AUSA Annual General Meeting
What is an AGM?
AUSA's Annual General Meeting (AGM) provides a chance for students to learn about the achievements of AUSA and the Trustee Board during the previous academic year, how the Association has been doing financially and what it will do in the future. AGM also ensures that all students have an opportunity to vote on policy matters within the Association.
Aberdeen University Students' Association's Annual General Meeting (AGM) 2020 will be held on the 11th of February at the William Guild Arts Lecture Theatre. The meeting is scheduled to begin at 5:30pm and students are encouraged to arrive at 5pm to leave enough time to sign-in and receive their voting card. Please remember to bring your student ID for the registration and to be able to vote.
AGM 2020 Call for motions
Any student can submit motions to be debated and voted on at the AGM. All motions need one proposer and seconder, and they should be sent in word or pdf form to the Chair of Student Council via email by the 30th of January, 5pm. For information on how to write a motion, please read the AGM Motion Guide. You may contact the Student Council Chair, any of the Sabbatical Officers or the AUSA Representation Team if you need help writing your motion.
Please find below all reading materials for the AGM.
Why should I come?
The AGM is an opportunity for students to learn about how AUSA operates, what the association has done in the past year, how the association is doing financially, ask questions from the Trustee Board and vote on motions.
What happens when I arrive at the Arts Lecture Theatre?
Students are encouraged to arrive at 5pm. You will be asked to register by filling in a sign-in sheet with your name, student ID and if you represent a Society, Student Group, Sports Club or a Committee at the meeting. After this, you will be handed a voting card and you will be able to grab a slice of free Domino’s pizza. The meeting is scheduled to start at 5:30pm.
What is the Trustee Board?
In accordance with the constitution, AUSA is governed by a Board of Trustees. The board is responsible for the legal, financial and strategic management of the association and managing the affairs of the association in a professional manner. The Trustee Board meets five times a year and receives reports on AUSA’s work from the association’s staff and Officers. The board is made up of the five Sabbatical Officers, four student trustees, one University nominated trustee and three external trustees. Find more information on the Trustee Board page.
What is the difference between a GM and an AGM?
As a registered charity, AUSA must hold an Annual General Meeting once a year per the constitution, where the association needs to present its annual accounts. Whereas an AGM has a precise function and takes place annually, general meetings (GM) can be held at any point and for various reasons. In 2018-2019 there were two general meetings and one has been held during 2019-2020.
What is quorum?
Quorum is the least amount of attendees a meeting needs to legitimately make decisions (e.g. vote on motions). As stated in the AUSA Constitution, the quorum for AGM is 250. Quorum is checked at the start of the meeting and any student can request a quorum check at any point via point of order.
Please note: If quorum is lost before the end of business, the meeting ends and no further points can be discussed or voted on. All remaining items will be referred to the next Student Council meeting. If the quorum is not met within the first half an hour of the meeting, the meeting will be rescheduled for the following week, where the quorum will be 125.
What will be discussed at the AGM?
By the Constitution, the AGM agenda includes the previous AGM minutes, the annual report and annual accounts of the association, the appointment of auditors, the list of AUSA’s affiliations and an opportunity for students to ask questions from the Trustee Board. Students can also submit motions to be debated and voted on following the completion of statutory business at the meeting.
Why are motions last on the agenda?
The AGM has a statutory business which must be completed as per the constitution. Following statutory business, there is the opportunity to debate and vote on motions.
Debates and voting procedures
To ask a question or speak on a motion, please raise your hand with your voting card. When it is your turn to speak, please wait until a microphone is brought to you. At the start of every speech, state your full name and if you represent a Sports Club, Committee, Student Group or a Society. This will help us take accurate minutes for the meeting. All voting is done by a show of hands.
Debates on motions will follow a set debate format:
1. The Chair asks the proposer of a motion to introduce the motion, which counts as the first speech in favour of the motion.
2. Students will be able to ask any clarifying questions.
3. The Chair will open the debate and ask for equal amounts of speeches for and against the motion. If equal amounts of for and against are not met, the meeting will move to a vote. For example, if two speeches for and against the motion have been given, after which only speeches against are presented but none in favour, the debate will end and move to a vote.
What can I ask the Trustee Board?
Students can ask the Trustee Board questions on various topics, which include, but are not limited to, governance, AUSA democracy, activities, AUSA facilities, finance and overall duties of the Trustee Board.
Can I pre-submit questions for the Trustee Board?
Yes, you can pre-submit your question(s) to the Student Council Chair at firstname.lastname@example.org until the 9th of February 2020. The pre-submitted questions will be asked from the Trustee Board before opening the floor to other questions.
What is a procedural motion?
There are also procedural motions that students may call between speeches to move the business of the meeting as necessary. To propose a procedural motion, raise your hand and say ‘a point of order’. The current byelaw 3 outlines the possible procedural motions, e.g. moving the meeting straight to a vote and inviting a guest speaker to address a specific point of business. Procedural motions have priority over all other business, but another procedural motion cannot be considered if another is being discussed.
Procedural motions will follow a set format:
1. A student proposes a procedural motion, after which the Chair will immediately address the speaker.
2. The Chair will ask if the motion is seconded (indicated by a show of hands), and if yes, the proposer can hold a speech up to one minute.
3. A vote then takes place on the procedural motion.
Sports Clubs and Societies attendance
Each affiliated Sports Club and Society must send at least 2 representatives from their committee for the AGM.