AGMs
Each group must hold an Annual General Meeting or AGM each year. This is you and your members’ opportunity to make changes and review the last year. Key changes such as adding new roles and name changes must be made during a General Meeting.
Give one week’ notice of AGM to all members via email – use the Messages function in your Admin Tools. You could also create an event on cardiffstudents.com and invite members to a Facebook Event.
If you want to make a change at another point in the year, you can hold an EGM. They run in pretty much the same way as an AGM, but do not need annual or financial reports. Don't forget to give one week’ notice to your members!
An AGM doesn’t sound like the most exciting of events, so think about how you’re going to encourage people to attend. Some Groups order in pizza, some hold their AGM during one of their events. What will work for your Group?
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How should an AGM be run?
Annual Report
Financial Report
Constitutional Amendments
Approving the Constitution
Any Other Business
Afterwards
How should an AGM be run?
An AGM is normally introduced and chaired by the President and minutes should be taken by the Secretary. You should include all of the following items, plus anything else you want to cover.
Annual Report
A review the last year, highlighting main achievements, the issues that the committee have faced and anything else of note. Allow members to ask questions before a vote to accept or reject the report. Download an example report here.
Financial Report
The Treasurer should review the finances for the last academic year. A financial report should include the following:
- Balances for all accounts at the beginning of the year.
- Current account balances.
- Income from Membership Fees, Sponsorships, etc.
- Any Grants awarded by the Students' Union and how these were spent.
- Expenditure for key events or trips.
- Any other information you think is important.
Allow members to ask questions before a vote to accept or reject the Financial Report. Download an example report here.
Constitutional Amendments
Members can propose an amendment to a Group's Constitution, which must be passed at a General Meeting. Proposals should be submitted to the Committee in advance of the meeting; you can take proposals during the meeting if you wish.
Amendments can include:
- Adding/removing committee positions
- Changing you group’s name
- Changing aims and objectives of group
Discussion of proposals should include the following:
- Introductory speech from the proposer of the motion.
- Speech against the motion (if someone wants to speak against it).
- Further rounds of speeches (at discretion of chair).
- Questions and discussion amongst members.
- Vote through simple raising of hands.
You must check that any successful proposals are valid – contact the SU if you need this checking.
Approving the Constitution
Your constitution is the agreement your Society makes when they affiliate to the SU. Without this, you cannot be an affiliated Society and therefore we would fold the Society. Make sure that at the end of your AGM you vote whether or not to approve the updated constitution as a whole. If approved, submit it as part of your handover to re-affiliate.
Any Other Business
Any Other Business or AOB allows any member to have their say on any issues relating to the Group.
Afterwards
The Students' Union needs a copy of your updated constitution, which can be submitted during handover. Let us know if anything needs updating, eg Group Name changed or roles added.