UQUNION: CLUBS AND SOCIETIES AGM POLICY

AGM must include the following:

1. Sufficient notice must be given to each member according to the club’s constitution

2. Notice must be in writing (email or direct mail).

3. Written notification must be submitted to C&S office 14 days prior to AGM to be lodged on the Club
AGM register.

4. Signed attendance list. This list must include each attendee’s name, student number and must be
signed by the member.

5. Proxies must be in writing and do not count towards quorum.

6. Minutes must be taken from this meeting and must include details of each process.

7. Reports from outgoing office bearers (President, Secretary and Treasurer – audit report must be
included in Treasurer’s report)

8. AGM must be held at a neutral venue (i.e. not at a private dwelling and ideally held at UQ campus)

9. Nominations must be called according to the club’s constitution and each nominee nominator and
seconder for each position.

10. Voting can be held by either secret ballot or show of hands to be determined by the members at
the meeting. This method must be evidenced in the minutes and how the results were returned

11. Any alterations to the club’s constitution may be made at a quorate AGM with details of the
proposed changes put in writing and included with the notification of the AGM to all members and the
Clubs and Societies office.

12. AGM minutes must be submitted to the Clubs and Societies office no later than 14 days after the
meeting.

C&S Standing Resolution 91/22

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 THE ANNUAL GENERAL MEETING

Clubs and Societies must comply strictly with Clubs and Societies’ AGM policy in order to have
their minutes passed by the Clubs and Societies Committee. Failure to fulfil these requirements
could result in disciplinary action and/or future subsidies being jeopardised. Please use this as a
checklist – it will make your task so much easier.

STEP ONE: BEFORE THE MEETING

1)AGM Month – Your AGM must be held in October.

2)Audit – It is a legal requirement that an audit must be conducted on the financial records of the
club/society prior to their AGM. As such your books should be prepared for Audit and submitted to the
Clubs and Societies office by September 20th. Please ensure that the club complies with this requirement

3)Written Notification – All members of the club as well as the Clubs and Societies Coordinator must be
notified of the AGM in writing at least 14 days in advance. (email will suffice)

4)AGM Policy – Be familiar with the Clubs and Societies AGM Policy.

5)Collect a new authority form from the Commonwealth bank in the Union Complex.

STEP TWO: AT THE MEETING

1)Quorum: (the minimum number of club members required to be present in order for the meeting to
proceed – this is indicated in each club’s constitution). Generally quorum is 15% plus one of the
membership. Quorum must be reached in order for the AGM to take place.

2)Attendance List: Ensure that all those present fill in the attendance list. Signatures and student
numbers MUST be included.

3)Minutes: Ensure that minutes of the meeting are taken and they represent a true record of what
occurred at the meeting. Fill in the Minutes Form (attached).

4)Reports: Written reports must be given by the President and Secretary and the Treasurer must present
the audited financial records of the club. These reports are to be filled in on the ‘AGM Minutes Form’ or
alternatively attached to it.

5)Elections: The election of a new executive of the club is usually conducted at the AGM. A returning
officer should firstly be elected (this needs to be noted in the Minutes Form) and this person conducts
the elections. The returning officer cannot be nominated for any executive positions.

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 Nominations: Unless the nomination procedure is specified in the clubs constitution the returning office
will take nominations from the floor. They will then conduct the voting procedure ensuring procedural
fairness.

6)General Business: Once the elections have been completed the meeting then moves on to ‘General
Business’. This covers any business not covered in the above areas.

7)Bank Form: The Commonwealth Bank ‘Authority for Unincorporated Clubs, Lodges and Society
Accounts’ form must be submitted to the bank with a copy of the AGM minutes. The form must also
include the signature of the Clubs and Societies Coordinator James Hudson.

STEP THREE: AFTER THE MEETING

CHECKLIST: The following forms need to be submitted to the Clubs and Societies
Coordinator as soon as possible after the club’s AGM. Doing it straight away is the
best plan
1. Minutes from the meeting or the ‘AGM Minutes Form’
2. Attendance List with signatures and student numbers
3. Commonwealth Bank Authority form
4. Executive Contact Details form
5. Current Membership List of the club

The bank form will be signed by the Clubs and Societies Coordinator James Hudson and must be
submitted with a copy of the AGM minutes to the bank.

These AGM minutes will be submitted to the Clubs and Societies

Committee for approval.

James will provide an orientation to C&S Area for the newly elected executive of the club.

If you have any questions regarding any of the above information, please don’t hesitate to
contact James on 3377 2211 or email clubs.union@uq.edu.au.

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 Attendance Sheet for AGM:
Name of Club: _____________________________ Date: ________________ Room: _________________

NAME STUDENT NO. SIGNATURE

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
Please check your quorum requirements – you may need more than one attendance list

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President’s Report

That the President’s report be accepted

_____________/_____________

Carried/Lost (circle one)

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 Treasurer’s Report

That the Treasurer’s report be accepted

____________/___________

Carried/Lost (circle one)

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 Secretary’s Report

That the Secretary’s report be accepted.

____________/___________

Carried/Lost (circle one)

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Election of new executive
Name of Returning Officer:

Method of Election (please tick)

Show of Hands
Secret Ballot
Proportional Representation (PR)
Affirmative Action (AA)
Other

President
Candidate Nominated by Seconded By

Successful Candidate:

Vice-President
Candidate Nominated by Seconded By

Successful Candidate:

Secretary
Candidate Nominated by Seconded By

Successful Candidate:

Treasurer
Candidate Nominated by Seconded By

Successful Candidate:

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 General Business

Meeting closed at _________________

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Executive Contact Details
Club: _______________________________________

Date: _______________________________________

Contact Person:

Name:

M’ship Enquiries Phone:

M’ship Enquiries Email:
Club Web/Facebook/Myspace:
_____________________________________________________

President:
Name: ___________________________________________
Address: ___________________________________________
Phone: ___________________________________________

Email: ___________________________________________
I give authority to UQ Union Clubs & Societies to contact me from time to time as required.
Signed (President)……………………………………….………..…..
Secretary:
Name: ___________________________________________
Address: ___________________________________________
Phone: ___________________________________________
Email: ___________________________________________
I give authority to UQ Union Clubs & Societies to contact me from time to time as required.
Signed (Secretary)……………………………………….………..…..

Treasurer:
Name: ___________________________________________

Address: ___________________________________________

Phone: ___________________________________________

Email: ___________________________________________
I give authority to UQ Union Clubs & Societies to contact me from time to time as required.
Signed (Treasurer)…………………….…………………………..…..

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 Bank Obligations for Clubs

 After the Annual General Meeting the new executive (President, Secretary, and Treasurer and on
some occasions the Vice President) MUST complete the Bank Authority form included in this AGM pack.

 A copy of the minutes from the AGM must be presented to the bank to verify the appointment of
the new signatories. The bank will not approve the form without this information

 Pages 1-3 must be completed as follows.

 Page 1.

Section 1. Fill in BSB, Account Number and the name of your clubs account. Under account type cross
Society Business Cheque Account.

Section 2. Fill this in if you require netbank access. Note you will still need to adhere to the 2
signatures rule so 2 people will be logging in simultaneously to make payments. It is wise to print up a
record of these payments for your books.

Section 3. Check the Any two of the Authorised signatories box.

Section 4. Sign the declaration.

 Page 2.
Section 4. Your signatories are each to fill a section out. Please fill in every section to
avoid delays. A second page 2 has been inserted for extra signatories as required. James Hudson has pre
completed his authority but it will still need signing AFTER all of you other signatories have completed
their details. Please bring the completed form up to him at the Clubs and Societies office.

New Executives must have 100 points of identification as is required for operating all bank accounts.

CBA card 100 points

Student card 40 points
Drivers License 40 points
Passport 70 points
Medicare card 25 points
Other bank cards 25 points

 Page 3.
The new president signs at Part A

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