Societies Assembly Wednesday
21st January
Please Sign in at the Desk to receive
your voting card
Agenda
1
Apologies for Absence
2
Accepting the Agenda & Notification of
Any Other Business
Approving Minutes of Previous Meeting
Updates
a. Elections
b. AGMs
c. Training Review
d. Dashboard Features on SU Website
3
4
Address from SU President
5
VP Activity Report & Questions
6
Any Other Business
7
Date and Time of Next Meeting
Updates
a. Elections
Key Dates:
• Committee Details received by Wednesday 21st January
• Nominations open: Monday 2nd February - Friday 20th February
• AGM period: Saturday 21st February – Friday 13th March
• Voting OPENS: Friday 13th March @ 5pm – Friday 20th March @ 5pm
Societies who have not responded
Aegis
Airsoft
Anime
Anthony Nolan
Marrow
Bhangra
Biochemistry
BWP
Chemistry
Chinese Christian
Clifton CU
City CU
Civil Engineering
Cocktail
Computing
Conservative Future
Cooking
Criminology
CSSA
Cypriot & Hellenic
Disney
Drama
Economics
Education
English
Fashion
Feminist
Fez Wearing
Film
Film Making
Fly
Gamer
Geography
History
Investment & Trading
Juggling
Korean
Kurdish
Labour
Leadership
International
Living History
Malaysian
Marxist & Proletariat
Maths
Micro Biology
Miscarriages of
Justice
Music
Nigerian Students
Forum
Palestine
Pharmacology
Politics
Pub Sports
Real Ale & Cider
Rock Soc
Science Fiction &
Fantasy
Scouts & Guides
Sikh
St John Links
Trent Bass
Trent TV
Trentside
Veg Soc
Warlocs
Wine
What you need to do:
• If you have not given us your roles and role descriptions already, do so
TODAY.
• Book in an AGM - Must take place between 21st Feb – 13th March
• Promote AGM to members – You NEED 20% of members there
• Promote nominations to members
• Promote voting to members – YOU NEED 20% TURN OUT
• Start thinking about handover – there will be training but it will be good for you
to start gathering everything now
ANY
QUESTIONS?
b. AGM’s
What is an AGM?
Annual General Meeting – Every society & club has to hold one of these
annually, in order to remain affiliated. This is your opportunity to tell your
members what the committee has been doing, report back on how your money
is being spent, make changes to your constitution and quiz candidates for next
years committee.
What do you need to do to make it official?
20% of the membership (those signed up ON WEBSITE) must be present.
Accurate minutes must be taken and submitted to the Union.
AGM Agenda
1.
2.
3.
4.
5.
6.
7.
8.
Apologies for Absence
Accepting the Agenda & Notification of Any Other Business
Approving Minutes of Previous Meeting
President’s Report
Treasurer’s Report
Affiliations (if applicable)
Question & Answers
Any Other Business
Q&A
Q & A’s are the main chance you get to quiz future committee members who
hope to run the society next year.
If the Chair person of the meeting is taking part in the elections, a Vice Chair
will have to step in at this point. Whoever Chairs this part of the meeting, they
cannot be part of the elections.
Each candidate will be given 30 seconds to introduce themselves and outline
why they think they should be elected.
Questions will be taken from the floor. These questions cannot be targeted at 1
specific candidate, they will be put to all candidates running for that position.
Each candidate will be given 30 seconds to respond to each question.
What’s Next?
Current Society committee members need to book a space and inform
members of the date and time for their AGM.
At least 1 committee members (2 if Chair person is standing in election) to
attend training – Week commencing 16th Feb TBC
The Union will provide you a resource pack, that will include:
• Agenda template
• Minutes Template
• PowerPoint template
ANY
QUESTIONS?
c. Training Review
We will be conducting a review based on the training sessions that we delivered
to committee members this year.
The Societies Coordinator will send out information regarding focus groups that
you will have the opportunity to take part in.
Feedback that you give will be used to make changes to future training
sessions
Honest feedback is needed!
d. Dashboard features on SU Website
Last term we announced that we would make changes to the SU website to
allow you all to get more control of your individual pages.
We’ve also made changes to each society email address.
Address from SU President
VP Activity Report
& Questions
Societies
Continuing to help Societies plan events within the SU building
Working on amendments to the Code of Practice to reflect new legislation
Planned an society elections timeline & working with Elections Committee to
make sure Society elections run smoothly
In the process of putting together both Handover & AGM training schedules, so
that all societies are understand the AGM process and are prepared for
committee handovers
RAG
Finalising events for RAG Week: we have a full schedule and promotion will be
pushed out towards the end of this week
Have made plans to dedicate a little more time to RAG in order to support the
students volunteering on the committee
Have been working more closely with Guide Dogs (particularly Nathan Edge)
on events for Trent students
Give It A Go Week
The week was more successful than it has been in previous years, we had a
great turn out for the Puppy Room, the Housing Fair and NTSU trips.
However, we are aware that there were mixed reviews on some of the events
and are taking into account all the feedback we were given and will be looking
into changes we can make to improve this event for Societies and Clubs
To end on a positive note! I’m really impressed with the Societies that did get
involved over the week and thank you all for participating!
Any Other Business
Date & Time of Next Meeting
Wednesday 18th February, 3-5pm
Newton LT4