Creating Structures
5. General Meetings and Elections
How members exercise authority and establish leadership
Every Association is governed by its members.
General Meetings are where that authority is exercised where members make decisions, hold the Committee accountable, and renew leadership through elections.
Well-run meetings demonstrate transparency and fairness. They ensure that decisions truly reflect the collective will of members and that leadership remains legitimate and accountable.
This module explains the different types of General Meetings, how to prepare and conduct them properly, and how elections establish leadership with confidence and credibility.
1 Types of General Meetings
The Constitution defines three types of General Meetings under Section 8 (General Meetings):
Inaugural General Meeting (IGM)
- The first meeting of members that formally establishes the Association.
- Adopts the Constitution, elects the first Committee, and authorises registration.
- Follow Appendix F (How to Conduct the Initial Meeting) and record all results in Appendix G (Template Minutes).
Annual General Meeting (AGM)
- Held within six months of the end of the financial year.
- Members receive reports, review financial statements, elect the Committee, and confirm membership fees.
- The agenda, notice, quorum, and procedures are set by Section 8 and By-Law 2 (Meetings).
Special General Meeting (SGM)
- Called when urgent or significant issues must be decided between AGMs.
- May be called by the Committee or by 10% of Full Members.
- The same rules for notice, quorum, and voting apply.
Trainer’s Reflection
Each General Meeting expresses the members’ authority. When conducted properly, it strengthens confidence in both leadership and process.
2 Preparing for a General Meeting
Good preparation is the key to fairness and order.
Under By-Law 2 (Meetings) and Section 8 (General Meetings), the Secretary must:
- Give at least 14 days’ notice (21 days for a Special Resolution).
- Include in the notice the agenda, proposed motions, and supporting material.
- Confirm a quorum before business begins (25% of Full Members or 10 Full Members, whichever is fewer).
- Prepare reports to be tabled at the AGM, including:
- the President’s Report,
- the Treasurer’s Financial Report, and
- a Membership Summary.
All reports should be distributed in advance where possible. This allows members to arrive informed and ready to participate constructively.
Practice
Using Appendix D (Sample AGM Agenda), draft an agenda for your next AGM including the required reports and decisions.
3 Conducting the Meeting
Meetings must be orderly, inclusive, and transparent.
Under By-Law 2 (Meetings):
- The President (or Chairperson) presides, ensuring fair participation and adherence to the agenda.
- Motions are moved, seconded, discussed, and voted on following Section 8 (General Meetings).
- Minutes are recorded by the Secretary, including each resolution and outcome (Appendix G – Template Minutes).
- Voting is normally by show of hands, but a secret ballot may be requested.
- Proxy or postal voting is not authorised.
Decisions made under these conditions are binding on the Association and its members.
This structure ensures that all members are treated equally and that outcomes are traceable and verifiable.
Trainer’s Reflection
A well-conducted meeting demonstrates discipline and respect.
When members can see that rules are followed, trust in leadership and the democratic process grows.
4 The Inaugural General Meeting (IGM)
The Inaugural General Meeting brings the Association into existence.
It formalises membership, adopts the Constitution, and elects the first Committee.
Follow Appendix F (How to Conduct the Initial Meeting), and record decisions using Appendix G (Template Minutes).
At this meeting, members should:
• Confirm the intention to form the Association.
• Adopt the Constitution by Special Resolution (requiring 75% support).
• Elect the first Committee under Section 7.2 (Election and Tenure).
• Set initial membership fees (Section 6.5 and By-Law 1.3).
• Authorise incorporation if required.
Once the IGM is completed, the newly elected Committee assumes responsibility for managing the Association’s affairs.
Trainer’s Reflection
The IGM transforms commitment into structure. It is the point where community intention becomes a functioning organisation.
5 Elections and Terms of Office
Committee elections are governed by Section 7.2 (Election and Tenure) and By-Law 3 (Elections).
To ensure fairness:
• Nominations must be made in writing using Appendix C (Nomination Form) or verbally at the AGM.
• Where multiple candidates nominate, elections are held by secret ballot.
• Two scrutineers are appointed to count votes.
• Results are declared by the Chair and recorded in the minutes.
• Office-bearers take office immediately unless the meeting resolves otherwise.
The Chair may, with the meeting’s consent, invite candidates to make brief statements before voting. Equal time and order must be maintained.
These procedures ensure transparency, continuity, and confidence in leadership renewal.
Practice
Role-play an election scenario: prepare a nomination form, appoint scrutineers, and conduct a mock ballot. Record the results using Appendix G (Template Minutes).
Summary
General Meetings link members, authority, and leadership.
The Inaugural Meeting gives the Association life; each Annual Meeting renews its direction and accountability.
When conducted according to the Constitution, meetings become the heartbeat of democracy within the Association transparent, fair, and inclusive.
[NEXT: COMMITTEES AND LEADERSHIP]
Next Steps
Continue to Module 6 – Committees and Leadership to learn how the Committee functions between meetings and how effective leadership maintains integrity and results.
When preparing for meetings or elections, refer to the Constitution Toolkit to:
- Follow Section 8 (General Meetings) and By-Law 2 (Meetings) for procedures.
- Use Appendix D (Sample AGM Agenda) and Appendix G (Template Minutes) for templates.
- Refer to
By-Law 3 (Elections) for nomination and ballot rules.