Timing and notification of annual general meeting
Your incorporated association must hold an annual general meeting at least once in each calendar year.
An association must hold its first annual general meeting within 18 months of becoming incorporated.
All subsequent annual general meetings must be held within five months after the end of the association’s financial year.
The association must hold its annual general meeting after its financial year ends; this allows the association’s financial statements for that year to be presented to members.
Each association member who is entitled to vote must be:
- notified of the date, time and place of the general meeting in the manner specified in the association’s rule, and
- given a proxy form, if the rules allow for proxy voting and there is a standard form.
What happens at the annual general meeting?
At the annual general meeting, the association must present its members with the required financial statements (including additional statements or reports, depending on what tier the association is).
The members review the financial statements and decide whether to accept them as the association’s financial statements for that financial year.
The committee must ensure the minutes of the annual general meeting include a copy of the:
- financial statements presented at the meeting
- certification from two committee members that the financial statements give a ‘true and fair’ view of the association's financial position and performance.
After the annual general meeting, a committee member must certify that they attended the annual general meeting and that the financial statements were presented.
Members must provide certification, which they can do on the annual statement form. For a copy of the form, view our Annual statement - incorporated associations page.
Apply for an extension of time to hold an annual general meeting
If there are exceptional circumstances preventing your association from holding an annual general meeting by the due date, your association may:
Extensions of time are subject to approval from Consumer Affairs Victoria.
Last updated: 09/12/2013