Advice for Clubs Looking to Hold Upcoming Annual General Meetings

With the mid-year approaching, a number of clubs and organisations may have Annual General Meetings (AGM) scheduled for the coming months.

Clubs can still hold meetings, however clubs must adhere to the Government restrictions currently in place. This means clubs must utilise videoconferencing and teleconferencing to conduct these meetings appropriately.

If clubs are unable to conduct their AGM in accordance with these restrictions, clubs are able to apply for an extension of time to hold this meeting.

For more information, Consumer Affairs Victoria has produced specific information relating to COVID-19.

Holding a Meeting

If you need to hold a meeting you can:

  • use a teleconference, videoconference or other means of electronic communication
    The Associations Incorporation Act 2012 (the Act) permits members to take part in general meetings by using technology that allows members to clearly and simultaneously communicate with each other, regardless of the incorporated association’s rules about this. The Act also permits meetings of the committee of an incorporated association to be conducted by use of technology that allows members to clearly and simultaneously communicate with each other.
  • proxy voting. You must use a standard form subject to the rules of the incorporated Association. Members must be given a copy of the form with the notice of the AGM/Special General Meeting. A person acting as a proxy must act honestly and in good faith and exercise due care and diligence
  • apply for an extension of time to hold the AGM. The Registrar is currently granting three-month extensions and waiving the usual fee. To seek an extension, complete our Extension of time to hold an AGM or lodge financial statements form (Word, 97 KB) and send it to cav.registration@justice.vic.gov.au.