Foreword: a message to all non-profit associations

 

We take pleasure in presenting our “Associations Information Kit” and “Annual Statement”. 

 

We have prepared this kit specifically for:

 

·       all non-profit groups presently incorporated under the Associations Incorporation Act 1991 (the Act) which are required to lodge annual returns; and,

·       any organisation considering incorporation under the Act in the future.

 

The purpose of this kit is to:

 

·       provide useful information on association matters;

·       prompt associations to lodge the required documents with this office; and,

·       establish a higher level of integrity in the public register by ensuring that information held is correct and up to date.

 

The kit specifically provides answers to a number of questions commonly posed to us about associations.

 

 

As well as answering these questions, the kit is intended to serve as a reminder to incorporated association committees to complete and return their annual returns on time.

 

We will mail an annual return reminder to the nominated public officer of each incorporated association each year. We will also, on request, mail the kit to anyone interested in setting up an association.  This kit may be found on our website at http://www.ors.act.gov.au./

 

If you need any advice or help in incorporating your association, or in meeting your obligations under the Act, please call one of our Customer Service Officers.

 

If you have any difficulty in understanding any part of the kit or if you have any suggestions for improving it, please contact the Manager, Business Names and Associations.

 

I hope that you find the kit useful for your association.

 

 

Brett Phillips

REGISTRAR-GENERAL

 

TABLE OF CONTENTS

 

ACT Government................................................................................................................................................................................................... 1

Foreword: a message to all non-profit associations................................................................................................................................................... 2

Part 1. General information............................................................................................................................................................................................ 4

1.1 Our location and purpose................................................................................................................................................................................... 4

1.2 The Act and the Regulations............................................................................................................................................................................... 4

Part 2. Pre-incorporation issues.................................................................................................................................................................................... 4

2.1 Is a group obliged to incorporate as an association?........................................................................................................................................... 4

2.2 Why incorporate?............................................................................................................................................................................................... 4

2.3 What organisations may incorporate as associations?......................................................................................................................................... 5

2.4 National incorporation......................................................................................................................................................................................... 5

2.5 Can an association make a profit?....................................................................................................................................................................... 5

2.6 Is an association required to have public liability insurance cover?..................................................................................................................... 5

2.7 Can a charity incorporate as an association?...................................................................................................................................................... 5

2.8 Goods and Services Tax (GST) and the Australian Business Register (ABR).................................................................................................... 5

Part 3. The incorporation process................................................................................................................................................................................. 6

3.1 Reservation of an association name.................................................................................................................................................................... 6

3.2 How to apply for incorporation............................................................................................................................................................................ 6

3.3 Availability of association names for incorporation............................................................................................................................................... 6

3.4 Association objects and purposes....................................................................................................................................................................... 6

3.5 Association rules................................................................................................................................................................................................. 6

3.6 The model rules.................................................................................................................................................................................................. 7

3.7 Registered office................................................................................................................................................................................................. 7

Part 4. The public officer................................................................................................................................................................................................ 7

4.1 The role of the public officer................................................................................................................................................................................ 7

4.2 Restrictions on appointment as public officer........................................................................................................................................................ 8

4.3 Vacancy in the position of public officer................................................................................................................................................................ 8

Part 5. The association committee.................................................................................................................................................................................. 8

5.1 The role of the association committee.................................................................................................................................................................. 8

5.2 Restrictions on appointment to the committee....................................................................................................................................................... 8

5.3 Disclosure of committee members’ interests......................................................................................................................................................... 9

Part 6. Once your association is incorporated............................................................................................................................................................... 9

6.1 Access to association records............................................................................................................................................................................. 9

6.2 Name of the association...................................................................................................................................................................................... 9

6.3 Common seal...................................................................................................................................................................................................... 9

6.4 Annual general meeting...................................................................................................................................................................................... 9

6.5 Register of members........................................................................................................................................................................................... 9

 

Part 7. Matters that need to be notified to the Office of the Registrar-General................................................................................................................ 10

7.1 Changes to the association committee............................................................................................................................................................... 10

7.2 Change of public officer..................................................................................................................................................................................... 10

7.3 Other changes.................................................................................................................................................................................................. 10

 

Part 8. Accounting records and annual returns........................................................................................................................................................... 10

8.1 Accounting records........................................................................................................................................................................................... 10

8.2 Annual statement of accounts............................................................................................................................................................................ 10

8.3 Presentation of accounts at the annual general meeting.................................................................................................................................... 10

8.4 Auditing of accounts.......................................................................................................................................................................................... 11

8.5 Duties of the auditor.......................................................................................................................................................................................... 11

8.6 Annual returns.................................................................................................................................................................................................. 11

 

Part 9. Post-incorporation issues................................................................................................................................................................................. 12

9.1 The special resolution....................................................................................................................................................................................... 12

9.2 Alteration of rules, objects or purposes.............................................................................................................................................................. 12

9.3 Change of association name............................................................................................................................................................................. 12

9.4 Amalgamation of associations............................................................................................................................................................................ 13

9.5 Voluntary winding up of an incorporated association......................................................................................................................................... 13

9.6 Winding up by the ACT Supreme Court............................................................................................................................................................ 13

9.7 Property of a wound up association.................................................................................................................................................................. 13

9.8 Cancellation of incorporation............................................................................................................................................................................. 13

9.9 Investigation of an association's affairs............................................................................................................................................................... 14

9.10 Resolution of disputes..................................................................................................................................................................................... 14

9.11 Freedom of Information requests..................................................................................................................................................................... 14

9.12 Invitations to invest money.............................................................................................................................................................................. 14

9.13 Appeals.......................................................................................................................................................................................................... 15

9.14 Fees............................................................................................................................................................................................................... 15

 

Glossary of terms..................................................................................................................................................... Error! Bookmark not defined.

 

Index Page............................................................................................................................................................................................................. 17

 

 

1.1 Our location and purpose

 

The Registrar-General’s Office is a statutory office within the ACT Department of Justice and Community Safety. We are located at 255 Canberra Avenue Fyshwick 2609. Our office hours are 9:000am to 4:30pm, from Monday to Friday (excluding public holidays).

 

We are responsible for incorporating associations under the terms of the ACT Associations Incorporation Act 1991 (the Act). Our role under the Act is to:

 

·       incorporate non-profit associations, and establish and maintain a register of these associations;

·       keep records of the management and financial affairs of incorporated associations; and,

·       provide an incorporated associations search facility for association names, office bearers, rules (constitutions) and status of incorporated associations.

 

Our contact numbers are:

 

·       6207 0435 for general phone enquiries;

·       6207 0474 for customer service enquiries; and,

·       6207 0487 for fax enquiries.

 

1.2 The Act and the Regulations

 

We recommend that any person considering incorporating an association should first read the Associations Incorporation Act 1991and the Associations Incorporation Regulations (the Regulations). You may purchase these from the ACT Government Shopfront. The Shopfront is located on the ground floor of FAI House in London Circuit, Canberra City (opposite the ACT Legislative Assembly Building). The Shopfront's telephone numbers are:

 

·       6205 0268 for enquiries about legislation

·       6207 5139 for general enquiries.

 

The Act regulates the incorporation of associations and establishes a public record of their key personnel and financial affairs. This record is the Register of Associations (the Register).

 

 

2.1 Is a group obliged to incorporate as an association?

 

No organisation is required to incorporate under the Associations Incorporation Act 1991.

 

2.2 Why incorporate?

 

An association incorporated under the Act is a body corporate with perpetual succession that is capable of performing all the functions of a body corporate. It has powers to acquire, hold and dispose of real and personal property and is capable of suing and being sued in its own name.

 

Incorporation creates a legal entity that is separate and distinct from that of the individual members. This is important because incorporation distinguishes the liability of an association from that of its members.

 

In effect, incorporation under the Act provides a relatively inexpensive means for a group to acquire legal status as a corporate entity.  You may wish to discuss with your legal advisor whether incorporation is appropriate for your organisation.

 

2.3 What organisations may incorporate as associations?

 

Any non-profit group may apply for incorporation under the Act if the group has at least five members and is formed for a legal purpose. To be regarded as “non-profit” in this context, the association must not:

 

·       trade or obtain pecuniary gain for its members;

·       have capital divided into shares or stock held for its members;