Annual General Meeting (AGM) & extraordinary General Meeting (EGM)

 

Every year socities must have an AGM to decide who the committee members will be for next year and discuss anything you want to vote on. Usually these AGMs occur towards the middle-to-end of semester two, but don't leave it too late as not having an AGM can cause some problems for you next year.

Committees must be elected, not appointed so that everyone has a fair chance to run and help shape the society. You must have a Treasurer and a President plus at least one other committee member such as a vice-president.

Following your meeting the society will then complete a reaffiliation form, there's quite a lot of info we need about who's in your society, bank details and risk assessments. Don't worry though! you can edit the form after you've started just in case you need to go away and get some more info.

Malaysian Society demonstrating what will happen if you don't follow the AGM rules... (Just kidding!)

Check out our guide to reaffiliation here.

Prior to any AGM or EGM you need to give your members 7 days notice plus what positions are avaliable as any society member may run for any position. An AGM should consist of at least ten members or no less that 1/8th of the quorum whichever is higher.

Check out the template agenda and the attendance record that we've made for you to use!

If you are not sure about anything or would like some further guidance please get in touch with Polly.

When to hold an EGM.

You should hold an EGM when you are changing officers, or if you wish to vote on something major like disbanding the society, merging with another or changing the purpose of the society. In any case you should let the Polly know the outcome.

EGMs are conducted in the exact same way as AGMs (see above) but only the vacant positions or new decisions are voted on. 

Holding an online event.

Here's our tips on how to have an online AGM or EGM:

  • Pick an online platform to host your meeting e.g. Messenger, Teams, Discord, zoom, etc.
  • Any candidate wanting to stand for a position should upload a 1 min video/have 1 min to tell you why they’d be good in the role.
  • Other members should then have the opportunity to ask the candidates a few questions online.
  • You should then ask members to place their vote via email/dm/poll to a nominated person and have a time/date deadline.
  • You should also make clear that members can vote by proxy (where you let someone vote on your behalf).

How to do Proxy voting:

  • You will need to declare anyone that’s standing in the AGM elections in advance.
  • Someone is nominated the proxy holder and anyone who wishes to vote by proxy needs to message/email the nominated person by a certain time/date to confirm their vote.
  • The nominated person’s proxies are then added to the vote totals.

 

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