# Inaugural meeting minutes — template

Fill the bracketed fields. This records the founding decisions your state regulator expects (the date of the resolution to incorporate is usually asked for on the application). The meeting can be held **online**.

**Not legal advice** — confirm required content with your state regulator.

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**Association (proposed):** Australian Landscape Architecture Federation Incorporated

**Date:** [DD Month 2026]
**Time:** [HH:MM] **Location / platform:** [e.g. video call — link]

**Present (founding members — minimum 5–7 depending on state):**
1. [Full name] — [organisation] — [member class]
2. [Full name] — [organisation] — [member class]
3. [Full name] — [organisation] — [member class]
4. [Full name] — [organisation] — [member class]
5. [Full name] — [organisation] — [member class]
6. [optional]
7. [optional]

**Chairperson for the meeting:** [name]
**Minute-taker:** [name]

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## 1. Opening and quorum

The Chair opened the meeting at [time] and confirmed a quorum of founding members was present.

## 2. Acknowledgement of Country

The meeting opened with an acknowledgement of the Traditional Owners of the land(s) on which members met, and recognised the role of Connection to Country in the Association's purpose.

## 3. Resolution to incorporate

**Resolved:** that the members form an incorporated association under the *Associations Incorporation Act* of [State/Territory], to be named **Australian Landscape Architecture Federation Incorporated**.

Moved: [name] Seconded: [name] Carried: [unanimous / votes]

## 4. Adoption of objects and rules

**Resolved:** that the Association adopt:
(a) the **model rules** of [State/Territory]; and
(b) the **objects** (Parts A–C) and **Governance Schedule** set out in `ASSOCIATION_RULES.md` as the Association's additional rules.

Moved: [name] Seconded: [name] Carried: [unanimous / votes]

## 5. Election of the committee (Council)

**Resolved:** that the following be elected to the management committee (Council):

| Role | Name | Member class / seat |
|------|------|---------------------|
| Chair | [name] | [class] |
| Secretary | [name] | [class] |
| Treasurer | [name] | [class] |
| Member | [name] | [class] |
| Member | [name] | [class] |

Moved: [name] Seconded: [name] Carried: [unanimous / votes]

## 6. Appointment of public officer

**Resolved:** that [name], who resides in [State/Territory], be appointed **public officer** of the Association.

Moved: [name] Seconded: [name] Carried: [unanimous / votes]

## 7. Membership fee

**Resolved:** that the founding membership fee be set at **$0 (nil)** for the inaugural period, reviewable by the Council.

Moved: [name] Seconded: [name] Carried: [unanimous / votes]

## 8. Authorisations

**Resolved:** that the Secretary/public officer be authorised to:
(a) lodge the incorporation application and pay the registration fee;
(b) apply for an **ABN** for the Association;
(c) on incorporation, register the domain **landscapefederation.org.au** and arrange DNS;
(d) accept the open licences (Apache-2.0 / CC BY 4.0) over the schema and documentation on the Association's behalf.

Moved: [name] Seconded: [name] Carried: [unanimous / votes]

## 9. Implementation partner noted

**Noted:** The Landscape Archive Pty Ltd participates as a founding **implementation partner** with **no voting seat**, and intends to hand stewardship of the standard to the Association.

## 10. Close

The Chair closed the meeting at [time].

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**Signed (Chair):** ____________________  **Date:** __________
**Signed (Secretary):** ________________  **Date:** __________