For most winter clubs, the AGM lands between the last game and the first registration. Half the committee is tired, the other half is new, and a lot of what keeps the club running lives in a few people's heads and inboxes.
This checklist is for the outgoing and incoming committee to work through together. It's written for Victorian incorporated associations, but most of it applies anywhere.
Before the AGM
- Financial statements. The committee presents the year's financial statements to members at the AGM, with a certificate signed by two committee members. If your club's revenue means the statements were reviewed or audited, that report is presented too.
- Nominations. Check what your rules say about nominations and notice periods, and send the notice in time.
- A one-page note for each role. Ask everyone stepping down to write what they did, when in the year they did it, who they dealt with and where the files are. A page is enough. It's the most useful thing you'll get from them.
On the night
- Minutes. The minutes should include copies of the financial statements and any review or audit report presented.
- Who holds what. Record who was elected to each role, and who has agreed to take on the jobs that aren't formal positions, like registrar, canteen, kit or sponsorship.
Within 14 days
- Tell Consumer Affairs Victoria about a new secretary. A newly appointed secretary has 14 days to notify the Registrar of their appointment and contact details. It's done online in myCAV.
- Other details. Most other changes, such as a new registered address, are also due within 14 days. Changes to the club's name or rules have 28 days.
Within one month
- Lodge the annual statement. The annual statement goes to Consumer Affairs Victoria through myCAV within one month of the AGM. Associations that are registered charities are exempt.
The access handover
This is where clubs get stuck months later, when the old treasurer has moved on and nobody can log in.
- Bank. Update signatories and online banking access. Remove people who have left.
- Email and documents. Make sure role mailboxes, shared drives and passwords belong to the club, not to a person.
- Website, domain and social media. Check who owns the domain renewal and who can post on the club's pages.
- League and association portals. Hand over admin access for registrations, team sheets and results.
- Payment and shop accounts. Card payments, the uniform supplier and any online shop.
- Insurance and leases. Know where the policies and the ground agreement with council are, and when they renew.
- Keys and equipment. Who has keys to the clubrooms, canteen and storage, and what's in the shed.
- Volunteer checks. Keep a register of volunteers' Working with Children Checks and when each one expires.
Plan next season now
Put the dates that matter on a shared calendar before everyone scatters for summer: when registrations open, when grading or trials run, when council ground allocations are due, and when the first training nights start.
Where Sportdify helps
In Sportdify, owners and admins give jobs to members as club roles: treasurer, registrar, fixtures coordinator, communications, media, shop manager, sponsorship manager and volunteer coordinator. Each role gets the access that job needs and nothing more. When someone leaves the club, their roles go with them, so there's no list of old logins to chase.
The volunteer coordinator can record each volunteer's safety checks and expiry dates, so the next committee isn't starting that register from scratch.
See how club roles and members work, or start your club for free.
This is general information, not legal advice. Check your club's rules and Consumer Affairs Victoria for what applies to you.