► AGMs/EGMs
The Annual General Meeting happens yearly and is mainly to elect the new committee to take over the running of the Society. It is also a chance for the Society to get together and talk about how the year has gone and discuss any ideas for the year to come.
An Extraordinary General Meeting is called to sort out any problems that may crop up (an example of this would be if a committee member resigns or has lost a Vote of No Confidence there is the need to vote in a new officer).
How to organise them
Annual General Meeting (AGM)
To organise an AGM you have to book an appointment with the VP Societies and Individual Development at least 14 working days before the date you want the AGM to happen, by submitting the AGM request form online.
Extraordinary General Meeting (EGM)
An EGM is called in the same way as an AGM and needs to be proposed by 3 people. You will need to state the reason why you want to call and EGM on the online form. The VP Societies & Individual Development will then organise for the meeting to be officiated.
Vote of No Confidence (VONC)
Any member of a society may call a VONC for a senior member of the committee (a signatory). The rules governing a VONC can be found in section R.1.2 of the Students’ Union Constitution Rules, which state that a minimum of half of the registered members of a society must have voted in the VONC, and that at least 50% + 1 of those voting in favour of the removal of that officer from their post.
Any member of the Guild Executive Committee may have a VONC called against them by a motion to the Societies Standing Committee, as per section R.1.1 of the Students’ Union’s Constitution Rules.
What do you need for the AGM and EGM
You have to bring at least 10 full students to the AGM. They have to be University of Surrey students. All students have voting rights to elect the new committee members or decide on decisions.
Tips for meetings
- Choose your time wisely – make sure your society members can attend and your time does not interfere with people’s academic commitments.
- What sort of room do you want – some rooms are naturally more formal than others, so again, think about the type of room! Also, don’t forget to book the room (with one week’s notice).
- Publicise well – try to get a good turn out as it makes it much more fun!
- Create an agenda for the meeting – its important to structure the meeting so that it does not get out of hand.
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