If you are an incorporated association, the legislation in most Australian states requires you to hold an Annual General Meeting (AGM) — one of your organisation’s most important events…and let’s face it, planning for it is no easy feat.

Matrix on Board can support your planning efforts and help relieve some of the administrative burden that goes into its preparation.

Here are just a few of the key items that we can assist you with in planning your next Annual General Meeting:

• Document Deadlines
  It’s imperative that your staff is aware of the timelines leading up to your AGM. We’ll document a schedule of deadlines for you, including notice to members, the election of office-bearers, preparation of financial reports, production of the annual report and auditor meetings.

• Set the Date & Secure a Location
  The date of your AGM may be set by the legislation and therefore outlined in your constitution. We can help you carefully consider and secure a suitable location that caters to your membership.

• Notify your Members
  Depending on the applicable legislation, you may be required to advertise your AGM to your members anywhere from two weeks to sixty days prior by mail. We’ll prepare your “Notice of AGM” for you!

• Nominations for Office-bearers
  It’s imperative you confirm which of your current office-bearers will be re-nominating for year ahead, who’ll be retiring and who’ll be ineligible to stand. We’ll prepare your “Nominee Profile” template and “Election to the Board” nomination and postal ballot form for the election of your office-bearers.

• Disseminate Meeting Papers
  Your constitution will determine when you need to distribute your AGM meeting materials to your members and office-bearers. We’ll assist you to distribute your applicable AGM meeting materials, which can include (but not limited to) your financial statements for the previous year, Auditor’s report, Annual Report and Meeting Agenda.

• Special Resolutions
  If any special resolutions are to be passed at your AGM, we’ll prepare your “Special Resolution” and “Appointment of Proxy” forms for you and ensure they are distributed to your members by the deadline, as set out in your constitution.

• Conducting Nominations & Elections
  Acting as your Returning Officer, we’ll conduct and declare the election of your office-bearers.

• Lodge Documentation (Post-AGM)
  Depending on the applicable legislation, your organisation’s financial statements may be required to be lodged within 1-month after the AGM. We’ll prepare your documentation for you and ensure everything is signed and lodged on time.

If you would like to learn more about how we can assist with your next Annual General Meeting or wish to request an obligation free quote, please use our online enquiry form and our Team will contact you at your earliest convenience, alternatively you can call us on (02) 9370 6200.