AGM Proposed Agenda

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.