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 for funding, grants and sport vouchers.

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

Get a printable fact sheet PDF (376.6 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're required to use one.

Your legal name must include “Inc” or “incorporated” and can be found on your certificate of incorporation.

To get a copy of your certificate or extract of incorporation, email territorybusinesscentre@nt.gov.au.

Common seal

Your constitution may identify that the association has a common seal and the rules for its use.

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
• audited financial statements:
  • make the information available to your members for at least 14 days
  • 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.

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.

Review cash flow

The committee should regularly review cash flow to make sure the association can pay its bills on time.

You can use a cash flow template to help manage finances.

You can also find templates in accounting software like Zero, MYOB  and Quickbooks, or ask your accountant for help.

Risk management

You have a responsibility to ensure the activities of the association do not cause harm, injury or damage to:

• members
• participants
• anyone who uses your services.

The committee should identify any risks associated with your activities and take steps to reduce and manage these risks.

Read more about risk management.

Annual general meeting

You must hold:

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

Read more about running your meetings.

Contact

Contact the associations team.