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students in their union: clubs and societies handbook 2002/3the society’s annual reportThe Annual Report is a written report of the activities and achievements of the club or society over the last year.There should be room within the meeting for members to ask questions about the report and a vote should be takenon whether to accept the report. It is the responsibility of the Secretary to ensure an annual report is written and disseminatedon time.the society’s financial reportThe Financial Report should be presented by the Treasurer of the society and should include an account of incomeand expenditure (see Chapter 5). The chair should then take any financial matters or questions from the floor (meeting)and direct them to the Treasurer. Finally the meeting should vote on whether to approve the report.electionsNomination forms should be available before the AGM to ensure all club or society members have the opportunity to‘run’ for a committee position. Nomination forms should state the nominee’s name and reasons for wanting to beelected. The nominee has to be nominated by another member of the club or society. The nominator and nomineemust sign the form.At the start of the AGM nominations are ‘open’ and nomination forms handed to the chair.Follow these points for a successful election:• All members are eligible to stand for election• The nominees for society positions should have been proposed and seconded by members of the society andhanded into the chair before the AGM starts or before the closing date.• A secret ballot should be used to avoid unnecessary tensions between candidates.• An impartial party should be present to count votes and oversee the elections.For a more detailed explanation of running elections please refer to ‘Running an election – a guide from NUS’ available fromyour students’ union or NUS.13