This article was last verified in June 2026. AGM requirements vary by state and change over time. Check the current position with your state's consumer affairs or fair trading office, and with the ACNC if your church is a registered charity, before acting on what you read here.
Most churches in Australia operate as incorporated associations and are required by state legislation to hold an Annual General Meeting each year. Done well, it is one of the most straightforward acts of congregational accountability a church can carry out. Members hear where the finances stand, who is leading, and what has been decided on their behalf. This article covers what the meeting must include to be valid, what a working agenda looks like, and what to do before and after.
What the AGM must cover
A valid AGM requires three things.
Proper notice to every member. An announcement from the pulpit is not sufficient in most states. Notice must be sent individually, in writing or by email, within the timeframe your state's law and constitution require.
A financial report. The church's accounts for the year must be tabled at the meeting. Depending on the size of the church, those accounts may need to have been reviewed or audited beforehand. The ACNC publishes current financial reporting thresholds for registered charities, and your state's consumer affairs website covers any additional state-based requirements.
The election of office bearers. Positions must be formally filled or declared vacant. Existing committee members do not roll over into the next year without a vote.
If any one of these three elements is missing, the meeting may not be legally valid.
If your church is registered as a charity with the ACNC, there is a fourth obligation: newly elected committee members must be notified to the ACNC within 60 days of the AGM. This step is easy to miss once the meeting is done.
A working agenda
The agenda and financial statements should be circulated to members before the meeting. The chair has authority to set and close the agenda.
1. Opening. The chair opens the meeting, confirms quorum is present, and declares the meeting formally open.
2. Roll call and apologies. The secretary records who is present. Apologies are noted as a courtesy. Apologies do not count toward quorum.
3. Minutes of the previous AGM. A motion to confirm last year's AGM minutes as a true and accurate record. Someone moves it, someone seconds it, members vote. Note: these are the AGM minutes, not the most recent committee meeting minutes.
4. Matters arising. Any unresolved items from last year's AGM that need a brief update. Keep this item short.
5. Reports. Typically a pastor's or president's report and a treasurer's financial report. Ministry or department reports can be included. The financial statements must be tabled here.
6. Election of office bearers. Nominations for each position are called, voted on, and recorded. Any position with no nominee is declared vacant and can be filled by committee co-option after the meeting.
7. Appointment of auditor (if required by your constitution). A motion to appoint the auditor or reviewer for the coming year.
8. General business. Items submitted in advance or raised by members. The chair controls the scope.
9. Close. The chair declares the meeting closed and the time is noted.
Timing, notice, and your state's rules
Most incorporated associations must hold their AGM within five or six months of their financial year end. The exact deadline depends on which state or territory the church is incorporated in, and several states have updated their rules in recent years. For current requirements, check your state's consumer affairs or fair trading website directly. The Institute of Community Directors also publishes a state-by-state overview as a useful starting point.
Most model rules require at least 14 days' notice for a general meeting, and 21 days if a special resolution is on the agenda. In most states, hosting the AGM online or in a hybrid format is now permitted by law, even if the constitution does not specifically mention it.
Quorum: the most common problem
Quorum is the minimum number of members required for the meeting's decisions to be legally valid. It is set in the church's constitution. If quorum is not present when the meeting is called to order, or if it drops below the required number at any point during the meeting, the meeting cannot lawfully proceed.
Apologies do not count toward quorum. Quorum requires actual presence, whether in person or by permitted virtual attendance.
If quorum is not reached, the meeting is typically adjourned. Check the constitution for the adjournment process; most model rules allow the meeting to be reconvened the following week with fresh notice.
The simplest prevention is to schedule the AGM immediately after a regular Sunday service. If quorum is a recurring problem, it may be worth enabling virtual attendance in the constitution, or reviewing whether the quorum figure still reflects realistic attendance at your church.
The ACNC's AGM templates page includes sample notice, agenda, and minutes templates that can be adapted for most small churches.