Around the Clubs

A guide to holding your club’s AGM during the pandemic

September 20th, 2021

With many clubs preparing to bring their 2021 season to a close with their annual general meeting, NSW Fair Trading have put some temporary measures in place to help support clubs.

The measures will remain in place until at least 31 March 2022 and include:

  • In the current COVID-19 circumstances, associations do not have to apply for a formal extension of time in order to conduct their 2020 AGM or to present their 2020 financial statements to members at their 2021 AGM.
  • If an association is unable to hold its 2021 AGM within six months after the end of its financial year or is unable to submit the required annual summary or summaries of financial affairs within one month of the AGM, it will need to apply for an extension of time by lodging Form A11 and pay the prescribed fee. This fee will be waived if the extension time is required due to COVID-19 circumstances.
  • Until 31 March 2022 associations may conduct committee meetings and general meetings using technology and pass ordinary and special resolutions by either postal or electronic ballot even if this is not stipulated in their constitutions. Members must still have an opportunity to participate in meetings using technology.

It is important for clubs to consider its own constitution before scheduling their AGM, setting an agenda and notifying members. Under the NSW Model Constitution, 14 days’ notice must be given to members. A club’s constitution will dictate the notification required and also advise the method used to notify members of the AGM.

The purpose of an AGM is to:

  • Confirm the minutes of the last AGM and of any special general meetings held since.
  • Receive committee reports on activities of the association or club during the previous financial year.
  • Elect or appoint office bearers and ordinary committee members.
  • Receive and consider the association’s financial statements or reports required to be submitted to members under the Act.

Zoom has emerged as the platform of choice for online meetings. A standard subscription is free, takes a few minutes to sign up and allows for meetings up to 40 minutes long.

If a club is planning to conduct its AGM online, the platform to be used must consider the requirements for completing the actions of the meeting. For example, if holding a ballot during an online AGM, how will you receive votes to collate the ballot?

The Institute of Community Directors, a network that promotes best practice in community organisations, have compiled some information to assist clubs in how to conduct their AGM.

If you would like any further advice or would like to discuss timing and mechanics of your club’s AGM, contact Northern NSW Football Club Development Officer Phillip Andrews.

Member Zone Staff and Management are also available to assist.

Football Far North Coast – (02) 6625 1444
North Coast Football –  (02) 6648 3670
Football Mid North Coast – (02) 6585 0351
Northern Inland – (02) 6766 3849
Hunter Valley Football – (02) 4991 5093
Newcastle Football – (02) 4960 0967
Macquarie Football – (02) 4953 0800

Related Topics:
2021 AGM Annual General Meeting

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