Not-for-profit organisations rely on meetings to arrive at decisions. Who gets to decide on important matters at the AGM depends on the structure of the organisation and its constitution.

Where the company is an incorporated association and has adopted its state's model constitution, it must give at least 14 days' notice of an AGM (30 for the Northern Territory rules), and 21 days' notice where a special resolution is being proposed.

Where the organisation is a company limited by guarantee, according to section 249H of the Corporations Act 2001 (Cth) (Act), the shareholders entitled to attend and vote at a general meeting must be provided with at least 21 days’ notice of the upcoming meeting, unless the shareholders agree otherwise. The company’s constitution may specify a longer minimum period. Shareholders of a proprietary company are only entitled to appoint proxies if the company’s constitution permits it or if replaceable rule section 249X of the Act applies to the company. Proxy details, if any, should be included in the notice. The notice must be signed by one of the directors of the company or its secretary.

This agenda has been adapted from a template provided by the Australian Charities and Not-for-profits Commission.

NOTE: this agenda assumes that it is being attached to a meeting notice.