CLUB AGM AGENDA TEMPLATE
CLUB AGM AGENDA TEMPLATE
EDINBURGH UNIVERSITY XXX CLUB
ANNUAL GENERAL MEETING
Meeting to be held on Date & Time in the Location
AGENDA
1. Apologies for Absence
2. Minutes of A.G.M. held on Previous Year
3. President’s Report
4. Secretary’s Report
5. Treasurer’s Report
6. Constitution changes
a) Removal of Postion A (Ms M)
b) Constitution Change Proposal (Mr DS)
7. Election of Office Bearers
a) President
b) Secretary
c) Treasurer
d) Etc.
e) Ordinary Member (2)
8. A.O.C.B
9. Closure
CLUB AGM MINUTES TEMPLATE
EDINBURGH UNIVERSITY XXX CLUB
ANNUAL GENERAL MEETING
Minutes of the Meeting held on Date at time in the Location.
PRESENT
Club Official #1 Title
Club Official #2 Title
Etc. Etc.
Ordinary Club Members
1. APOLOGIES FOR ABSENCE
Club Official #1 Title
Club Official #2 Title
Etc. Etc.
Ordinary Club Members
Note the start of the meeting: The President constituted the meeting at 6.17pm.
2. MINUTES OF AGM OF Previous Year (PAPER A1)
Approve or otherwise discuss the minutes of the previous year’s AGM
MINUTES OF XXX (PAPER A2)
If the Club has had an extraordinary or special general meeting since the last AGM, they should be approved or otherwise discussed next.
3. PRESIDENT’S REPORT
Detail what the President (or equivalent) said in their speech or alternatively make reference (as shown):
Mr AN Other gave a prepared speech detailing a review of the Club’s year and how it had progressed. The speech in full is detailed in the Appendix A.
4. HON. TREASURER’S REPORT
Detail what the Treasurer said in their speech or alternatively make reference (as shown):
Mr BN Other gave a prepared speech detailing a financial review of the Club, its accounts and how he feels the Club is situated financially for the near future. The speech in full is detailed in Appendix B.
5. HON. SECRETARY’S REPORT
Detail what the Secretary said in their speech or alternatively make reference (as shown above).
6. CONSTITUTION CHANGES
Constitutional Changes are normally presented to the Club Committee/secretary a set period of time before the meeting. These should be tabled in the Agenda paper.
a. Change of Committee Members (Paper B1)
Detail the discussion of the change being considered.
Miss AN Other presented her constitutional change. Ms Other explained the reasons behind this change – she noted that the position of Spartacus was now defunct, as there were no roman only competitions. She noted that selection decisions were already taken by the Emperor Captain and that any trophies for Spartacus events in Mixed Competition could be picked up by the most senior Sparatcus on the team. She noted that the position of Caesar would be more appropriate, as it would take pressure of the Zeus to concentrate solely on team selection, leaving the Caesar to deal with internal Club training issues.
Detail the change itself
The change was proposed:
In Clause 5 (a) (i), Delete from Office bearers:
Spartacus
and insert in place:
Caesar
In Clause 7 (b), Delete:
Spartacus
and insert at the end of the paragraph:
The Caesar shall have specific responsibilities in arranging coaching and training of novice members of the Club.
Detail the result of the vote:
The members present approved the change on a general aye.
Detail any further constitutional changes proposed as above.
7. ELECTION OF OFFICE BEARERS
The meeting should be reminded that only matriculated students are eligible to hold Committee posts, and that only Club members are entitled to vote in elections of Office Bearers.
The Election of Office Bearers should be described as below:
a. Hon. President
Mr E Proposed: Mr W Seconded: Mr Z
Ms F Proposed: Miss Y Seconded: Mr T
At this point some Clubs describe what each candidate has said, whereas other require only a short statement regarding the fact that both candidates spoke (such as that shown below):
Both Nominees gave a short (2 minute) speech to Club members detailing why they would make a good President and explaining what they would bring to the role.
If there is a vote taken (either by secret ballot or show of hands, it is important that the figure gets detailed to ensure accuracy and clarity of the voting process.
Result of Secret Ballot: Ms F – 8 Votes; Mr E – 10 Votes
Mr E duly elected.
b. Hon .Secretary
The process is repeated for each position being elected – occasionally there is only one candidate, so one following reference may need to be made:
Mr D Proposed: Mr S Seconded: Mr A
Mr D duly elected.
For further elected posts, the same format can be used.
c. Ordinary Member (2)
Most Clubs have ‘ordinary members’ on their Committee, and often more than one. This can lead to each Club member being given more than one vote, and should be detailed as shown:
Miss B Proposed: Mr D Seconded: Mr TC
Miss M Proposed: Miss O Seconded: Dr S
Mr VM Proposed: Miss M Seconded: Miss A
Mr P Proposed: Mr C Seconded: Mr G
Dr C Proposed: Mr O Seconded: Miss A
There being so many nominations, those present agreed to give each person one minute to explain why they felt that they could contribute to the Club most.
As there were two people to be elected, each member present was given two votes.
Result of Secret Ballot:
Miss B – 5 Votes Miss M – 7 Votes
Mr VM – 11 Votes Mr P – 3 Votes
Dr C – 9 Votes
Abstention – 1 Vote
Miss M & Mr VM duly elected.
8. A.O.C.B.
Should there be any other business that is raised on the night, it should be listed – in detail – in this section as a matter of record for those who were unable to attend the meeting.
a. Constitution Review
Mr A pointed out to the members present that the constitution was now in a shape where it had been amended for many years, and lacked clarity due to amendments to amendments. He suggested that if members agreed, he and the Hon. Secretary (Mr D) would go away over the next few months to clarify the constitution and present a new version to members at a meeting called for the beginning of the next Academic Year. Mr D said he would be willing to help.
The members present approved for Mr A & Mr D to work on a new Club constitution.
9. CLOSE
The formal closure of the meeting should also be noted
Mr H closed the meeting at 9.14pm.
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