Holding meetings

When a society should meet, and how

Meetings are an essential part of running an incorporated society. The requirements for holding meetings must be set out in a society’s rules.

Types of meeting

Where all members of a society are invited to attend a meeting, it is called a ‘general meeting’.

Depending on the structure of the society, 'committee' or 'sub-committee' meetings may also be needed to deal with specific issues.

‘Ordinary meetings’ are held to conduct business for which no special notice needs to be given; for example, a sports club’s monthly meetings.

General meetings

An incorporated society is required to hold at least one general meeting a year, at which the members approve the society’s annual financial statements. This meeting is usually known as the annual general meeting (AGM). In addition to approving the annual financial statement, the meeting will elect officers (for example, a secretary) and approve any necessary rule changes.

A society’s rules may allow for other general meetings to be held during the year – for example, special (one-off) general meetings may be needed if the society has to consider some urgent or important matter that can't wait until the next AGM.

The society’s rules must include:

  • how notice of a general meeting will be given to members
  • how business at a general meeting will be conducted – for example, proposing resolutions or nominating people for election
  • how members may vote.

If the rules are no longer appropriate, they should be updated. Any amendments to a society's rules are only valid once registered by us. Until then the existing rules must be followed.

There are a number of commercial publications available from bookstores that deal specifically with how to run a meeting, including the taking of minutes, recording of resolutions, and how to debate issues.

All help topics

Getting started on the register 6 guides

Find out about incorporated societies and the Incorporated Societies Register, and what's needed to register and maintain an incorporated society in New Zealand.

Searching the Incorporated Societies Register 2 guides

Find out how to search our registers for information about incorporated societies, and other business entities

Starting an incorporated society 5 guides

To incorporate a society in New Zealand you must submit an application, along with the required documents, and pay a registration fee.

Running your incorporated society 7 guides

Once you’ve registered, you’ll need to keep your details on the register up to date, and follow the rules that apply to incorporated societies and how they are run.

Ending an incorporated society 2 guides

When an incorporated society reaches the end of its 'life', it must be wound up and removed from the register. There are two ways this can be done – by dissolving the society, or having it liquidated.

Restoring an incorporated society to the register 2 guides

An application can be made to us to have an incorporated society restored to the register, by the society itself, or by a creditor. You'll need to provide evidence to support your application.

Forms and fees 3 guides

Forms you'll need to register your incorporated society and keep it up to date, along with a schedule of fees payable.