Form 3
Extension of time to hold
the AGM of an
incorporated association
IMPORTANT INFORMATION
Please ensure you read the following information before completing this application
About this form
This form should be used by an association incorporated under the Associations Incorporation Act
1987 (the Act) to request an extension of the time period to hold its Annual General Meeting (AGM).
The form should be lodged as soon as possible after the association becomes aware that it will be
unable to comply with its obligations under the Act.
Information about Annual General Meetings
The AGM is an important legal requirement. The meeting is held once a year to formally provide
members with information about the association’s activities. This includes giving members the
financial statement from the preceding financial year and often the election of the management
committee.
The association’s first AGM must be held within 18 months of becoming incorporated. Thereafter,
AGMs must be held once in every calendar year but within 4 months after the end of the association's
financial year.
Failure to hold the AGM within these time periods or a later date, as approved by the Commissioner,
is a breach of the Act.
Detailed information about AGMs and meeting procedures can be found in the department’s publication
INC. A Guide for Incorporated Associations in Western Australia which is available online at
www.commerce.wa.gov.au/associationsguide/
For copies of the department’s Forms visit the Fees, Forms and Online Transactions page of our
website at www.commerce.wa.gov.au/associations
How to complete this form
Before answering each question, please take the time to read the instructions provided overleaf.
How to lodge and pay for this application
When completed, you may either mail this form and the accompanying documents with the fee, or lodge
it over the counter. Applications may not be accepted by fax or email.
Fee and payment information can be found on the last page of the form.
What happens when you return your form:
If you fill out the form correctly and the proposed date of the AGM is appropriate under the Act, you will
be advised in writing whether the extension of time is approved. A copy of the AGM minutes will need to
be provided to the department once the meeting has been held.
It is important to note that your form will not be processed if it is incomplete. The contact person will be
advised in writing of any additional information required.
Please ensure you keep a copy of all the documents that are submitted to the department as we
do not provide a final copy to the association
IMPORTANT: If enrolled with AssociationsOnline you may submit this Form online at
www.commerce.wa.gov.au/associationsonline
Further Information
If you need help completing this form, or you need further information
• call 1300 30 40 74
• send an email to [email protected]
2014
DEPARTMENT OF
COMMERCE
Associations &
Charities
Registrations Section
Level 5 Westcentre,
1260 Hay Street
West Perth WA 6005
Postal Address:
Locked Bag 14
Cloisters Square
Perth WA 6850
Associations
Information:
1300 30 40 74
Website:
www.commerce.wa.gov.au
/associations
Email:
associations@
commerce.wa.gov.au
Inc Guide:
www.commerce.wa.gov.au
/associationsguide/
Form 3
Extension of time to hold
the AGM of an
incorporated association
INSTRUCTIONS FOR COMPLETING THIS FORM
Item 1:
State the association’s registered name in full as shown on the certificate of incorporation and registration
number (if known).
A number of associations’ certificates show names which do not conclude with Inc or Incorporated. In this
application, it will be necessary to state the name ending with either Inc or Incorporated.
Item 2:
Provide the date of the association’s end of financial year.
Item 3:
State the date that the association intends to hold the AGM.
IMPORTANT: For requests to be considered, the intended date must be more than four months after the
end of the associations end of financial year, or if it is the first AGM more than eighteen months from
the date of incorporation.
Item 4:
Tick the box, or boxes, showing the reasons for making this request.
Item 5:
Please list the name and contact information for the committee member authorised to make this application.
Item 6:
Please list the name, contact details and preferred method of communication of the person who should be
contacted by the department if further information is needed.
2014
Associations Branch
Date Lodged Only
Form 3
Application for an extension of time
to hold the Annual General Meeting of an Incorporated Association
OFFICE USE ONLY
Date Received:
Associations Incorporation Act 1987 ss.23
Job No.
(This form is not prescribed)
PRIVACY STATEMENT – The Department of Commerce is collecting and holding the
supplied in this form for the purposes of the Associations Incorporation Act 1987. A copy of
this form and the information it contains will be available for inspection and purchase by the
public upon payment of a prescribed fee.
Associations Details
1.Full Name of Incorporated Association:
Incorporated Association Registration Number (IARN):
Extending the time to hold the Annual General Meeting (AGM)
(For information on the requirements for applying for an extension to the time to hold the AGM please refer over the page)
2. Date of the Associations end of financial year:
3. Proposed date of Annual General Meeting (AGM):
4.The reason/(s) for this application being made is/area:(please tick which option/s apply ) :
Need extra time to call/arrange meeting
Financial Statement not ready
Auditor has not completed audit
Members unable to attend till a later date
Key document or data lost or destroyed
Other ►
//
//
Declaration
5. I hereby request that the Commissioner approve this application for an extension of time to hold the AGM for the
association named above and certify that:
a) I am a duly elected committee member of the association;
b) the association is solvent; and
c) the information set out in this application is true and correct.
Signature
Date
Mr Mrs Ms Miss Other: ____________
Title
Full Name:
Address:
Post Code
Telephone:
Mobile:
Email:
Fax:
Warning: It is an OFFENCE, with a penalty of $500, to make a false statement in this application
.
Contact Person
Please provide the details of the person we should contact if there are any questions about this form.
6. Title:
Tick if same as declarant.
Mr Mrs Ms Miss Other: ____________
Full Name:
Address:
Post Code
Telephone:
Mobile:
Fax:
Preferred method
of communication
Email:
Email Post
Information about Annual General Meetings
Under the Associations Incorporation Act 1987, the AGM of an incorporated association must be held:
• Within eighteen (18) months of becoming incorporation, provided it is the first AGM; or
• Within each calendar year and four (4) months after the end of the associations financial year
If an association is unable to hold its AGM with the above timeframes it should apply to the Commissioner for Consumer
Protection to approve an extension of the timeframes.
The application must be made to the Department prior to the relevant prescribed time period lapsing.
Payment Details
Payments can be made in person at Department of Commerce, Level 2, Gordon Stephenson House
140 William Street Perth WA 6000
Please debit:
$41.60 for an extension of time to hold the AGM
Amount Authorised: _____________________
Payment Method:
CHEQUE CASH MONEY ORDER VISA MASTERCARD
Credit Card Details:
Card Number:
///
Expiry:
/
Cardholders Name:
______________________________________________________________________________
Cardholder Signature:
_____________________________Card Holders Contact Telephone: _______________________
IMPORTANT: Please do not send cash through the mail. Cheques and money orders are to be made payable to
‘Department of Commerce’. The application fee is not subject to GST.