What is an AGM??? Handover Guide.

Essential information Annual General Meetings (AGM) are compulsory for every society. • AGMs must be advertised at least 14 days in advance to all members. • There must be a quorate of 10% of the society membership in order for the AGM to be valid and take place. • The AGM must include a brief financial update for the society members & the future committee. • Minutes must be taken and made available to all your members. A copy must also be sent to Leona in the Societies & Activities Team. Leona.sutton@su.plymouth.ac.uk

Date to remember. AGMs must be held by the Friday 28th April 2017 Date to remember. AGMs must be held by the Friday 28th April 2017. Paper work must be submitted by the Friday 28th April 2017. The online committee form must be completed by Friday 28th April 2017. Friday 28th April 2017.

The AGM Process Decide a date and time (providing 14 days notice for members). Book a room – Room booking form to sureception@su.plymouth.ac.uk (7 days notice). Advertise to members. Advertise committee positions, with short description. Ask for nominations before AGM. Send out agenda and leave time for Q&A. Hold AGM, have a clear voting process for nominees – secret ballot, leaving room during process. Make sure you use this opportunity to review paperwork if required.

Outcome of the AGM Core committee positions filled Other committee roles filled Clear roles descriptions for all committee positions Information for all paper work collected How UPSU can help.

New committees, change and new ideas are good, be open and welcoming. Please remember New committees, change and new ideas are good, be open and welcoming. Be fair and inclusive. Encourage members to vote for the strongest candidates, not just their mates.

New society Committee Form Compulsory paperwork New society Committee Form The new committee form is an online document for the details of your NEW committee and membership details for 2017/18.  Please complete all sections of the form that apply to your society (some sections are compulsory).  To complete this form, you will need committee positions, names, student numbers, email addresses, phone numbers and society membership details. 

Paperwork to review or update Code of conduct Model constitution Inventory list Block room booking Sponsorship agreement Self employed instructor agreement Locker key request form Resources page. Send to Leona.sutton@su.plymouth.ac.uk

Society Agenda template Society Minutes template Handover checklist. Society Agenda template Society Minutes template