Meetings for incorporated associations

As an incorporated association, you must hold meetings as part of your responsibilities.

Meetings are essential for managing your association's affairs and keeping members informed of activities.

Find out about other requirements for running an incorporated association.

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

Get a printable fact sheet PDF (474.5 KB).

Before you begin

Check your constitution to find out:

• about the:
  • types of meetings you need to hold
  • notice period for each type of meeting
  • way the meeting will be carried out
• whether the meeting is in person, over email, videoconference or other online platform
• who is eligible to attend and vote
• if proxy voting is allowed and how it's done
• how often meetings need to happen
• quorum requirements - the minimum number of people needed to hold the meeting.

When you host a virtual meeting, every member must have access to the same platform. Those attending virtually are:

• considered to be present in person and
• included in the quorum.

Types of meetings

You might hold some or all of these types of meetings:

Rules

Meetings must:

• follow the constitution rules
• have a set date, place and time
• carry out business in the agenda
• only proceed with a quorum.

Adjourning a meeting

The constitution determines how a meeting can be adjourned.

Meetings may be adjourned for the following reasons:

• due to lack of quorum (members leaving during the meeting)
• to seek clarification on a matter
• due to conflict.

How to run meetings effectively

You should do all of the following:

• hold your meetings at a similar time, location and day of the month
• create an agenda
• follow up on action items before the meeting and
  • redistribute those action items if required
• write or type up meeting minutes.

To record action items, use the template.

Action items register template PDF (125.6 KB)
Action items register template DOCX (34.1 KB)

Voting

To be able to vote, you must meet all of the following:

• be at least 18 years old
• be up to date with your membership fee or considered a 'financial member'
• hold a membership type that has voting rights
• follow your constitution to check if proxy voting is allowed
  • if allowed, you can use the proxy voting form DOCX (33.7 KB).

Special resolutions

Special resolutions are for a specific purpose and require a minimum of 21 days' notice to your members.

They can be carried out at any general, special or annual general meeting.

The notice must:

• include the proposed resolution
• be passed by three quarters of the votes.

Access to minutes

Unless otherwise stated in your rules:

• all general meeting minutes are available to the whole membership
• committee meeting minutes are only available to the committee.

Conflict of interest

Every member and committee member is required to disclose any interest whether perceived or actual.

For example, a committee member’s friend or partner is providing a quote for works.

Get the conflict of interest register

Conflict of interest register PDF (126.2 KB)
Conflict of interest register DOCX (33.4 KB)

Contact

Contact the compliance team.