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students in their union: clubs and societies handbook 2002/3j) Any Official wishing to resign must give notice to the senior remaining Official of a society.k) If any Official of a society should resign, the remaining senior Official shall immediately arrange an AGM/EGM ofa society, to elect another Official.l) Be responsible for management of any property of a society.m)Be a signatory for a society’s budget.c) SecretaryA Secretary shall:a) Record decisions made by all meetings of a society.b) Inform all members of a society, within the minimum period of notice, of all the meetings of a society, as persection 7.c) See that all members of a society are kept fully informed of any developments that affect them.d) Be responsible for all communication between a society and other bodies.e) Be responsible for receiving and returning official Union documentation and, for this purpose, the secretary shallleave an address at which the chairperson of the appropriate committee can contact them.f) Be responsible for taking minutes of the General Meetings of a society and of its committee.g) Maintain a file of all correspondence for the current and preceding year.h) Maintain a minute book containing the constitution of a society, minutes of all meetings and, where applicable,results of elections.k) Maintain an inventory of all items of equipment, which have an individual value exceeding ten pounds, and auseful life exceeding two years.l) Maintain a copy of the report of a society’s activities, which has been submitted to the relevant standing committee.section 6 –meetingsa) Only full members of the Union are allowed to vote at meetings of a society.b) Any decision to be made at any meeting shall be determined by simple majority (unless stated otherwise) and byone-person/one-vote.c) Meetings shall be called by the Chairperson, or in their absence by the remaining senior Official.67
students in their union: clubs and societies handbook 2002/3d) Unless stated otherwise all meetings shall follow the regulations for Student Council as defined in the Union constitution.e) The types of meeting that may be called are as follows:a) General Meetingi. A society shall hold a General Meeting at least once a semester.ii. The society committee must give at least two days notice of the GM to all the society’s members.iii. At the GM, the Officials of the society shall make reports to the society members.iv. The quorum for the GM shall be at least eight full society members.b) Annual General Meetingi. A society shall hold an Annual General Meeting once a year.ii.The date of the AGM must be agreed with the Union Vice President responsible for societies.iii. The society’s committee must give at least fourteen days notice of the AGM to all the society’s members.iv.Notice of an AGM must be available for at least fourteen days before the event:i. In all available issues of the Union newspaper ‘Barefacts’ii.On the society’s noticeboardsiii. On the Union radio station ‘GU2’v.) A Union Officer must chair the AGM otherwise any voting is invalid.vi. At the AGM, the Officials of the society shall make their annual report to members of the society.vii. An AGM must be called if more than three committee posts are up for election.viii. At an AGM all the society’s committee posts are automatically up for election.ix. Nominations may be submitted in writing, in advance of the meeting or from the floor during the AGM.x. Nominees must be present at the meeting.xi. Nominees should leave the room while voting takes place on any post they are standing for.xii. The quorum for an AGM shall be at least ten full members of the society.c) Extraordinary General Meetingi. An Extraordinary General Meeting of the society must be called if1. A petition form stating the reason for calling the meeting and signed by at least three members of the societyis presented to a senior society Official and the Union Vice President responsible for societies.2. Committee post(s) become vacant and a by-election is required.ii.The date of the EGM must be agreed with the Union Vice President responsible for societies.iii.. The EGM shall only discuss that business for which it was called.68
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