Management committee meetings

The incorporated association's constitution must outline how to call and hold a management committee meeting.

If the constitution is silent on these matters, the model constitution will apply.

How often should meetings be held

The management committee should meet as needed to run the incorporated association. The constitution can stipulate a minimum requirement.

If the constitution allows it, the committee may meet at 2 or more venues and use technology to let members join.

Giving notice of a meeting

The constitution will outline how notice is given for a meeting. The notice of a meeting should include an agenda. It must specify the matters to be dealt with at the meeting.

Reaching a quorum

A quorum is the minimum number of committee members required to be present in order for the meeting to go ahead. The constitution must specify the quorum and the procedure to be followed if a quorum is not present.

The chairperson for the meeting

The constitution will specify the person who is to act as chairperson.

Who can attend incorporated association meetings

Unless the constitution says otherwise, only committee members may attend committee meetings. However, the committee may permit members and other persons to attend.

Information that should be in minutes

Minutes must be kept for meetings. The minutes should include:

• the day, date, time, and place of the meeting
• the time the meeting started
• the names of those present and any apologies
• that the chair announced a quorum was present and that the meeting was duly constituted (if made)
• a reference to minutes of the previous committee meeting and the signing of them as a correct record
• details of every resolution put to members and whether it was passed with the appropriate majority
• details of persons voting against a motion or abstaining from voting if those persons request that this be recorded
• details of any appointments made, persons elected to office and any leave of absence granted to a member
• an overview of discussions on decisions made
• the date and time for the next meeting, if this is determined during the meeting
• the time the meeting ended.

Minutes of meetings must be kept in hard copy or electronic form. If records and minutes are kept in electronic form, they must be able to be converted into hard copy. If a person needs to inspect the records, a hard copy must be made available within a reasonable time.

If any part of the minutes is in a language other than English, a copy in English must be kept with the minutes. 

Record of disclosure of interests

If a committee member discloses an interest at a meeting, it must be recorded in the minutes.

Visit keeping minutes, registers and records for more information.

Inspection of minutes

The incorporated association's constitution must include provisions that address the inspection of books and documents by members.