Societies Assembly Wednesday 21 st January Please Sign in at the Desk to receive your voting card

1Apologies for Absence 2Accepting the Agenda & Notification of Any Other Business Approving Minutes of Previous Meeting 3Updates a.Elections b.AGMs c.Training Review d.Dashboard Features on SU Website 4Address from SU President 5VP Activity Report & Questions 6Any Other Business 7Date and Time of Next Meeting Agenda

Updates

a. Elections Key Dates: Committee Details received by Wednesday 21 st January Nominations open: Monday 2 nd February - Friday 20 th February AGM period: Saturday 21 st February – Friday 13 th March Voting OPENS: Friday 13 th 5pm – Friday 20 th 5pm

Societies who have not responded Aegis Airsoft Anime Anthony Nolan Marrow Bhangra Biochemistry BWP Chemistry Chinese Christian Clifton CU City CU Civil Engineering Cocktail Computing Conservative Future Cooking Criminology CSSA Cypriot & Hellenic Disney Drama Economics Education English Fashion Feminist Fez Wearing Film Film Making Fly Gamer Geography History Investment & Trading Juggling Korean Kurdish Labour Leadership International Living History Malaysian Marxist & Proletariat Maths Micro Biology Miscarriages of Justice Music Nigerian Students Forum Palestine Pharmacology Politics Pub Sports Real Ale & Cider Rock Soc Science Fiction & Fantasy Scouts & Guides Sikh St John Links Trent Bass Trent TV Trentside Veg Soc Warlocs Wine

What you need to do: If you have not given us your roles and role descriptions already, do so TODAY. Book in an AGM - Must take place between 21 st Feb – 13 th March Promote AGM to members – You NEED 20% of members there Promote nominations to members Promote voting to members – YOU NEED 20% TURN OUT Start thinking about handover – there will be training but it will be good for you to start gathering everything now ANY QUESTIONS?

b. AGM’s What is an AGM? Annual General Meeting – Every society & club has to hold one of these annually, in order to remain affiliated. This is your opportunity to tell your members what the committee has been doing, report back on how your money is being spent, make changes to your constitution and quiz candidates for next years committee. What do you need to do to make it official? 20% of the membership (those signed up ON WEBSITE) must be present. Accurate minutes must be taken and submitted to the Union.

AGM Agenda 1. Apologies for Absence 2. Accepting the Agenda & Notification of Any Other Business 3. Approving Minutes of Previous Meeting 4. President’s Report 5. Treasurer’s Report 6. Affiliations (if applicable) 7. Question & Answers 8. Any Other Business

Q & A Q & A’s are the main chance you get to quiz future committee members who hope to run the society next year. If the Chair person of the meeting is taking part in the elections, a Vice Chair will have to step in at this point. Whoever Chairs this part of the meeting, they cannot be part of the elections. Each candidate will be given 30 seconds to introduce themselves and outline why they think they should be elected. Questions will be taken from the floor. These questions cannot be targeted at 1 specific candidate, they will be put to all candidates running for that position. Each candidate will be given 30 seconds to respond to each question.

What’s Next? Current Society committee members need to book a space and inform members of the date and time for their AGM. At least 1 committee members (2 if Chair person is standing in election) to attend training – Week commencing 16 th Feb TBC The Union will provide you a resource pack, that will include: Agenda template Minutes Template PowerPoint template ANY QUESTIONS?

c. Training Review We will be conducting a review based on the training sessions that we delivered to committee members this year. The Societies Coordinator will send out information regarding focus groups that you will have the opportunity to take part in. Feedback that you give will be used to make changes to future training sessions Honest feedback is needed!

d. Dashboard features on SU Website Last term we announced that we would make changes to the SU website to allow you all to get more control of your individual pages. We’ve also made changes to each society address.

Address from SU President

VP Activity Report & Questions Societies Continuing to help Societies plan events within the SU building Working on amendments to the Code of Practice to reflect new legislation Planned an society elections timeline & working with Elections Committee to make sure Society elections run smoothly In the process of putting together both Handover & AGM training schedules, so that all societies are understand the AGM process and are prepared for committee handovers RAG Finalising events for RAG Week: we have a full schedule and promotion will be pushed out towards the end of this week Have made plans to dedicate a little more time to RAG in order to support the students volunteering on the committee Have been working more closely with Guide Dogs (particularly Nathan Edge) on events for Trent students

Give It A Go Week The week was more successful than it has been in previous years, we had a great turn out for the Puppy Room, the Housing Fair and NTSU trips. However, we are aware that there were mixed reviews on some of the events and are taking into account all the feedback we were given and will be looking into changes we can make to improve this event for Societies and Clubs To end on a positive note! I’m really impressed with the Societies that did get involved over the week and thank you all for participating!

Any Other Business

Date & Time of Next Meeting Wednesday 18 th February, 3-5pm Newton LT4