Nonprofit...
This guide is for people who are, or are thinking of becoming, board members of a charity registered with the Australian Charities and Not-for-Profits Commission (ACNC). The term 'board members' is used to describe members of the governing body of a charity - the people ultimately responsible for...
Legal Aid have a series of captioned recordings about Legal Aid Queensland services on their YouTube channel . Videos for community, health and education workers can be found here and include their published community legal education webinars. Upcoming webinars can be found on the Information for...
The Queensland Disaster Management website and the Get Ready website have a range of information and useful resources that can assist you to plan and prepare for an emergency. As part of your preparedness and planning for weather events, access regular weather forecast updates from the Bureau of...
A Blue Card Services online learning portal has been launched. The portal contains 10 videos which provide an overview of the legal requirement for organisations to develop a child and youth risk management strategy. View these resources on the Blue Card Services website .
An inaugural benchmarking survey draws together insights from over 100 survey respondents on topics such as governance, strategy, fundraising, risk management and the use of volunteer and professional resources. The survey results highlight that many not-for-profit organisations rely heavily on...
Our Community Pty Ltd has published practical advice on finances for not-for-profit board members. The book is part of CommunitySmart, a national financial literacy program development by Commonwealth Bank Not for Profit Sector Banking and the Institute for Community Directors Australia (part of...
With funding provided by the Australian Government Child Care Services Support Program (CCSSP), Network SA have developed a financial literacy video resource to support directors and management committees of community based child care centres to read and understand financial reporting requirements...
This resource has been developed by Knode and Foresters to support boards and service managers assess their financial position and strategically build their organistion's financial sustainability. Building financial sustainability in your organistions contains tools to help you: Assess where your...


Industrial relations legislation in Queensland can be found on the Fair Work Commission's website . The main pieces of legislation are: Fair Work Act 2009 Fair Work Regulations 2009 Fair Work Commission Rules 2013
There are a range of legal structures which may be suitable for Queensland not-for-profit community groups. The four main options are: an incorporated association: Associations Incorporation Act 1981 (QLD) and Associations Incorporation Regulation 1999 (QLD) a company limited by guarantee:...
Smiling people having a meeting
Lauren Trask, QuIHN

If we combine the concepts of culture, leadership and governance we acknowledge the philosophy and the fundamental pillars that enable the non-government sector to meet the needs of communities that require support. When I work with an organisation my one question is “what level of quality do...

 Charles Clowes
Charles Clowes, Australian Organisation For Quality

Within the organisational development toolkit the capability area of quality systems, innovation and improvement refers to staff and client contribution, innovation, quality culture and management, reporting, adaptability and improvement, legislation and risk management.


Kylie Hogan, National Disability Services

The Community Services Industry is facing a myriad of reforms and challenges now and into the future. 

Challenges such as an ageing population, workforce shortages, sector-wide reforms, technological advances and economic uncertainty are making it more important than ever for...

Ted Flack, Third Sector Management Services

Setting the Scene

The Incorporated Associations Act and Corporations Law clearly state that the ultimate authority in incorporated bodies is the Board (sometimes more formally referred to as Committee of Management). The Board is legally responsible for appointing the Manager and...

Anne Curson, Queensland Council of Social Service

The Community Sector Governance Capability Framework Toolkit can be used for a range of human resource tasks such as assisting with board and...

See videos from StudioQ related to this topic

Share or Print