The AGM is an important event, but needn’t be daunting or overly formal. In fact, it is important to keep it friendly, as it is often the first P&C meeting that parents attend, so make sure you allow time for everyone to introduce themselves. It is also a great time to let parents know what the P&C is about so that they will want to continue to be involved. Recapping the P&C’s achievements over the past 12 months can be a great way to showcase the value you add to the school.
See AGM Information Sheet for more information on the meeting and what is involved.
We also have an AGM Checklist so you can make sure you are prepared for the meeting and have completed all tasks after from the meeting. These tasks are also outlined below.
Before the AGM
The P&C committee will need to start getting ready for the AGM early - ideally before the end of the previous year.
- The treasurer will need to prepare the books for audit and liaise with the auditor. We have resources to help.
- Talk to committee members to see who is willing to continue and approach other potential candidates in order to be able to form a new committee. It helps to outline the advantages of being involved on the P&C – we have an Information Sheet.
- If you're not planning to continue on the committee, make sure you makes some notes for the next person in your role - so your valuable knowledge is not lost. We have template handover notes and more information to help.
- Set a date and give notice to your members (school parents) in accordance with your constitution (see our AGM Information Sheet for more information)
- Prepare the agenda. There is a template to help.
- Jot down points for the president’s report. There is a template to help you think about what to include. You will also need a committee report.
- Find someone to act as returning officer, that is, someone to run the election of the new committee. Many P&Cs ask the school principal to do this.
After the AGM
After the AGM, there are some things to follow up.
- Ensure a good handover to the new committee
- Submit your Annual Return (AR form) to the Office of Regulatory Services
- Let Council know who your new committee is using our Office Bearer's Form
- Start running the P&C! Arrange your first general meeting, share contact details with each other, and introduce the committee to the school community.
- Make new committee members signatories on the P&C’s bank accounts. Take a copy of the AGM minutes with you to the bank.
- Attend our free workshops or check out our huge range of online resources to help you in your new role.
- If your P&C is a registered charity, complete an Annual Information Statement for the Australian Charities and Not for Profits Commission (ACNC). Do this online. See this FAQ if you are unsure.
See also our P&C To Do list.
What if all the positions cannot be filled?
If some executive positions cannot be filled, they can be left temporarily vacant and filled at a later meeting (they can be left vacant for the whole year if the association can still function). If essential positions are not filled, a new meeting should be called (a Special General Meeting) at a new time which is well advertised. A letter home to parents pointing out the volunteers needed and the school services (eg canteen) put in jeopardy if they are not found will usually be enough to finalise the committee.
The P&C may be able operate with very minimal volunteers. For example, as long as a volunteer is willing to look after basic bills and pay the insurance, services may be able to remain open. The hope is that in the following year, more volunteers will be forthcoming. A minimum of three people - president, treasurer and secretary is usually required. At some schools, the principal has been named as the acting president so that the association can continue until such time that a proper committee can be formed, but check your constitution to ensure this is allowed.
If a committee cannot ultimately be formed, the association will have to ‘wind up’. For details on the process of formally winding up or dissolving an association contact our office.
See more on our AGM Information Sheet.