When do we need to hold our AGM?

Under the Associations Incorporations Act 1991, incorporated associations must hold an AGM:

• Every calendar year, and
• Within five months after the end of the P&C’s financial year.

Most ACT P&Cs use the calendar year as their financial year, so the AGM must be held by 31 May. Check your constitution to see if there are additional requirements.

Check with your treasurer when choosing the date as the auditor/reviewer’s report must be ready at least two weeks before the AGM.

How much notice must we give?

The standard P&C constitution requires at least 14 days’ notice but always check your own constitution in case it differs. The AGM notice is usually published in the school newsletter, and you may use other P&C communication channels.

What happens at an AGM?

1. The president and subcommittees give their reports

The outgoing president and any sub-committees (e.g., canteen) should present written reports on their activities over the past year. Best practice is to circulate reports beforehand and present only a brief verbal summary at the meeting.

A president’s report template is included in this guide. The goal is to give members a clear picture of the P&C’s achievements and impact.

2. The financials are passed

The treasurer presents the following documents, which must be accepted by a motion:

• Annual Financial Statements
• Auditor/reviewer’s report
• Committee report, including: 

 - committee members’ names

 - key activities during the year

 - any major changes to activities

 - net profit or loss

A committee report template is included in this guide.

P&Cs registered as charities with the ACNC do not have to provide this report as it is included in the Annual Information Statement.

3. Election of the new committee

The AGM elects the executive committee (president, vice-president/s, secretary, treasurer, ACT Parents member representative and others as listed in your constitution).

How can we encourage people to nominate for roles?

Make sure members feel welcome and understand the roles available. If people hesitate, explore why:

• Are roles too big? Could tasks be shared or broken up?
• Do people need training, especially for specialised roles like treasurer or canteen manager? (Perhaps the P&C could pay for specific training which volunteers could add to their CV as an incentive)

Some P&Cs schedule their AGM to coincide with the school’s beginning-of-year information sessions to engage more parents.

Advertise the positions available and what they involve, and the benefits of being part of a P&C. Be open to discussing the roles with potential candidates.

Is there anyone who cannot hold an office bearer position?

People facing insolvency proceedings or with certain serious criminal convictions cannot serve as office-bearers. To ensure suitability, nominees should sign a short declaration form prior to elections. A nominee template, including a conflict-of-interest declaration, is included in this kit.

Is there a limit to the time someone can stay in a role?

Check your constitution. Some set term limits.

Can one person hold more than one role?

Yes. For example, the secretary is often also the public officer. However, the committee must include at least three members, typically filling the roles of president, treasurer, and secretary. This ensures shared financial oversight.

What if some positions can’t be filled?

Vacant positions can be left unfilled temporarily and filled later (nominees being confirmed at a future general meeting).

If essential roles cannot be filled:

• Call a Special General Meeting and advertise why it’s required.
• Be clear about what help is needed and what services (e.g., canteen) may be at risk.
• You may need to think about the sustainability of the P&C if office bearer roles are vacant for a long time.

What must we do after the AGM?

There are reporting obligations to complete. See the AGM checklist in this guide.