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AGM stands for Annual General Meeting.  Most public organisations have these once a year, to communicate with their members, give a round up of the year’s events, plan future ones, and take any comments or suggestions. Club or Society AGMs are also used to elect your committee for the next academic year and to ratify or change your constitution. You should take a look at Section 5 of the Club and Society Regulations for full details about organising General Meetings, and you should also check out the guide on How to change your constitution.

Clubs and Societies must democratically elect all officer positions either by AGM or online elections in a free, fair and transparent way in line with the Clubs and Societies Regulations you can view here

Step 1

You club must hold an AGM in Term 2  (by Friday the 27th March 2020)

Step 2

Arrange the date and time of your AGM. It should preferably be outside of working hours, and you cannot hold it in a venue which serves alcohol. It should be fully accessible. Check out the guides on How to book CSC Rooms  and How to book College Rooms.

We recommend you do this as far in advanced as possible to avoid your desired room/s becoming fully booked.

Step 3

You must publicize the date and time of your AGM to ALL YOUR MEMBERS at least 5 term days in advance of the meeting. As President or Treasurer you can download a membership list for emails on your Club/Society directory page.

You Must ensure that you create an event with the AGM date and venue on the Unions What’s on Calendar at least 5 term days in advance of the meeting.

You also must inform the Student Activities Reception (you can do this by including su.activities-reception@ucl.ac.uk in the email to all your members) at least 5 working days or more in advance.

Step 4

You must then circulate the Agenda to all your members at least 2 term days in advance of the meeting. There’s an example agenda here

Step 5

Hold your AGM and take minutes (minutes template here) and record the number of votes (results form here). Quota (the number it takes for the meeting decisions to be valid) is 15% of your membership or 10, whichever is the greater. If your meeting is not quorate, then Activities Board can ratify the decisions on your behalf.

Step 6

Minutes from the AGM should be submitted by e-mailing them to us at    no later than April 3rd 2020. You will also be asked to submit the details of your newly elected committee members and a copy of your updated constitution.

Documents:

AGM Agenda Template

AGM Minutes Template

AGM Results Template

Club/Society Constitution Template