Notice of general meeting

The requirements for a minimum period of notice, how notice is to be given and what information must be included in a notice are designed to help members make a decision on exercising their rights. The notice needs to give enough time for members to find out about the meeting and what the meeting is going to be about, so they can decide if they want to participate in the business of the meeting, and if so prepare themselves to participate.

Ways to give notice

Notice of a general meeting must be given in the way set out in the corporation’s rule book. 

Examples of how notice can be given include in person, by mail, fax, email, by using community noticeboards, or by advertising in a local newspaper or on the radio.

How much notice to give

Check your rule book – the CATSI Act says a notice of a meeting must be given at least 21 days before the day of the meeting. A corporation can set a longer period of notice in its rule book.

You also need to consider the time taken to send it:

• If notice is sent by post, it is taken to be given 3 days after it is posted.
• If notice is sent by email, it is taken to be given on the business day after it is sent. 

If your members live in remote locations it is a good idea to consider any additional time needed for the notice to arrive in community.

Who gets notice

Notice must be given to everyone who is entitled to attend the meeting:

• each director
• each member
• the secretary or contact person
• any observers noted in the corporation’s rule book
• the auditor (if the corporation has one).

Information in a notice of meeting

The notice must say what the business of the meeting will be, and if there will be any special resolutions.

A notice of a meeting must contain: 

• the corporation’s name and ICN
• the type of meeting – general meeting or AGM
• the date and time for the meeting
• the place for the meeting and if participating virtually (e.g. by phone or video) is allowed and if so, the instructions for joining virtually or how to get the instructions
• the agenda (the general nature of the meeting’s business)
• the exact words of any special resolutions that will be proposed and state the words ‘special resolution’ (if any)
• any proposed resolutions for the corporation to give a financial benefit to a related party and if so, the explanatory statement to members
• whether a member can appoint a proxy, who may be a proxy and any other rules about proxies (include this only if proxies are allowed in your rule book)

It’s good practice for the notice to show the name and position of the person who is issuing the notice or that it’s issued by resolution of the board.