This resource addresses questions asked by members about conducting an Annual General Meeting (AGM). If your specific question is unanswered, please contact the ClubAssist Team on 1300 730 001.
Can you explain the process of an AGM, from start to finish?
The AGM must be held once each calendar year and within five months after the end of the financial year. For a financial year ending on 30 June, the AGM should be held by 30 November. Your constitution will set out your financial year end, and this may vary between clubs.
The essential steps are:
- Plan the meeting — review the club’s rules as set out in the constitution, and schedule the AGM date, time and venue.
- Set an agenda, which may include review of the annual financial report, directors’ report and auditor’s report, along with the election of directors and appointment of the auditor if needed.
- Deliver notice to members (see below).
- Set a date for the next AGM at the current meeting.
- Close the meeting.
How and when do we notify members?
It is a legal requirement to notify members well in advance — at least 21 days before the AGM, and it is advisable to post notices at least 26 days before the meeting.
Methods: email, postal mail or other communication channels.
Include: the meeting date, time and location; the agenda; either a copy of the financial report or information on how to access it; and any intentions for special resolutions and the terms of ordinary resolutions.
We want to amend our constitution. When should we start?
Constitutions need updating to reflect changing circumstances and ensure alignment with current laws and regulations. Start early — begin the process well before the AGM, allowing several months if possible.
- Proposal — members or the board propose amendments.
- Discussion — consult with board or committee members.
- Notice — notify all members about the proposed changes.
- Voting — members vote during the AGM, and a minimum of 75% of those present must vote in favour.
Is the chair required to allow questions about club management?
Yes. The chair must give members a reasonable opportunity to ask questions or make comments on the club’s management.
How do we accept motions from members?
Members can submit motions in writing before the AGM. There is usually a specification for written motions — for example, a deadline of two weeks before the AGM, and a required format such as email or letter.
Are directors and auditors legally obliged to answer members’ questions?
No. The Corporations Act does not impose a legal obligation on directors or auditors to answer questions at the AGM. Questions can be taken on notice, with a response provided at a later date.
What determines a “reasonable opportunity” for members to ask questions?
It depends on the circumstances of the meeting. The chair has the discretion to decide what is reasonable.
Does every member have the right to ask a question?
The Act refers to “the members as a whole”, indicating that not every individual member may get the chance to ask a question.
Can the chair move on to the next agenda item?
Yes. The chair can proceed with the meeting once they believe a reasonable time for questions has been provided.
What should those chairing general meetings do to prepare?
It is advised to read extensively on the subject and seek legal or other professional advice as needed. Section 250S of the Corporations Act can also provide further guidance.
Keep learning
- Club Education Seminars — including Evolve or Fade: Strategies to Secure Your Club’s Future and Refinance Wisely: Timing, Techniques and Tactics to Save.
- Upcoming training — the Board Chair Masterclass, Finance for Non-Accountants, and Financial Decision Making for Directors and Managers, alongside mandatory face-to-face and virtual Director Training across all regions.
- Bespoke training — face-to-face sessions for boards or regions with groups of 10 or more.
Need support?
ClubAssist is available to help directors and CEOs navigate governance challenges and strengthen board effectiveness. Call 1300 730 001 or email enquiries@clubsnsw.com.au.