Below is the proposed Agenda for the annual general
meeting, basic procedure for the meeting and some excepts from the Club Constitution regarding the meeting. The agenda is probably the most important thing here, don't be worried about procedure, it's pretty easy to follow.
1. Opening
the meeting (+ member registration)
2. Presentation
of minutes (a procedure to ask if anyone objects with the record of the
previous meeting)
3. Activity
report
4. Budget
report
5. Proposed
activity schedule
6. Election
of committee
7. Granting
financial powers
8. (re)-Approval
of the constitution
9. General
business
10. Meeting
closed
Chair: Robert Brown, Club President 2018.
Basic meeting
procedure:
o
Motions are proposed by one member and seconded by
another. A motion is basically a proposal for action by the club.
o
Decisions can be made by a majority vote of members
present.
o
In the first instance, decisions should be made by consensus.
Some relevant
excerpts from the Club Constitution
The
official name of the club is to be:
La
Trobe University French Club
Club objective:
·
To hold engaging and open events, for university students and
any who wish to attend, where everyone can speak French and ameliorate their
knowledge of francophone cultures and peoples.
· To
create resources useful to learners of the French language, including notices
of francophone events in Melbourne, links to francophone news and websites,
articles on topics of interest; supporting La Petite Bibliothèque (the LTU
French Department Library for French students) by acquiring books and other
resources of interest.
·
To promote the learning of languages, including languages
other than French, as a positive and beneficial activity.
·
To welcome students who are studying French, and students
with francophone backgrounds as they study at La Trobe University.
1.1
As a member of the Clubs and Societies Council, the Club’s
aim is to foster and encourage, within the University context, participation in
pursuit of this above objective and associated activities
…
General Meetings
1.2
The Annual General Meeting is to be held each year, at which
time Members of the Executive Committee are to be elected, and an Annual
General Report and Financial Statement presented
1.3
…
1.4
Notice of all General Meetings is to be given to all members
at least seven (7) days prior to the date of such meeting
1.5
All General Meetings will meet the advertising requirements
of affiliation with the La Trobe Student Union as they stand at the time of the
meeting.
1.6
All General Meetings will be held during semester and on
campus.
1.7
The Quorum for a General Meeting is to consist of at least
ten (10) student members
1.8
The President or (substitute) chairperson of a meeting shall
have casting vote as well as a deliberative vote
1.9
Except as prescribed in clause 4.2 of this Constitution,
decisions of an Executive Committee or General Meeting shall be by a majority
of those present at the meeting
…
Membership
1.10
Membership is open to all students, alumni and staff members
of La Trobe University who support the aims and objective of the club. The club
will at all times maintain a membership body of which at least two thirds are
current La Trobe University students.
…
Executive Committee
1.11
Election to the particular Office is by the Club at an Annual
General Meeting from within the membership of the Club
1.12
The Executive Committee shall number at least 4 members, and
shall comprise of (recommended) President, Vice President, Treasurer,
Secretary, and Council Delegate (which can be held concurrently with another
committee role), and other such offices as the Committee may determine desirable.
1.13
The Executive Committee must be made up of
student members. The executive may include one additional associate executive
member who is not a student, this member may not hold one of the core Executive
Committee roles described in 5.2. The Clubs and Societies Council Delegate must
be a student member.
1.14
All Executive Committee members are required
to be members of LTSU.
1.15
Executive Committee members cannot hold the same position on
more than one club’s Executive Committee.