NATSIC-AS
AGM minutes and member decision record

Corporation and ICN: [details]
Current registered rule book: [version and registration date]
Meeting date, start and finish times, time zone and venue: [details]
Chair and minute taker: [names]
Issued notice, agenda and attachments: [references]

Participation and quorum
Members present and entitled to vote: [register reference]
Apologies, observers and invited attendees: [records]
Proxy arrangements, only if permitted: [verification and record]
Required quorum and calculation: [verified rule and numbers]
Language, accessibility and cultural participation arrangements: [details]

Business record
For each item record the agenda reference, report or paper received, material discussion, questions and response, exact resolution, ordinary or special status where applicable, vote, result and follow-up action.

Reports considered
Directors or activities report: [reference and outcome]
Financial, auditor and other reports required for this corporation: [references and outcome]
Any outstanding reporting matter and action: [details]

Elections and appointments
Positions and eligibility rules: [checked requirements]
Nominations and consent: [record]
Election method and voting record: [details]
Result, term and required notifications: [details]
Auditor or other appointment, where required: [resolution]

Special or reserved decisions
Identify any matter needing exact prior notice, a particular resolution or separate approval. Attach the notified wording and record the wording actually voted on. Do not replace native-title-holder consultation or consent with a corporation-member vote.

Close and records
Outstanding actions, responsible people and due dates: [list]
Chair signing and minute-book entry: [requirements and completion]
Access requests and lawful confidentiality arrangements: [record]
Corrections identified later: [record the correction process without overwriting the original record]
Chair signature and date: [details]

Before use
Replace every bracketed field and remove instructions before using a document. Identify the entity, state or territory, governing Act, current registered rule book or constitution and any applicable policy first. A NSW or NT land council is not automatically a CATSI corporation. A PBC or RNTBC must separately consider native title consultation and consent requirements; an ordinary board or member vote does not necessarily satisfy them. Check notice, eligibility, quorum, voting, recording, lodgment and review requirements for the particular matter. These are advocacy preparation resources, not legal advice, legal services or a guarantee of compliance.

Source and use information
Informed by ORIC meeting guidance and AGM template catalogue. Source material © Commonwealth of Australia 2018 and 2025, CC BY 4.0. Rewritten and expanded by NATSIC-AS. Not an ORIC form or endorsed by ORIC.
https://www.oric.gov.au/for-corporations/meetings/minutes-meetings
https://www.oric.gov.au/browse/formats
Licence: https://creativecommons.org/licenses/by/4.0/
NATSIC-AS provides advocacy, not legal advice or legal services. Check applicable requirements and deadlines before use.