2015 Annual General Meeting Agenda and Procedures

2015 Annual General Meeting
Friday, 1st of May
7pm
Common Rooms 1 & 2
All Fenner residents are invited and encouraged to attend.
The Fenner Residents’ Committee coordinates the arts, social and sporting life of the hall and
advocates for all Fenner Hall residents, acting as representatives on resident issues to Hall
administration.
The Annual General Meeting will include discussions on the goals, objectives and activities of the
FRC this year, a presentation of the 2015 FRC budget and financial statements from 2014.
Fenner Residents’ Committee AGM 2015 Agenda
1.
Meeting opens
2.
President’s Report
3.
Sports Report
4.
Social Report
5.
Arts Report
6.
Treasurer/Secretary’s Report
7.
Clubs & Societies Reports: Fenner Social Gaming, Fenner Cooking Skills, Fenner Arts & Crafts Club, Fenner
Swimming Club, Fenner Badminton Club, RAOK Week
8.
Proposed amendments to the FRC Terms of Reference
9.
General Questions
10. Meeting close
If you have any questions, concerns, comments or suggestions that you would like to raise,
you are encouraged to come along to express these at the AGM. There will be opportunities
to ask questions after each report, and any matter can be raised for discussion within the
General Question agenda item.
The FRC Terms of Reference are available via the FRC page on FennerLife: http://fennerlife.anu.edu.au/?cat=41
If you would like to propose a change to the FRC Terms of Reference, please submit your proposal via email to
Raqeeb Bhuyan (FRC Treasurer/Secretary) via [email protected] by 3pm, Friday 24th April. All proposed
changes to the Terms of Reference will be posted on the FRC Noticeboards for public viewing.
Annual General Meeting 2015: Meeting Procedures
These procedures have been written with reference to the FRC Terms of
Reference.
Quorum
1. As outlined in Section B:VII:4 of the FRC Terms of Reference, the quorum for the Annual General Meeting will be 15% of
residents. The meeting will begin once it is past 7pm and quorum is met.
1.1. Each resident in attendance will be required to check-in upon entering the Common Rooms and prior to taking a seat.
Agenda
2. The meeting will follow the AGM Agenda as designed with reference to requirements outlined in Section B:VII:3 of the FRC
Terms of Reference.
Chair
3. The FRC Treasurer/Secretary will chair the meeting.
3.1. If the Chair is needed to deliver a report or wishes to participate in the discussion, the Chair will nominate a replacement
prior to participating in the meeting.
Conduct at the Meeting
4. Speakers may only address the meeting when called on to do so by the Chair.
4.1. Speakers must be heard in silence and may only be interrupted by the Chair.
Question Time
5. After each report is presented, there will be 5 minutes allocated as time for questions. Those wishing to ask questions will
raise their hands, the Chair will then call upon people to speak, with right of reply given to the person being asked a question.
5.1. Once the time allotted for questions elapses, the Chair will put forward the motion that the report be accepted. Once this
motion passes, the meeting will move onto the next item on the agenda.
Motions
6. All residents in attendance will be entitled to vote on all motions as per Section B:VII:4 of the FRC Terms of Reference. Any
resident may propose a motion to be put to a vote at the meeting.
6.1 All motions must have a mover and a seconder. Once seconded, the motion will be put into writing and submitted to the
Chair.
6.2. A motion may be altered by the mover, subject to leave of the meeting.
6.3. Prior to a motion being put to the vote, three things must occur: the mover of the motion will be asked to explain the
motion, a chance to those wishing to speak against the motion will be allowed, and the mover of the motion will be given the
opportunity to exercise a right of reply.
6.4 Motions and amendments may be withdrawn by the mover subject to the right of any other member to take up these rights.
6.5. When voting on a motion, residents may vote ‘in favour’, ‘against’ or ‘abstain’. For a motion to pass, it must have a simple
majority of all residents at the meeting voting ‘in favour’ of the motion.
6.6. The meeting will move onto a different topic after a motion has been put to the vote.
Amendments to the FRC Terms of Reference
6.7. Motions that propose an amendment to the FRC Terms of Reference must be submitted to the Treasurer/Secretary by 3pm,
Friday 24th April, and displayed for 7 days on an FRC noticeboard before the meeting; as per Section B:X:5 of the FRC Term of
Reference.
6.8. These proposals will then be considered at the AGM as per the described procedure for motions