CLUB MEETINGS
Let’s create a Club or Society of your dreams!
INAUGURAL
GENERAL MEETING -
IGM
ANNUAL
GENERAL MEETING -
AGM
EXTRAORDINARY
GENERAL MEETING -
EGM
Inaugural General Meeting
When: To START a club (once only)
Needs: 10 members (quorum)
Actions: Decide name/logo, aims, elect leaders, choose bank signatories
Submit: Stage 2 – Start Your Club form (Rubric)
Annual General Meeting
When: END of every year (annually)
Needs: 10 members (quorum)
Actions: Review club, vote on changes, elect leaders for next year
Submit: Re-Affiliate Your Club form (Rubric)
Extraordinary General Meeting
When: ANYTIME during the year
(for urgent changes)
Needs: 10 members (including at least half of the executive team)
Actions: Replace an exec, update constitution quickly
Submit: <RUBRIC> – Which page?
INAUGURAL GENERAL MEETING - IGM:
This is the first meeting to start your club. It only happens once.
At this meeting you must:
Decide the club name and logo.
Agree on the club’s aims and objectives.
Elect the executive committee (President, Vice President, Treasurer, Secretary).
Choose who will be bank account signatories (people allowed to sign for the account).
- Record minutes using the template.
After the meeting:
Submit them through Rubric in the Stage 2 – Start Your Club form.
Annual General Meeting - AGM:
This meeting happens once every year (at the end of the year).
At this meeting you must:
Review what was agreed in the IGM.
Vote on any changes (e.g., club name, aims, constitution).
Elect a new executive committee (all positions must be voted on).
After the meeting:
Record minutes using the template.
Submit them through Rubric in the Re-Affiliate Your Club form.
Extraordinary General Meeting - EGM:
This meeting happens anytime during the year if something important cannot wait until the AGM.
For example:
A committee member resigns, and you need to elect a replacement.
A change to the constitution must happen straight away.
After the meeting:
Record minutes using the template
- Submit the EGM minutes on Rubric. You can find the portal here: Forms > Other Forms > EGM Minutes Submission
CLUB MEETINGs FAQ:
What is quorum and why does it matter?
Quorum is the minimum number of members needed for a meeting to count. For all UniClubs, this is 10 members. If you don’t meet quorum, the meeting is not valid.
What is the difference between an IGM, AGM, and EGM?
- IGM (Inaugural General Meeting) → The very first meeting when starting a club. You set your club name, aims, and elect your first executives.
- AGM (Annual General Meeting) → Happens once a year, usually at the end of the year. You review the club, vote in new executives, and make any changes to your constitution.
- EGM (Extraordinary General Meeting) → A special meeting held at any time during the year if urgent changes are needed (e.g., replacing an executive, updating the constitution).
What is an OGM?
An OGM is an Ordinary General Meeting. This is what we call the regular club meetings held throughout the year.
Do we need to record meeting minutes?
Yes. Meeting minutes are required for all general meetings (IGM, AGM, EGM). They record what was discussed, voted on, and decided. Use the UniClubs meeting minutes template to make it easy. This is the Secretary’s responsibility to record and keep the minutes in a central location for all other executive to access when neded.
Who runs the meeting?
Normally the President chairs the meeting. If the President is absent, the Vice President or another executive can step in.
When do we need to submit meeting minutes?
- IGM minutes → Submitted during “Stage 2 – Start Your Club.”
- AGM minutes → Submitted during Reaffiliation at the end of the year.
- EGM minutes → Submitted via Rubric via “Forms > Other Forms > EGM Submission”
Can we vote online instead of in person?
Yes. If you are unable to attend a face-to-face meeting where a vote is taking place, you can either join the meeting online or arrange a vote by proxy.
What happens if we don’t hold an AGM?
Your club cannot reaffiliate with UniClubs. This means you will lose access to funding and recognition as an official UniClub.
Who can vote at meetings?
Any current members of your club (students who have joined through Rubric). Executives are also members and may vote.
Can we have more than 10 members at a meeting?
Yes – 10 is just the minimum quorum. The more members who attend, the better for transparency and inclusivity.
What should we include in our AGM agenda?
At minimum:
- Review of club activities and achievements (President)
- Financial summary (Treasurer’s report)
- Elections for all executive positions
- Any proposed changes to the constitution
- Bank signatory votes
- Attendance and apologies
What happens if the votes are tied?
The President gets to cast the decision-making vote.