You don’t have to do this all at once 

AGMs and annual reporting can feel highly procedural, especially if you’re new to a committee or stepping into an office bearer role. The good news is that most obligations happen once a year, follow a clear sequence, and are well supported. 

This page walks you through the key stages, shows you what’s required at each point, and links you to practical guides and templates to make the process easier. 

Think of this as your map. You can dip in and out as needed. 

How it fits together 

Most annual obligations for P&Cs sit around the Annual General Meeting. Rather than thinking about “compliance” as a big bundle of rules, it’s more helpful to think about what happens: 

1. Before the AGM – preparation and planning 
2. At the AGM – reporting and decision-making 
3. After the AGM – reporting, records and handover 
4. Across the year – good governance practices that support all of the above 

You don’t need to hold every step in your head. Start where you are. 

1. Preparing for your AGM 

This is where most committees begin. 

Before the AGM, you’ll need to: 

• check your constitution for timing and notice requirements 
• plan the meeting and set a date 
• prepare committee and financial reports 
• organise elections and nominations 

Helpful resources 

• The Annual General Meeting (what it is and what happens) 
• AGM checklist: preparation and reporting 
• Annual committee report template 

These resources will help you prepare step by step and keep track of what’s been done. 

2. Financial review and reporting 

Financial reporting is a key part of AGM preparation and accountability to members. 

Depending on your size and constitution, your P&C may need a financial review or an audit. This process checks that financial records are accurate and have been managed appropriately. 

Helpful resources 

• Financial review and audit: what’s required 
• Checklist: documents required for financial review 

Preparing documents early makes this stage much smoother and reduces pressure on treasurers and reviewers. 

3. Governance and decision-making obligations 

Good governance supports fair and transparent decision-making throughout the year, including at the AGM. 

One key obligation is managing material personal interests (sometimes called conflicts of interest). This doesn’t mean something has gone wrong. It’s a normal and expected part of committee work. 

Helpful resources 

• Nomination & Declaration Guide
• Managing Material Personal Interests
• Templates for: 
  nomination & declaration form  
  disclosure of material personal interest form  
  register of material personal interests  

These tools help committees handle disclosures calmly, consistently and in line with legal requirements. 

4. After the AGM: reporting and record keeping 

Once the AGM is complete, there are a few important follow-up tasks. These help close out the year and set the association up well for the next one. 

This usually includes: 

• finalising and storing AGM minutes and reports 
• completing required reporting to regulators 
• confirming compliance statements 
• updating records and access for new office bearers 

Helpful resources 

• Annual compliance statement Guide
• Template: P&C compliance statement
• Reporting obligations  
• Record keeping: what to keep and why it matters

Strong records protect volunteers, support transparency and make next year’s AGM much easier. 

A final word 

AGMs and annual obligations are about accountability, transparency and renewal, not perfection. Most issues can be avoided by planning early, sharing the workload, and using the tools available. 

If you’re unsure about any step, ACT Parents is here to help.