Top tip: Start planning early, ideally before the end of the previous year.
What to do before the AGM
1. Finalise the Financials
After the end of the association's financial year, the treasurer must prepare a financial report and arrange to have the association’s books inspected by an independent person. The reviewed or audited financial statements will be presented to members at the AGM.
2. Set the date
Incorporated associations (P&Cs) must hold their AGMs within 5 months of the association’s financial year end. Most P&C’s financial year end is 31 December so the AGM will be held before the end of May. Check your constitution and allow time for the audit or review to be completed. Try to make it a date that suits the community and the school to ensue you get people along.
3. Give notice
Typically the notice period is 14 days but check your constitution as sometimes it’s longer. You can give notice via the school newsletter or other school communications.
4. Advertise positions and call for nominations
Check which volunteers will be continuing. Talk to people in the school community and invite them to nominate for a position. Advertise the benefits of being involved in the P&C.
5. Prepare an agenda
See the ACT Parents AGM template.
6. Prepare an annual report
The president should write a brief summary of the year’s achievements. See the president’s report template.
What to do after the AGM
1. Finalise minutes
Write up and save the AGM minutes (including election results and motions to accept reports and financials).
2. Ensure a good handover
See the ACT Parents handover checklists for presidents, treasurers, and secretaries.
3. Advise your new committee
Let your school community know who the new committee is and also submit an office bearers form to ACT Parents.
4. Report to government
Most P&Cs will submit an Annual Information Statement to the ACNC.
5. Update banking and signatories
Arrange for new signatories on bank accounts and remove those who’ve stepped down. ACT Parents has advice.
6. Start running the P&C and plan the year ahead!
Got questions? Check our AGM FAQs for more advice.