Contents. What is an AGM? Essential Information. AGM Process. Compulsory Paperwork. Paperwork to Review or Update. Additional Paperwork

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2 Contents 1 What is an AGM? Essential Information 2 3 AGM Process Compulsory Paperwork Paperwork to Review or Update Additional Paperwork Handover Checklist Contact Details for Societies & Activities Team Useful Templates Agenda Template Minutes Template

3 What is an AGM? An Annual General Meeting is a chance for all members of your Society to get together review the year, discuss any issues and elect a new committee for the following academic year. The AGM is a meeting that all members of a society are invited to and is held by the Easter vacation. 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. AGMs must be held by the Friday 28th April The online committee form must be submitted by Friday 28th April Only the current Chair can submit and amend this document, please note there will be no amendments after the deadline. All other relevant forms (see compulsory list) must be submitted by Friday 28th April 2017 to Leona in the Societies & Activities Team. After the AGM, all new Committee Members must attend one training day which will be held in April/May. More details will follow from VP Activities. Any paperwork needs to be sent to leona.sutton@su.plymouth.ac.uk (Societies and Activities Coordinator) 1

4 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: 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. 2

5 Compulsory Paperwork Templates of all the required paperwork can be found on the resources section of the societies website or on your society webpage. New Society Committee Form (link) An online document for the contact details of your new committee and membership details. Please note this must be completed by the current society chair. Submit by Friday 28th April To complete the form, the following information will be required - Committee position, Persons name, Student number, address, phone number, membership details. General Risk Assessment (link) This document governs your activities to reduce risk and highlights your duty of care. Once H&S training has been completed your current risk assessment needs to be reviewed. Development Plan (link) This outlines the future plans of your society. Paperwork to Review or Update The following should be read and any amendments sent to Leona leona.sutton@su.plymouth.ac.uk. If you are happy and no amendments are required please confirm you have read and understood them, and your confirmation to Leona. UPSU Code of Conduct (link) This document informs members of your society the requirements for safe participation and guidance on behaviour. Model Constitution (link) This document informs members of your society what your aims are and how the society will be run. Any amendments must be agreed by your members at AGM. All of the above documents need to be submitted to leona.sutton@su.plymouth.ac.uk by Friday 28th April

6 Additional Paperwork If these documents are relevant to your society, please submit them throughout the year. Inventory List (link) A list of kit and equipment for your society which is needed for insurance purposes. Please submit by Friday 28th April Block Room Bookings (link) A room booking request form needs to be completed for block bookings for rooms on campus. Please submit paperwork to Leona by Friday 28th April Sponsorship Agreement (link) This is an agreement between your society and external sponsors, it is advisable to use this document to ensure payment terms, this can be submitted at a later date when an agreement has been made. Self Employed Instructor Agreement (link) This is an agreement if you pay for external instructors/coaches that work with your society, this can be submitted at a later date when an agreement has been made. Locker Key Request Form (link) This form is for societies who require a locker for storage (there is a limited number available). All paperwork needs to be sent to leona.sutton@su.plymouth.ac.uk (Societies and Activities Coordinator) 4

7 Handover Checklist It is the responsibility of both the new and old committee to complete the required society paperwork by the deadlines. The handover of committees should not be immediate, but it should happen by the end of the academic year. The current committee is ultimately responsible for any ongoing activities until the end of the new academic year. Explaining Committee Roles How to Guides on resource page Allow the new committee to shadow you in your current role. Joint committee meetings are also a good idea to help with transition Introduce the new committee to the Societies and Activities team at UPSU Update of uncompleted plans or ongoing work Minutes from meetings Outlined any issues during the year Passwords for accounts/social media Society paperwork Code of Conduct, Model Constitution, RA, Development Plan A report including aims and objectives, finance and activities Explanation of regular/annual activities List of useful contacts Advice on publicising activities/events Records of sponsorships and contracts An Inventory Importance of engaging with the SU and attending training and forums. Please remember a good handover will ensure longevity and success of your society. 5

8 Contact Details for Societies & Activities Team Name Title/ Telephone Office Hours Jess Vagg VP Activities :30-17:00 (Mon - Fri) Louise Mealand Leona Sutton Jackie Wakeling Lucy Bannister Societies & Activities Manager louise.mealand@su.plymouth.ac.uk Societies & Activities Coordinator leona.sutton@su.plymouth.ac.uk Finance Assistant for Clubs & Societies clubsandsocs.finance@su.plymouth.ac.uk Transport Coordinator sutransport@su.plymouth.ac.uk :00-17:00 (Mon - Fri) :30-16:30 (Mon - Fri) :00-15:45 (Mon - Fri) :30-12:30 (Mon - Fri) 6

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