Meetings (AGM & committee)

[admin]

Club meetings are where important decisions get made, members have their say, and the committee fulfils its duties. Running them correctly isn't just about being organised; it's also about meeting legal and constitutional requirements.

Why Compliance Matters:

• Ensures decisions are valid and made democratically.
• Provides official records (minutes) of club business.
• Meets the requirements of the Associations Incorporation Act 1981 and your club's constitution.

Key Meeting Types & Compliance Points:

1. Annual General Meeting (AGM):

   • Mandatory: Every incorporated club must hold an AGM.
   • Timing: Must be held within 6 months after the end of your club's financial year.
   • Purpose: A formal meeting to report on the past year (financials, activities), celebrate successes, and elect the new Management Committee.
   • Key Requirements: Proper notice must be given to members (check your constitution!), a quorum must be present, and specific business items covered (reports, elections).
   • Resources:
     • AGM preparation guide (PDF)
     • AGM preparation checklist (XLSX)

2. Management Committee Meetings:

   • Frequency: Held regularly (e.g., monthly) as determined by the committee and constitution.
   • Purpose: Where the committee discusses operational matters, makes decisions, monitors finances, and plans activities.
   • Key Requirements: Need a quorum (minimum number of committee members present, as defined in your constitution) for decisions to be valid. Minutes must be kept accurately.

General Compliance for Meetings:

• Notice: Ensure members/committee members receive notice of meetings as required by your constitution.
• Agenda: Circulate agendas beforehand so attendees can prepare. Include any motions to be voted on.
• Quorum: Always check you have a quorum before starting official business and maintain it throughout. If quorum is lost, the meeting may need to be adjourned.
• Minutes: Accurate minutes are the official legal record of decisions made. They don't need to record every word spoken, but must capture motions, who moved/seconded, whether they passed, and any actions assigned.
• Decision Making: Meetings are for making decisions, not just talking! Aim for clear resolutions based on good information.
  • Resource: Informed decision making guide (PDF)

QLD Government Meeting Resources:

• General Guide: Meeting guide (PDF) (Covers basics, terminology, tips)
• Training Video: ClubIQ: Meeting Basics (YouTube)
• AGM Specific Templates:
  • Notice of AGM (DOCX)
  • AGM Agenda (DOCX)
  • AGM Attendance Register (DOCX)
  • AGM Minutes (DOCX)
  • AGM Proxy Form (DOCX) (Allows members to vote if they can't attend)
  • Management Committee Nomination Form (DOCX) (For members nominating for committee positions)
  • Operational Position EOI Form (DOCX) (Expression of Interest for non-committee roles)
  • Ballot Paper Template (DOCX) (For use in elections if needed)
• Committee Meeting Templates:
  • Management Committee Meeting Agenda (DOCX)
  • Management Committee Meeting Minutes (DOCX)

Following these guidelines helps ensure your club's meetings are both productive and compliant!