A Victorian club's AGM and annual statement: the secretary's year

This guide sums up Consumer Affairs Victoria's pages as they read on 4 November 2026. Those pages and the Associations Incorporation Reform Act 2012 (Vic) are the authority, and your club's own rules can add to them. Fees are the 2026–27 amounts.

01The secretary's year, as a checklist

1. The financial year ends. Consumer Affairs Victoria (CAV) emails the secretary a notice to lodge.
2. The treasurer prepares the financial statements. A tier 2 club has them reviewed; a tier 3 club has them audited.
3. The committee approves the statements, and two committee members sign the certificate.
4. Send the AGM notice the way your rules require (at least 21 days if a special resolution is on the agenda).
5. Hold the AGM within five months of year end. Present the statements, the certificate and any review or audit report, and minute it all.
6. A committee member signs the certificate that the statements were presented. The club keeps it on file.
7. Lodge the annual statement in myCAV within one month of the AGM, and pay the fee for the club's tier.
8. All year: keep the register of members current, with leavers updated within 14 days.
9. Tell CAV of a new secretary or a new address within 14 days, and of a rule or name change within 28 days.
10. Keep the financial records and the statements for seven years.

02The AGM

• When: within five months of the end of the club's financial year. A club's first AGM is due within 18 months of incorporating.
• More time: in exceptional circumstances the club can ask CAV for a two-month extension ($43.20). CAV has to approve it.
• What is presented: the financial statements, a certificate signed by two committee members saying they give a "fair and true" view, and any review or audit report. Members decide whether to accept the statements, and the minutes record the decision with copies of the documents.
• How: by phone, video or in person, as your rules allow, with the same rights for members who join remotely. If your rules require a proxy form, it goes out with the notice.
• Notice and quorum: set by your own rules (or the model rules).

03The financial statements, and which tier you are

The tier is set by the club's total revenue for the year, before any expenses. For financial years ending on or after 1 July 2024:

• Tier 1, revenue under $500,000: statements prepared and presented; a review or audit only if your rules ask for one, members vote for one, or CAV directs it.
• Tier 2, $500,000 to $3 million: statements reviewed by an independent accountant (or audited, if your rules say audit), following the Australian Accounting Standards.
• Tier 3, over $3 million: statements audited by an independent auditor.

Every tier prepares an income statement, a balance sheet and notes, which disclose any mortgages or charges over club property and any trusts holding club money. A reviewer or auditor holds a current practising certificate from CPA Australia, Chartered Accountants or the Institute of Public Accountants, and is independent of the committee and the club's staff.

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04The annual statement

• What it is: a short online form lodged with CAV after the AGM. CAV says it takes about five minutes. It is separate from the financial statements, which go to members.
• When: within one month after the AGM. If the AGM was late, within one month after the last day it was due.
• Who: the secretary, or an authorised delegate, as the club's one myCAV transactor. In myCAV: Licences and registrations, the club's Statements button, then Lodge.
• What to attach: tier 1 attaches nothing extra; tier 2 the statements and the signed review report; tier 3 the audited statements and the audit report.
• Fee (2026–27): $51.80 for tier 1, $103.60 for tier 2, $207.20 for tier 3, paid by Visa, Mastercard or BPAY (BPAY within 14 days).
• Registered charities: a club also registered with the ACNC lodges its Annual Information Statement there instead, and still presents its statements at the AGM and tells CAV of changes.

05The secretary, and what to tell CAV

• The secretary is at least 18, lives in Australia and has their own myCAV account. "Public officer" is the old name for the same role.
• A secretary vacancy is filled within 14 days; if an election takes longer, the committee appoints someone to act. The new secretary notifies CAV within 14 days (free).
• Name and rule changes are lodged within 28 days; other changes, including a new registered address, within 14 days.
• Changing the rules takes a special resolution: at least 21 days' notice to voting members, and at least 75% of the votes cast. The change takes effect when CAV approves it ($449.00).

06The register of members

The club keeps a register of members showing each member's name and address, their membership class if any, and the date they joined. When someone leaves, record the date within 14 days and remove everything else about them except their name and that date. Members may inspect the register, and the details are used only for the club's own purposes.

07How Perch HQ helps

Perch HQ keeps the club's year in one place, so the AGM pack is ready when the secretary is:

• Members and households, and the committee's positions, kept current in one directory.
• Minutes, motions and voting, and decisions with conflicts of interest declared.
• The treasurer: fees and who has paid, the ledger, budget against actual, and the financial statements for the AGM.
• Documents that need one or more committee signatures.

Lodging the annual statement stays with the secretary, in myCAV. See what a club gets, or book a demo.

08Sources (read 4 November 2026)

• Consumer Affairs Victoria: Incorporated association meetings
• Consumer Affairs Victoria: Lodging an annual statement
• Consumer Affairs Victoria: Financial statements and auditing
• Consumer Affairs Victoria: Fees and forms
• Consumer Affairs Victoria: Secretary · Update details · Rules · Membership

09Questions