Annual General Meeting

Our AGM this year will be held on Monday 30th of November from 7:30pm . If government pandemic restrictions allow, it will be a hybrid meeting with the permitted number of people meeting in our church building joining with other members on-line via a Zoom video conference call.

This web page provides a public place to access information and updates about our meeting. There are also links below to a private on-line place where documents that would normally only be displayed in our church building can be viewed by our members.

Time line

Because this is more complex than our regular AGM, all parishes have been given permission by our Diocese to bring preparations for their AGMs forward. Our Parish Council has agreed to the following timeline:

  • Friday 9th of October – Opening of electoral roll nominations.

  • Friday 23rd of October 5pm – Closing of electoral roll nominations.

  • Wednesday 28th of October – Latest dates for reports to arrive at church office in electronic form for compilation into AGM reports.

  • Friday 30th of October – Amendments to the electoral roll published on the secure portal.

  • Friday 30th of October – Nominations for parish offices open.

  • Friday 30th of October – Latest date for producing and distributing AGM reports.

  • Sunday 15th of November 5pm – Nominations for parish offices close.

  • Sunday 15th of November – Voting papers (if needed) begin to be delivered to all members on the electoral roll.

  • Wednesday 25th of November 5pm – Final date and time for questions and comments for the AGM to be sent to the chair of the meeting.

  • Monday 30th of November 7:30pm Date and time of AGM in 2020.

  • Monday 14th of December – Date independent returning officer can declare the results elections.

  • Monday 21st of December – First meeting of the new parish council.

Notice of AGM

Date: Monday 30th of November 2020

Time: 7:30pm

Nominations from and by persons on the parish electoral roll are sought for the following offices in the parish of St. Columbs Hawthorn.

o Two church wardens

o Up to nine members of Parish Council

o Two members of the incumbency committee

Nominations must be given to the Vicar of St. Columb's by 5pm Sunday 15th of November 2020

The business of the annual meeting is to include after prayers—

(a) The minutes of the previous annual meeting and of any subsequent statutory parish meeting;

(b) The reception of the parish electoral roll;

(c) The annual report by the vicar that includes the entries in the registers of the Parish for the financial year, including numbers of baptisms, persons received into communicant membership, confirmations, marriages, funerals, Sunday services, acts of communion and such other statistics from the registers as Archbishop in Council determines;

(d) An annual report on the proceedings of the parish council and together with a report by the parish council on the pastoral care, evangelism, social and ecumenical programmes of the parish and on future plans for the parish;

(e) A report by the churchwardens on the fabric, goods and ornaments of the worship centre and the vicarage and other buildings of the parish;

(f) The audited or independently examined accounts and financial statements of the parish and any accompanying papers required by the Act;

(g) The budget approved by the parish council for the year in which the meeting is held;

(h) Reports by other parish groups;

(i) The election of churchwardens and members of the parish council; [See revised timeline above]

(j) The election of an auditor or independent examiner;

(k) The election of lay representatives to the parish incumbency committee; [See revised timeline above]

(l) Any other matters of parochial or general church interest. [In 2020 these matters will be referred to the incoming parish council for their consideration]

Electoral roll - applications closed

Our Diocese has advised that parishes in 2020 should:

  1. Retain our electoral roll from our 2019 AGM for the 2020 AGM.

  2. Only to remove from the roll people who have died, moved away or given notice that they have left the parish.

  3. Only to add to the roll people who have made it clear that they have joined the parish

The electoral roll committee (L. Evans, M. Flynn) decided, in consultation with Parish Council, to adopt the following process for St. Columb’s:

  1. Advise the parish when the electoral roll is open for applicants and of the required qualifications for applicants.

  2. Potential electoral roll members will be encouraged to contact the electoral roll committee members to discuss their application before completing an application form.

  3. Members of St. Columb's eligible to join the electoral roll will be those who would have met the criteria, according to the Parish Governance Act, as at March 2020.

The criteria for being eligible for joining the electoral roll in the Parishes Act are:

  • Be a layperson (i.e. not ordained);

  • Be over eighteen years of age;

  • Be baptized in a Christian denomination;

  • Have regularly and habitually attended public worship in that parish;

      • Please note: Someone who has regularly and habitually attended public worship in a worship centre in a parish 12 times in the preceding 12 months and three times in the preceding three months is considered to have regularly and habitually attended public worship at that worship centre. (Parishes Act, 4:1:9:4). For our 2020 AGM this will apply for the 12 months prior to 22nd of March 2020 when pandemic lockdowns commenced.

  • Be a member of the Anglican Church of Australia or of a church in full communion with the Anglican Church of Australia;

  • Not be a member of another church or denomination;

  • Not be on the electoral roll of another parish or congregation;

  • Have completed and signed an application to be on the electoral roll.

Can I appeal a decision by the electoral roll committee?

  • Yes of course! The parish governance act (section 82) allows members to write to Archbishop in council within 14 days of becoming aware of a dispute.

To download the application form below - click on the boxed arrow in the upper right corner of the document frame below.

Email completed forms to either Mike Flynn ( or Lewina Evans ( our Electoral Roll Committee.

Mike or Lewina will contact you by text or phone call to confirm your application.

Completed applications can also be posted to: 5 St. Columbs Street Hawthorn, Victoria 3122. Please mark your envelope 'Electoral Roll Committee'

Electoral roll Application.pdf

Parish offices nominations - open 30/10 to 15/11

These revised instructions combine decisions of our Diocese and parish council.

  • Nomination forms will need to be used and signatures are required.

  • Electronic signatures are acceptable.

  • Signatures for nominations, seconders and acceptance of nomination do not all have to be on the same piece of paper or facsimile but can be sent in on separate nomination forms either by email or post provided they arrive in the required time before the AGM. [See time table above]

  • Nomination forms will be available from the parish website (or upon request, by post) by the required time.

  • When nominations are made, seconded and accepted via email, the Vicar will text all nominees and nominators to authenticate the nominations.

  • Because completed nomination forms for parish office candidates cannot currently be displayed or viewed in the church, a list of nominees will be provided on a password-protected portal accessible from our web site.

Qualifications for parish office holders

There are conditions that disqualify a member of the electoral roll from standing for a parish office. They are:

  • Being a partner or member of the immediate family of another parish office holder or staff member (parishes act, schedule 1:1:1)

  • Being an undischarged bankrupt (parishes act, section 19)

  • Mental or physical disability either permanent or for a period of 12 months that prevents a person carrying out the duties of an office. (s19)

  • A prohibition order against serving in a parish office under the professional standards act (2009). (s19)

To download the nomination form below - click on the boxed arrow in the upper right corner of the document frame below.

Email completed forms to our Vicar, Mike Flynn (

Mike will contact you by text or phone call to confirm your nomination and signature.

Completed nominations can also be posted to: 5 St. Columbs Street Hawthorn, Victoria 3122. Please mark your envelope 'AGM nomination'

All emails and snail mail must arrive by 5pm on Sunday 15th of November to be valid.

(The 2020 pandemic edition nomination forms will be available below from 30/10)


Instructions for voting will be available soon.

AGM reports - available from 30/11

AGM reports will be available to St. Columb's members who: subscribe to our eNews, request a hardcopy version of the reports to be posted to them, through our secure portal link below.

For reference below is a copy of the email sent to those who normally provide reports for our AGM on the 10th of October this year.

Dear friends,

I am writing to you to ask you for a brief report on your ministry area for our Annual General Meeting this year.

Our Diocese has asked its parishes to go ahead with our AGMs and ours is set for Monday 30th of November from 7:30pm (see for more details).

Because of the unusual circumstances we are living under we have had to bring preparations for the AGM forward so our cut off for receiving your AGM report will be:

Wednesday 28th of October 2020.

Here are some tips to help with writing your report this year.

1. The period we are reporting on is October 2019 to September 2020.

2. You could focus on:

  • The later part of last year,

  • The Christmas period,

  • The thwarted start up this year,

  • Ideas and thoughts you or your team are dreaming of for the uncertain year ahead. This will help our members know what thinking has already been done in your area of ministry.

3. Brief is fine. No one is expecting in-depth analysis this year.

4. Pictures are a good idea too, even if they do remind us of a pre-Covid lifestyle.

5. No videos or powerpoint presentations will be required this year. Given we are likely to be running a hybird meeting (on-line and on-ground) we need to keep the tech as simple as we can.

6. Please send your reports to me by email ( in MS Word format so I can compile them for distribution on Friday 30th of October 2020.

I’ve attached a copy of last year’s AGM reports to prompt our memories.

Thank you in anticipation for your help in this and thank you for persisting in your ministries and especially in your life as Christians in hard and changing times.

In Christ Jesus,

Mike Flynn

Running the meeting

Because our AGM this year will likely be both online and on-ground we have adapted how we will run the meeting. These revised instructions combine decisions of our Diocese and parish council.

  • Instructions for running the meeting will be available soon.

Document folder

The button below will provide access to a password protected folder to allow members to view documents that would normally be displayed in our church building in the weeks leading up to an on-ground AGM. These documents are:

  • Completed nomination forms for parish offices.

  • The revised electoral roll.

  • AGM reports.