Meetings

Meetings are an important part of the operations of any effective not-for-profit community organisation. This section gives an overview of types of meetings your organisation may have to or can choose to hold. We have more detailed information about:

• the meeting requirements for Victorian incorporated associations including Annual General Meetings at Meetings of a Victorian Incorporated Association, and
• meeting requirements for companies limited by guarantee including Annual General Meetings at Meetings of a Company Limited by Guarantee.

Overview

Depending on the size and structure of your community organisation, there are a number of different types of meetings including:

• management meetings 
• meetings of members of your community organisation, or
• an annual general meeting.

It is important for your organisation to conduct meetings in accordance with the requirements set out in any legislation. 

For many organisations, further detail of requirements for holding valid meetings will be set out in an its rules or constitution (but note that if these requriements are inconsistent with the law, the legal requirements will apply).

The main legal considerations for holding meetings include:

• whether there are strict requirements to hold meetings aor rights to call a meeting
• the proper notice to be provided of meeting (time periods, content of notice and recipients)
• knowing your quorum (minimum number of people present to make meeting valid)
• how and when to adjourn meetings
• voting rights (and proxy rights)
• meeting resolutions, and
• keeping and storing meeting minutes.

In addition to complying with the legal requirements for running a meeting, there are also a number of 'best practice' procedures that can be followed. These are designed to ensure meetings are run efficiently, and in a way that assists the organisation to achieve its objects.

Additional information on how to conduct meetings generally can be found by following the links in the resource section below.