Key Points
A required AGM is held within six months after FYE. The guide describes giving members written notice at least 60 days before the due date when no meeting will be held, together with circulation of the relevant audited documents within five months after FYE. Where a meeting is held, send the documents at least 14 days beforehand. Declare the AGM position in the annual return.
Plan the Notice and Document Dates Together
Start by identifying whether the VCC will hold an AGM or use the no-meeting route described in the official guidance. If directors give notice that an AGM will not be held for the financial year, the written notice must reach members at least 60 days before the AGM due date. The financial-document timetable is a separate check. For the no-meeting route, the specified audited statements and auditor’s report must be sent within five months after financial year end; when holding a meeting, send the documents at least 14 days before it starts.
Retain the Evidence for the Annual Return
The documents go to everyone entitled to receive AGM notices, not just directors or the investment manager. A parent VCC’s package includes the applicable audited consolidated financial statements and balance sheet. As a practical preparation step, retain the notice, recipient list, circulation date and meeting outcome together so the annual-return filer can make the appropriate AGM declaration. ACRA requires that declaration whether an AGM was held, the VCC was exempt or the meeting was dispensed with. If the timetable cannot be met, consider the official AGM extension route before the deadline; the guidance allows an application for up to 60 extra days.
Official Source
A concise, independent Apex Gateway guide based on the official English source, not a reproduction of the complete document. Consult the original for full conditions, exceptions and subsequent updates.
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