Societies Assembly Wednesday

21st January

Please Sign in at the Desk to receive your voting card

1 Apologies for Absence

2 Accepting the Agenda & Notification of Any Other BusinessApproving Minutes of Previous Meeting

3 Updatesa. Electionsb. AGMsc. Training Reviewd. Dashboard Features on SU Website

4 Address from SU President

5 VP Activity Report & Questions

6 Any Other Business

7 Date and Time of Next Meeting

Agenda

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

AegisAirsoftAnimeAnthony Nolan MarrowBhangraBiochemistryBWPChemistryChinese ChristianClifton CUCity CUCivil EngineeringCocktailComputingConservative FutureCookingCriminologyCSSACypriot & HellenicDisney

DramaEconomicsEducationEnglishFashionFeministFez WearingFilmFilm MakingFlyGamerGeographyHistoryInvestment & TradingJugglingKoreanKurdishLabourLeadership InternationalLiving History

MalaysianMarxist & ProletariatMathsMicro BiologyMiscarriages of JusticeMusicNigerian Students ForumPalestinePharmacologyPoliticsPub SportsReal Ale & CiderRock SocScience Fiction & FantasyScouts & GuidesSikhSt John LinksTrent Bass

Trent TVTrentsideVeg SocWarlocsWine

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. Apologies for Absence2. Accepting the Agenda & Notification of Any Other Business 3. Approving Minutes of Previous Meeting4. President’s Report5. Treasurer’s Report6. Affiliations (if applicable)7. Question & Answers8. 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

SocietiesContinuing to help Societies plan events within the SU building Working on amendments to the Code of Practice to reflect new legislationPlanned an society elections timeline & working with Elections Committee to make sure Society elections run smoothlyIn 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

RAGFinalising events for RAG Week: we have a full schedule and promotion will be pushed out towards the end of this weekHave made plans to dedicate a little more time to RAG in order to support the students volunteering on the committeeHave 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