Annual General Meeting and Emergency General Meeting guidelines and preparing a yearly
 financial report and yearly activity report

 

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1. A General Meeting is divided into 2 which are:-

 

(i) Annual General Meeting

(ii) Emergency General Meeting

 

2. Annual General Meeting have to be conducted once a year, which is on the first to eight week 

    of trimester three, every academic session.

 

            (i) Request for Emergency General Meeting can be requested by at least one fifth of
                 members of the club/societies or one hundred members of the club/societies.

            (ii) A request for Emergency General Meeting has to be addressed to Director of
                  Student Affairs and Sport Division which later can instruct the club to conduct an
                  Emergency General Meeting.

 

3. The date and time for any General Meeting must be determined by the current high committee

   members of clubs/societies.

 

i. Notice of General Meeting must be send out to every members  at least 1
   weeks before the meeting.

 

ii. Content of the General Meeting must state the date, time, venue and agenda of the meeting.

 

i. Notice of General Meeting must be put in the notice board around the university campus. A copy of the notice must be put into Multimedia University, Bulletin Board online.

 

ii. If the notice did not receive by any members unintentionally, it would not avoid the General Meeting.

 

Running a General Meeting.

 

4. Vote:

 

(a) Every member has only 1 vote per motion/issue.

 

5.         i. Quorum for General Meeting must be at least one third of the total
             members of the club/societies.

 

ii. If attendance is less than one third of the total members of the club/societies, the General Meeting have to be postponed to another date, which is more than fourteen days but not more than thirty days.

 

a. In case that the General Meeting have to be postponed to another date which is more than fourteen days but not more than thirty days, a number of attendance that is twice than the number of high committee members of the club/societies is consider a quorum.

 

Provided that:-

 

i.  A postponed notice must be put in the notice board and a copy of the notice must be put in Bulletin Board Online within 7 days from the date of General Meeting.

 

ii. Agenda of the postponed General Meeting must be discussed on the new General Meeting.

 

6. Chairman of General Meeting is the member of the club/society.

 

7.         i. On any resolution and decision, it must be determined by raising up hand unless a   secret vote requested by:

a) Chairman

b) At least forty members of the meeting that have right to vote in the Annual General Meeting.

 

ii. Request of a secret vote can be retract.

       

8. If the same amount of vote (agree and disagree) received for the agenda, the agenda is considered defeated.

 

Item to be discussed in General Meeting:-

 

a. Confirmation of previous minutes of the Annual General Meeting and any Emergency
    General Meeting that occur.

 

b. Report on activities by secretary

 

c. To confirm and approve financial reports prepared by treasurer.

 

d. To select a new office bearers which consist president, a few high committee
    members of the clubs/societies as well as auditors.

 

e. f.  To hear any new suggestions from members

 

Nomination of Office Bearers .

 

a. Members of Annual General Meeting must nominate a few candidates for the following
    post:-

                                                               i.      President

                                                             ii.      Vice President

                                                            iii.      Secretary

                                                            iv.      Assistant Secretary

                                                             v.      Treasurer

                                                            vi.      Committee members (number depends of clubs)

                                                          vii.      2 Auditors

 

b.   The candidate must have a CGPA of 2.8 before been nominated.

c.    A nomination must follow with 1 recommender

d.   To decide a winner, a vote must be calculated.

e.   Winner of the position must be announced.

 

9. After discussion of all items, chairperson will declare the General Meeting to be adjourned.

 

10. List of new high committee and the minutes of the Annual General Meeting must be sent to the Student Affairs and Sports Division office within 10 days after the Annual General Meeting.

 

11. All reports must be endorsed by the Director of Student Affairs and Sports Division or any staffs assigned to replace him. All decisions made are final.

 

 

 

Example:

 

TOURISM CLUB

Report on Activities Organized in Academic Year 2003-2004

 

Trimester 1.

No	Date	Activity	Summary
1	4/6/2003	Ice Breaking	Ø       Time: 8PM Ø       Venue: Main Hall Ø       Participant: 100 members Ø       VVIP involved: none   -          To create an opportunity for the members to meet and know each other -          To give an introduction of the club to the new members
2	21/6/2003	Trip to Cyberjaya	Ø       Time: 8.00AM Ø       Venue: MMU  Cyberjaya Ø       Participant: 40 members Ø       VVIP involved: MMU President   -          To make tour around Cyberjaya campus -          To meet members from Tourism club, Cyberjaya campus -          To make tour around Cyberjaya area.
3	30/6/2003	Leadership camp	Ø       Time: 4.00PM Ø       Venue: Pengkalan Balak Beach Ø       Participant: 80 Members Ø       VVIP involved: none   -          To enhance the cooperation and the team work spirits among the participant -          To develop and prepare the participants to take the challenges as a leader in the future -          To enhance the spirituals strength of the participants -          To increase the participant physical endurance

 

 

 

 

 

 

 

 

Trimester 2.

No	Date	Activity	Summary
1	24/9/2003	Peers skills	Ø       Time: 9AM Ø       Venue: CLC A1, MMU Melaka Ø       Participant: 80 members Ø       VVIP involved: none   -          To enhance interpersonal skills among members. -          To develop team spirit among club members.
2	29/9/2003	Binding group	Ø       Time: 10AM Ø       Venue: Melaka town Ø       Participant: 60members Ø       VVIP involved: none   -          Organized due to its advantage to student of MMU -          To foster closer relationship among members, regardless of nationality and races of the members. -            -          To nature and promote leadership potential, discover leadership abilities and jointly practice leadership skills and appreciate leadership roles -          To enhance co-operation among members.
3	21/10/2003	Gunung Ledang Challenge	Ø       Time: 6.00PM Ø       Venue: Gunung Ledang Ø       Participant: 40 members Ø       VVIP involved: none   -          To develop participants mental psychical and emotion -          To develop the spirit of cooperation between college residents

 

 

Trimester 3.

No	Date	Activity	Summary
1	18/12/2003	Fish Pond trip	Ø       Time: 3PM Ø       Venue: Alor Gajah, Melaka Ø       Participant:60 members Ø       VVIP involved: None   -          Get to know each others and foster relationship to both club members as well as between club -          To promote Malacca to MMU Students and encourage tourism among student -          To promote healthy and beneficial activity and be an example for other clubs and societies that inter-relation between clubs -          Gain more experience for new members
2	21/1/2003	Food and Fun Fair	Ø       Time: 10AM to 10PM Ø       Venue: Mosque square Ø       Participant: outside vendors Ø       VVIP involved: none   -          To enriched the activities of MMU -          To introduce about foods, and culture to the students of MMU Malacca -          To provide enjoyable activities to the students -          To build leaders among the students of MMU
3	5/2/2003	Tourism Fair	Ø       Time: 10AM Ø       Venue: CLC Concourse Ø       Participant: 15 tourism agency Ø       VVIP involved: none   -          To make a lead in Melaka Student tourism industry -          Introduce tourist spot for vacation to students and public best rate to travel -          To promote tourism industry in the country -          To train more capable leaders that will lead the club in future

 

 

 

 

Prepared by

______________

Alice A Sitiol

Secretary