This resource sets out the procedural requirements that apply to P&C meetings. These rules are designed to support fair decision-making, transparency and good governance. 

Your constitution is the authority on meeting procedures. This resource explains the types of procedural matters P&Cs commonly need to understand and check. 

Types of meetings 

Most P&Cs hold: 

• general meetings, for all members to ask questions, discuss matters and make decisions   
• Annual General Meetings (AGM), for all members held once per year to conduct elections and formal reporting only. No other business can be conducted 
• committee or executive meetings, for committee members as set out in the constitution 

Different rules may apply depending on the type of meeting. 

Giving notice of meetings 

Before a P&C meeting can be held, members must be given notice of the meeting. This means telling members about the meeting in advance, in the way and within the timeframe set out in your constitution. 

Your constitution will specify: 

• how much notice must be given (for example, how many days before the meeting), and 
• how notice must be communicated (for example, by email, newsletter or other agreed method). 

Where possible, the agenda and any supporting papers should also be shared with the notice, so members have time to prepare. 

Why giving proper notice matters 

Giving proper notice: 

• ensures meetings are valid 
• gives members a fair opportunity to attend and participate 
• supports transparent and inclusive decision-making 

If a meeting is held without proper notice, decisions made at that meeting may be questioned or challenged. 

Good practice 

Even where the constitution allows shorter notice, good practice is to: 

give notice as early as possible 

use clear and accessible communication 

make meeting information easy to find 

If you’re unsure whether notice has been given correctly, it’s appropriate to pause and check the constitution before proceeding. 

Quorum 

A quorum is the minimum number of members required for a meeting to proceed. 

Your constitution specifies: 

• what constitutes a quorum 
• quorum requirements for different meeting types 

If quorum is not met, the meeting cannot make valid decisions. 

Attendance and participation 

Your constitution determines: 

• who is eligible to attend meetings 
• who can speak 
• who can vote 

Some constitutions distinguish between: 

• members 
• office bearers 
• ex-officio members  
• observers 

It’s important to be clear about eligibility before decisions are made. 

Agendas 

Agendas help meetings run smoothly and transparently. 

Your constitution may specify: 

• who prepares the agenda 
• how agenda items are submitted 
• when agendas must be shared 

Only matters properly before the meeting should be decided. 

Motions and resolutions 

Procedural rules usually cover: 

• how motions are proposed and seconded 
• how resolutions are recorded 
• when special resolutions are required 

Following the correct process helps ensure decisions are valid. 

Voting 

Your constitution sets out: 

• when votes are required 
• who can vote 
• how votes are conducted 
• whether proxy or absentee voting is permitted 

If a vote is required, the meeting must follow the process in the constitution. 

Minutes and records 

Minutes are the official record of a meeting. 

They should: 

• record attendance 
• note motions and decisions 
• record voting outcomes where relevant 

Accurate minutes support accountability and continuity. 

If you’re unsure 

If there is uncertainty about a procedural issue: 

• pause the meeting if needed 
• check the constitution 
• seek clarification before proceeding 

Getting the process right matters. 

Related resources 

• P&C meetings and decisions 
• Voting and decision-making 
• Secret ballots: when and how 
• Understanding your P&C constitution 
• Chairing P&C meetings well 

ACT Parents can help P&Cs interpret procedural requirements and understand how their constitution applies in practice.