Annual General Meetings

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Annual General Meetings are held annually on or before October 31 (but not before end of fiscal year). There must be at least 12 financial members personally present.

Preparation for the AGM

14 days prior to AGM:

The public officer of the Association shall, at least 14 days before the date fixed for holding an Annual General Meeting of the association advertise in the newsletter and post around the club premises an advertisement specifying the place, day, date and time for holding of the meeting and the nature of the business to be transacted thereat.

Notice of any proposed amendments to the constitution must be included in the notice calling the Annual General Meeting.

7 days prior to AGM:

Nominations of officers or ordinary committee members delivered to the Public Officer. These nominations must be in writing, signed by 2 members of the club and by the candidate.

There must be 7 days of notice of all motions to be decided at the AGM (Sec12G Constitution)

Ordinary business of AGM

• Confirm last AGM minutes
• Committee’s report for last fiscal year
• Auditor’s report
• Servants’ report
• Elect or re-elect officers of club and ordinary committee members. If the number of nominations is equal or less than required, the nominees become elected members automatically. However, if too many nominations were received, a ballot is required to be held at the AGM.
• Appoint or re-appoint an auditor for the coming year (and determine their remuneration) (9b)
• Table all disclosures of interest made during the year by committee members

Post AGM requirements

Public Officer to lodge the passed amendments to the Constitution as those amendments will have no effect until the NT Registrar of Associations approves them. (Sec33B Constitution)

Public Officer to lodge audited annual accounts with the Commissioner’s office within the prescribed time.