Administration

Administrating a Rotary Club effectively is very important. Effective administration means you will have more time for the fun side of being a Rotarian! What are the goals your club wants to achieve in the next year and in 3 to 5 years? Develop a plan, set achievable goals and decide how they will be achieved. The year ahead then takes on a purpose and members gain a sense of achievement and 'doing good' in their communities. 'Doing good' is why we become Rotarians.  The second part of this resource will give you some information on how to conduct effective club meetings. Hope you find it useful!

3. Managing meetings effectively

3.7. Annual General Meeting and election of officers

The Annual General Meeting (AGM) should be held within 6 months of the end of the financial year (by 31st December). Ensure you have a quorum (see your Constitution for clarification)

The AGM agenda should include:

    • The adoption of Minutes of the previous AGM
    • The election of Officers and Auditor
    • Approval of audited accounts from the previous year:
      • For Clubs that generate an income of more than $250,000 per year this is mandatory
      • Clubs who generate less than $250,000 per year the financial records can be reviewed by two club members who have a background in finance however, many clubs still choose to undertake an external audit as accepted best practice
    • Lodge an annual statement by the Public Officer with the Department of Fair Trading within one month after AGM
    • Time period to notify members of any meeting is 21 days.

At the AGM your Board for the following year should be elected:

    • All positions on your Board. The president's position must change yearly except in exceptional circumstances then the president may continue for a period of 18 months.
    • One month before elections, members nominate candidates for President, Vice President, Secretary, Treasurer, and any open Director positions. The nominations may be presented by a nominating committee, by members from the floor, or both.
    • A nominated person from the Club can be the returning officer if there are more than one nomination. Usually the returning office is the Club secretary
    • Communication of the results is via circulation of the minutes from the meeting and Club Bulletin

Please note: check your Club Bylaws for clarification on the AGM process