Run an incorporated association

As an incorporated association, you have certain responsibilities to carry out.

These responsibilities are required by law and aim to protect members.

By being compliant, it also means you may be eligible to apply for funding, grants and sport vouchers.

Read below to find out more. You can also watch the video.

Get a printable fact sheet PDF (383.1 KB).

Use your legal name

As an incorporated association you must:

• use your legal name on official documents including:
  • letters, accounts and receipts
  • notices, publications and cheques
  • your constitution and financial statements
  • on your common seal, if you use one.

Common seal

A common seal is the official stamp or signature of the association. It's used for contracts, loans, mortgages and funding agreements to ensure the person entering into an agreement on behalf or the association is authorised to do so.

You can get this type of stamp from a stationery or office supplies shop.

Keep records and registers

You must also keep proper records and registers.

Submit documents

You must submit the following within set timeframes:

• changes to constitution - within 28 days of the meeting where these changes were approved
• changes to public officer - within 14 days
• financial statements:
  • present to your members at an AGM within 5 months of your end of financial year and
  • submit within 28 days of the meeting where these changes were approved. Find out more about your reporting responsibilities.

If you submit documents outside of these timeframes, overdue fees may apply.

Get a checklist of timeframes you need to meet.

After the AGM checklist PDF (117.7 KB)
After the AGM checklist DOCX (54.4 KB)

Induct committee members

You should provide each committee member with:

• information about their role and responsibilities
• a copy of the current constitution
• any relevant by-laws or policies.

Each member is responsible for ensuring that:

• the association remains compliant
• recordkeeping is maintained
• the constitution is followed
• members are safe to participate in the association.

Read more about inducting committee members and requirements.

Annual general meeting

You must:

• hold your first annual general meeting (AGM) within 18 months of becoming incorporated and
• hold AGMs within 5 months of your end of financial year.

Read more about running your meetings.

Contact

Contact the compliance team.