AGM & EGM

AGM and EGM

AGM - Annual General Meeting

AGM stands for “annual general meeting”, and it is the mandatory assembly of your club or society members. It is the responsibility of the President and Vice-President to organise the AGM and ensure that all forms are completed and distributed in a timely manner. Your agenda should be circulated to all members 7 days prior to the AGM. Your AGM minutes and sign in sheet, should be sent to your relevant coordinator, or emailed to suopportunties@uwe.ac.uk no longer than 7 days after the AGM.

AGMs are held in line with the committee election period and should be held in February each academic year. You will need to let us know when you are holding your AGM. If you require a room to booked to hold your AGM, you will need to using the room booking form.

You will need to use the documents below for your AGM:

Step 1: Set a date for your AGM, and let us know when you are planning to hold your AGM

Step 2: Create an event on the Students’ Union webpage, using your admin tools and promote to all of your members.

Step 3: Create an agenda and send it to all of your members a minimum of 7 days prior to the AGM.

Step 4: Ensure that all members that attend the AGM sign in using the AGM sign in sheet.

Step 5: Anyone who has nominated themselves for a committee position in the committee elections can give a short speech or presentation about their manifesto, and to encourage members to vote. ALL MEMBERS WANTING TO STAND FOR A POSITION MUST BE GIVEN THIS OPPORTUNITY.

Step 6: Make sure that your vice-present or acting secretary takes minutes from the meeting using the template above.

Step 7: Send all documents, including agenda, sign in sheet and minutes are sent to your relevant coordinator or suopportunties@uwe.ac.uk within 7 days of your AGM.

EGM - Extraordinary General Meeting

EGM stands for “extraordinary general meeting” and is NOT the scheduled AGM meeting. An EGM is called in extraordinary circumstances to discuss matters that require urgent attention. All members of the club or society must be invited to the EGM, and have a chance to vote on matters discussed. If you would like to call an EGM meeting, please contact your relevant coordinator to discuss.

Steps to Organise an EGM

Contact your relevant coordinator to make them aware of the EGM, and why it is being called. Your coordinator may call a meeting to discuss this further.
Choose an accessible date, time, and venue to ensure maximum participation.
Promote the EGM at least 7 days in advance.

Removing a Committee Member through an EGM (Vote of No Confidence - VONC)

Before Initiating a VONC

Try informal discussions with the member.
Consider a mediation meeting with neutral committee members or SU staff.

Initiating a VONC

Any committee member can propose a VONC, seconded by another. This must be submitted to the Opportunities team/your relevant coordinator.
The membership/members can propose a VONC (a minimum of 10% of the membership)
The proposal must be evidence-based and factual.
Notify the member in writing at least 7 days in advance.
The member may respond in person or in writing at the meeting.

Voting on a VONC

All society members may attend and speak.
Only full members may vote.
The VONC must pass by:
- Two-thirds majority of members present and voting at the EGM.

Post-VONC

Inform the SU if the motion passes (a staff member may be present at the EGM to validate VONC)

Additional Documents

During an EGM, you will need to use the same documents used in AGM, such as aegnda, sign in sheet and minutes.
You may also need to send out an email to notify members of the EGM, which can be found here.
You may need to notify an indivudal regarding a VONC, which can be found here.
You may need to provide a voting slip for VONC or motion, which can be found here, and must be validated by a member of the Opportunties staff.