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P&C Governance

Preparing for an AGM

Use this page to prepare your P&C for the Annual General Meeting, including key guides, required documents, agenda items, post-AGM tasks and governance resources.

Planning guides and templates

To assist your P&C in planning the AGM, review the following guides and send out your Notice of AGM.

How to Hold an AGM A step-by-step guide to all things AGM, including what happens if your audit is not back in time. How to Engage an Auditor Includes information on auditor questions and appointing a new auditor outside of the AGM. Notice of AGM template Issued at least 14 days prior to the meeting. Annual General Meeting Agenda Breakdown A clear outline of what happens during the AGM and why. AGM minutes template Use this template to record AGM decisions, motions and outcomes.

Tip: We strongly encourage P&Cs to attach all documents that will be discussed and reviewed at the AGM when sending the Notice of AGM. This helps members attend having read the information, ready to ask questions, discuss and vote.

What is on the AGM agenda?

P&Cs are required to hold their AGM by the end of March every year and the P&C Constitution sets out what must be covered on the AGM Agenda. The AGM is held so that the P&C can:

  • receive and adopt the association's audited financial statements
  • report activities of the previous year to the members
  • accept new and renew existing memberships
  • elect an executive committee
  • confirm continuance of existing subcommittees and/or establish new subcommittees
  • appoint an auditor for the coming financial year
  • adopt the Student Protection Risk Management Strategy
  • adopt a new version of the Constitution, if needed
  • award life membership to the P&C, if any.

Documents to complete and/or refer to at the AGM

The following documents will be completed, tabled, adopted and/or referred to at your AGM.

Compliance Report A self-assessment to check whether the P&C has been compliant throughout 2025. This should be tabled alongside the audited financial statements. Student Protection Risk Management Strategy A 2026 document designed to meet P&C obligations under relevant child safe and working with children legislation. It must be reviewed and adopted at the AGM annually. Application for P&C Membership Form including Code of Conduct The P&C Code of Conduct should be printed on the back of membership forms so members can read, understand and sign both forms. Executive Officer Nomination Form Use this form for executive officer nominations. Blue Card Services - Working with Children Fact Sheet for P&Cs Check requirements for P&C members, volunteers and employees, including records for exempt members and volunteers.

Important: Note the change regarding eligibility to become a P&C member in relation to indictable offences.

Key tasks after the AGM

After the AGM, your P&C will need to finalise the Annual Financial Reporting Requirements.

P&Cs send the following documents to the Regional Office. Independent Public Schools will provide these documents to the School Principal:

  • a copy of the audited financials. See the Annual Financial Reporting Requirements document for examples of how the profit and loss sheets should ideally be displayed.
  • a signed Auditor's certificate. See the Annual Financial Reporting Requirements document for an example.
  • a signed statement from the P&C's President, Treasurer and Secretary. See the Annual Financial Reporting Requirements document for an example.
  • DoE Executive Members Details Form

Executives should also:

Governing documents and further information

Please visit the P&C Essential Documents page of our website to review all of the P&C's governing documents. Here are a few key documents that you will need to refer to for AGM.

Model Constitution, April 2026 Refer to Agenda Item N for adoption of the new model constitution, if required. Present your customised copy and ensure quorum numbers are realistic. Accounting Manual Refer to the accounting requirements that support P&C governance and reporting. P&C Guide A practical source of information written in plain language.

Constitution update: Review the key Constitution changes here.

If your AGM was held prior to the new Constitution release date, call a Special Meeting with a minimum of 7 days' notice for the sole purpose of endorsing the new version of the Model Constitution. For convenience, this Special Meeting can be scheduled 10 minutes prior to your usual General Meeting.

Subcommittee documents, if applicable

Subcommittee Operating Guidelines Template Use this template where your P&C has subcommittees.

Honorary life membership documents, if applicable

How to Guide to Honorary Life Membership Guidance for awarding honorary life membership to the P&C.

2026 AGM webinar

Webinar content was correct at the time of recording on 17 February 2026 but is subject to change.

View the 2026 AGM Webinar →