Annual General Meeting

Wednesday 25th November 2020 @ 7:30PM

Drinks & nibbles from 7PM!

The November meeting includes the AGM and a General Meeting.

The AGM is held and then followed by the General Meeting.

If you are new to the THS community or the P&C, we have a quick start page just for you @

Zoom link:

Positions Status for 2021

We have some people finishing up this year and so we can keep supporting the THS learning community, and particularly the student driven initiatives, we need work on filling the positions/roles marked in the diagram (see link below).

To find out more about each of the sub-committees go to the "As a community" page.

Find it difficult to attend a meeting?

If you find it hard to attend meetings, then you can join a sub-committee as an "email only" member, in this case you only have to interact via email discussions.

In 2020 have been running zoom meetings due to COVID-19 - in 2021 we will consider this in terms of making it easier for people to attend or alternate meetings between face-to-face or virtual/zoom.

Community-owned, student-driven, professionally supported.

We have done a lot of work on the THS P&C organisational structure to, through the use of professionals, make the positions oversight and manageable (rewarding) by volunteers.

If you're interested, but not sure, please email to ask any questions or meet.

The Meeting

Nomination forms are completed, members join or renew membership using printed forms or online and paying $1.

The AGM is chaired by the President with required reports and minutes being tabled and adopted as per P&C Association practice. Once the business of the meeting is resolved the Returning Officer (usually the Principal) is invited to host the elections.

The Returning Officer declares all positions vacant.

The Secretary gives all written nominations to the Returning Officer.

The ballot is conducted by the Returning Officer. Where the Principal is not available the Returning Officer position in determined by the meeting and must be someone who plays no part in the election. (i.e. Does not stand for a position or cast a vote).

Confirm auditor for the following year.

Current auditor is Mr. Amit S Kurlekar of ASK Audit & Advisory Pty Ltd

General meeting is then held as usual.

AGM Checklist


Returning Officer template for printing

Based on our by-laws positions are for one(1) year, with a maximum of two(2) consecutive years.

"5. No person will serve more than two consecutive years​ in the same position; unless the position has yet not been filled 30 days after the AGM or by unanimous vote of the members."

President and two Vice-Presidents,



up to six Executive members

Convenor (coordinator),

Secretary (minute-taker),

2 P&C Members

Convenor (coordinator),

Secretary (minute-taker),

2 P&C Members

Convenor (coordinator),

Secretary (minute-taker),

2 P&C Members

All sub-committee's have the P&C President (or rep.) & Principal (or rep.) as default - and also include two student representatives from the student leadership group.

A quick overview of positions


They are the person who chairs the meeting and ensures the committee is functioning as per the constitution.

Vice President:

They stand in when required for the President and are an active member of the executive.


They are responsible for the admin tasks associated with meetings. They prepare the agenda each month and advise members of the meeting. They also take minutes of the meeting and handle the correspondence. There is not so much correspondence these days with the internet. They manage the secretary’s email account as well as the general feedback email account.


They ensure we have policies and procedures in place for financial management,. They work with the THS P&C accounting management provider.

Executive member:

They participate at meetings, attend exec meetings when required and email based discussions.

Sub-committee Convenor:

They ensure for the sub-committee is functioning and report back to the P&C general committee. They are typically also an executive member.

Sub-committee Secretary:

They are responsible for admin tasks relating to the sub-committee, setting the meeting agenda and taking meeting minutes.

Sub-committee Treasurer-assistant:

They are responsible for managing the finances of their sub-committee as well as liaising with the P&C treasurer and accounting management provider to ensure all requirements are met.

After the Meeting

Complete P&C Federation’s Member Register Update @ P&C Federation Members Portal - this will ensure that all of the office-bearer information is up to date.

Update the Australian Business Number (ABN) register. P&C Associations are required by law to tell the Registrar of the Australian Business Register within 28 days of any changes in your registered business details, including changes to the authorised contact person.

Update the Australian Charities and Not-for-profits Commission (ACNC) Registration - P&C Associations will need to update the responsible person information and contact details within 60 days of any change.