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This is a Notice to Call a Members' Meeting. The primary purpose of this notice is simply to give the members (as well as the directors and other relevant people), information about the details of the meeting.
This notice will help anyone announce an upcoming members' meeting.
For general staff meetings (rather than members' meetings), use our Announcement of Staff Meeting. For directors' meetings, use our Notice to Call Directors' Meeting. After a members' meeting, our Minutes of Members' Meeting may be used to record what has happened at the meeting.
How to use this document
Check the company constitution and shareholders agreement (if applicable) to see if there are any specific rules about how to provide notice of a members' meeting. For example, some companies may require that a certain amount of notice is provided as a minimum (such as 28 days' notice). The Corporations Act 2001 (Commonwealth) (the "Act") says that in most cases, 21 days' notice is required. In some cases this may be shortened, for example if all of the members entitled to attend and vote at the meeting agree to a shorter notice period.
Enter the details of the people or departments to which the letter is being addressed. Enter the basic information about the meeting, including the date, time and location, as well as, if desired, agenda items to be discussed. When prompted, add details of any special resolutions or ordinary resolutions that are going to be proposed, as well as any details about proxy votes.
Once the notice has been prepared distribute it to all relevant members, directors, staff or departments. Section 253RA of the Act allows documents to be provided electronically (for example, by email) in some cases. However, section 253RB says that a member is allowed to elect to receive such documents by hard copy only.
The Corporations Act 2001 (Commonwealth) sets a variety of rules regarding members' meetings including how much notice to provide, who to give notice to, and what to include in the notice. In some cases the company constitution or shareholders agreement might set some additional rules.
Section 249L of the Act says that if any special resolutions are going to be proposed at the meeting, then the details of these special resolutions need to be set out in the notice. It also says that if any members are allowed to vote by proxy then certain information about the proxy vote also needs to be included in the notice.
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Other names for the document: Announcement of Members Meeting, Letter Announcing Members Meeting, Letter to Announce Members Meeting, Email Announcing Members Meeting, Members Meeting Email