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Annual general meetings
How often must an annual general meeting be held?
How is an annual general meeting called?
What business must be conducted at an annual general meeting?
Do we have to lodge any documents with the Consumer Affairs after the annual general meeting?
What is a special general meeting?
When and how is a special general meeting convened?
What is the business of a special general meeting?
The annual general meeting (AGM) is a public statement of your association’s financial position. The meeting updates members on the association’s activities and achievements over the previous year and allows questions regarding the future business.
An incorporated association must hold an AGM at least once in each calendar year, within six months of the association’s reportable financial year ending.
If not stated in your constitution, the association follows the model rules which state an AGM must occur within 3 months from the end of the association’s financial year.
It is possible to obtain an extension of time to hold the AGM from the Commissioner. A request for an extension should be made before the expiration of the period in which the annual general meeting would otherwise be required to be held and state the reason why you are seeking an extension.
The rules of the association are required to specify the manner of calling the AGM and the manner in which notice of the AGM is to be given. The notice convening the meeting should specify that the meeting is the annual general meeting.
If the model rules apply, the association must give at least 14 days notice by advertising in at least one Tasmanian newspaper and state the place, day and time at which the meeting is to be held and the nature of the business that is to be transacted at the meeting.
The business of an AGM is normally to:
After an annual general meeting, the public officer is required to lodge an annual return with Consumer Affairs.
The annual return form is to be accompanied by the following documents:
In addition, any change in the person holding the position of public officer or the address of the public officer must be notified Consumer Affairs within 14 days of the change occurring on the Notice of Particulars and Changes of Particulars of Public Officer form. Further information regarding the role, functions and appointment of a public officer is available on the information page titled executive committee and public officer.
A special general meeting is any general meeting of the members of an association that is not an annual general meeting (AGM).
The rules of an association must specify the manner of calling general meetings and the manner in which notices of general meetings are to be given. In general, the manner of calling, the quorum and procedure of a special general meeting is the same as for an AGM, although the business to be conducted will be different.
If the model rules apply, the committee may convene a special general meeting whenever it thinks fit and must convene a meeting upon receipt of a requisition in writing of at least 10 member of the association.
No business other than that specified in the notice convening a special general meeting is to be transacted at the meeting.
A member who wishes to bring any business before a special general meeting should give notice to the association in accordance with the rules of the association.
