Meetings & Roles
How to Run an AGM (Without the Stress)
A plain-English guide to running your community group's AGM — agenda, notice periods, quorum, roles, and what happens on the night.
An AGM (annual general meeting) is a required yearly meeting where your group reports on the year, presents its finances, and elects the committee. Done well, it takes around 90 minutes and leaves everyone clear on who is running the group and where it stands financially.
This is general information, not legal advice. Requirements vary by state and by your group's own rules document.
Why your AGM matters
Most incorporated associations in Australia are legally required to hold an AGM each year. For groups incorporated in Victoria under Consumer Affairs Victoria (CAV), the deadline is usually within five months of the financial year end. Other states have similar requirements.
Beyond the legal box-tick, the AGM is a genuine chance to say thank you, share your group's story, and bring in fresh energy on the committee.
How far ahead should you start planning?
Six to eight weeks out is a good time to start. That gives you room to:
- Book the venue (or set up an online meeting link)
- Prepare the financial statements and annual reports
- Call for committee nominations
- Draft the agenda
If your rules require an audited or reviewed financial report, you may need even more lead time. Check with your treasurer early.
Sending the notice
Your notice must go out to all members by the date your rules require — usually 21 to 28 days before the meeting. The notice needs to include:
- The date, time, and location
- The agenda
- Any reports or documents members need to vote on
Email works well and creates a clear record. If you have members who prefer post, send paper copies too. Our free AGM Kit has a ready-to-use notice template you can copy and customise.
Writing your agenda
A standard AGM agenda covers:
- Welcome, acknowledgement of country, and apologies
- Confirmation that the previous AGM minutes are correct
- President's report
- Treasurer's financial report
- Election of committee members for the coming year
- Any special business (rule changes, special resolutions)
- General business and close
Keep special business items to a minimum. If you have a lot to discuss, consider a separate general meeting.
See our guide on committee roles if you are filling positions for the first time.
On the night: what to check first
Before you open the meeting, confirm quorum — the minimum number of members your rules require to be present. If you don't have quorum, you cannot validly pass resolutions. Common options are to wait a short period for more members to arrive, or to adjourn and reschedule.
Once quorum is confirmed, the chairperson opens the meeting and you work through the agenda in order.
Running the election
Ask for nominations for each committee position — president, treasurer, secretary, and any general committee members your rules allow. If there are more nominations than positions, hold a vote. A show of hands is fine for most groups. Declare each result clearly before moving on.
Capturing motions and minutes
Every motion needs to be worded clearly, moved by one member and seconded by another, then voted on. Record who moved it, who seconded it, and the outcome. Those minutes become your legal record. Our meeting minutes template covers exactly what to capture.
After the AGM
- Sign and file the minutes as soon as possible — within a few weeks is good practice
- Lodge any required returns with your state regulator (CAV in Victoria, or your state equivalent)
- Update your group's records with the new committee members' details
- Send a brief summary to members who couldn't attend — it keeps goodwill high
If your group uses Swoop, the events module handles notices and RSVPs, and your governance documents are stored in one place so members can find reports before the night.
A note on rule changes
If you want to change your rules at the AGM, you usually need to give members advance notice of the proposed changes and pass a special resolution — often a 75% majority. Check your rules and your state's legislation before putting this on the agenda.
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If you'd like a hand setting this up for your group, you can book a yarn with us.
Common questions
- How much notice do you need to give for an AGM?
- Most incorporated associations require 21 to 28 days' written notice. Check your rules document — it will state the exact number of days required.
- What is quorum at an AGM?
- Quorum is the minimum number of members who must be present for the meeting to be valid. Your rules set this number. If you don't reach quorum, you can't pass resolutions.
- Does an AGM have to be held in person?
- Many states now allow hybrid or online AGMs, but your rules may still require in-person attendance. Check your rules and your state's incorporated associations legislation.
- What reports are required at an AGM?
- At minimum, most groups need a president's (or chairperson's) report and a treasurer's financial report. Your rules may require additional reports.
- Who runs the election of committee members at an AGM?
- The chairperson (usually the president) runs the meeting. A returning officer — often a trusted member or the secretary — can manage nominations and vote counting.