Annual General Meetings

Source: https://rusu.rmit.edu.au/club-leader-resources-agm/ Parent: https://rusu.rmit.edu.au/club-leader-resources-home/

Club Leader Resources

Annual General Meetings

Your Guide to RUSU Club AGM's

This guide is your one-stop resource for running a successful Annual General Meeting (AGM) as a RUSU Club.

Inside, you’ll find all you need to know about planning, booking and implementing your AGM including timelines, managing roles and responsibilities, running elections, and understanding procedures. We’ll also walk you through what to do on the day and the follow-up steps required to fully affiliate your club compliant and continue being active.

Whether you’re organising your first AGM or just need a refresher, this guide will help your club run a transparent, democratic meeting and set the stage for a strong year ahead.

Any specific information or circumstances pertaining to your AGM can be outlined in the AGM booking form. Your Clubs Officer will reach out to provide further guidance.

Types of Club Meetings

Before planning your meeting, make sure you know which meeting type is relevant to your club and its current needs. Each meeting type (AGM, IGM, or SGM) has a specific purpose, process, and set of requirements. Understanding the differences will help ensure your club stays compliant and gets the most out of the meeting. If you’re unsure which one applies to your situation, check in with your RUSU Clubs Officer for guidance.

Annual General Meeting (AGM)

Every RUSU-affiliated club must hold an Annual General Meeting (AGM) each year to stay active and re-affiliate for the following year. The AGM is a key meeting that brings members together to reflect on the year’s achievements, present financial reports, elect the new Executive Committee and essential to handing over the club bank account. It’s also a great opportunity to boost engagement and set the club up for future success.\ A well-run AGM ensures your club remains transparent, democratic, and compliant with RUSU requirements, making it an essential part of your club’s ongoing operations.

Inaugural General Meeting (IGM)

The IGM is the very first meeting held by a new RUSU club. It’s where the club officially launches, adopts its Constitution, confirms its aims and objectives, elects its first Executive team, and sets up the bank account as the foundation for future operations. The IGM is a requirement for clubs seeking full affiliation with RUSU and must meet specific criteria.

Special General Meeting (SGM)

An SGM can be called any time during the year to address urgent matters that can’t wait for the next AGM. Examples include filling vacant roles or making urgent constitutional amendments. SGMs must follow AGM procedures, including notice periods and quorum requirements, but are limited to specific agenda items.

AGM Deadlines

AGM Registration Deadline:

Mid-Year Clubs: Start of Week 2, Semester 2
Calendar Year Clubs: End of Week 14, Semester 2

\ AGM Delivery Deadline:

Mid-Year Clubs: End of Week 4, Semester 2
Calendar Year Clubs: End of Week 18, Semester 2

\ Executive Handover:

Complete within two weeks of the AGM (this includes sorting out the bank, passing on documents, and updating all logins).

\ If your club needs an extension, email rusu.clubs@rmit.edu.au

AGM Roles & Responsibilities

Assigning clear roles in advance ensures your AGM runs smoothly and meets all requirements:

\ Chairperson\ The Chairperson leads the meeting, follows the agenda, and ensures everything stays on track. This role is usually filled by the current President or another experienced committee member. The Chairperson must remain neutral throughout the meeting and manage time effectively to cover all agenda items.

\ Returning Officer (RO)\ The Returning Officer oversees the election process and must not be running for a position to remain impartial. Their role includes confirming eligibility, managing nominations, ensuring a fair process, counting votes, and announcing the results. This role is often taken by an outgoing executive member.

Section 5 of this guide outlines simple steps for Returning Officers. If your club expects a more complex election, just let us know in your AGM booking form and RUSU will assign a Clubs Officer to help and a more comprehensive RO guide can be provided.

\ Minute Taker\ The Minute Taker uses the RUSU AGM Agenda & Minutes Template to accurately record discussions, decisions, and election results. This role should not be held by the Chairperson or Returning Officer, as they are already managing other tasks during the meeting. This role is usually carried out by the current or incoming Secretary.

*\ Presenting the Annual Report *This is a chance for the Executive team to share what the club has done over the past year including events, achievements, challenges, and highlights. It’s usually led by the President or Vice-President, and RUSU provides a template to help you put it together.

*\ Presenting the Financial Report *Usually the Treasurer gives a simple summary of the club’s spending, income, and current balance. This helps keep everything transparent. Use the RUSU Financial Report Template to make it easy.

*\ Greeter (Optional) *The Greeter welcomes attendees, manages the attendance sheet, helps track quorum, and helps explains the process to new members.

Comprehensive AGM Guide + Quick Checklist

If you’re new to AGMs or just want to make sure you have all the right information, you can use this comprehensive step-by-step guide.

If you’re confident running your club’s AGM and just need a quick refresher, check out this simplified checklist.

Announcing your AGM

Your Club must send an invitation to all members at least 2 weeks before your AGM. This notice must include the time, date, and location of the meeting. Once the invite has gone out, your membership list must remain closed until the AGM has finished.

How to Send the Invite

Email (Clubs email account)
Always put the membership list in the BCC field (not “To” or “CC”). This protects members’ privacy and ensures recipients cannot see each others email addresses.
If your club has a very large membership, split the list into smaller batches and send multiple emails (Outlook may block very large sends).
Rubric Campaigns
If all members are on Rubric, you can send the invite using the SMS & Campaigns feature.
Make sure you send it as an email (not SMS).
Watch this quick video on how to use Campaigns in Rubric.

\ What the Invite Must Include

You can download this template to use for your invite.
A nomination form for members to nominate themselves for executive roles must be included.
IF your AGM requires pre-registration you can duplicate and use this form for pre-registration AND nomination.
IF your AGM does NOT require pre-registration you can duplicate and use this form for nomination.
Update the square-bracketed sections, add/remove executive roles, and include any extra questions as you wish.
Make sure the Returning Officer has backend access to view nominations.

AGM Minutes & Annual Reports Templates

Below are the documents required for your AGM. For guidance on using the minutes template, refer to the instructions at the top of the document. Details about annual report requirements can be found in the subsection below.

AGM Minutes Basic (for just Annual Reports/Election/Bank Account update)
AGM Minutes Extended (if there will also be Constitution updates and or Membership fee changes)
Annual General Report Template
Annual Financial Report Template

RUSU Club’s Annual Reporting Requirements

Introduction \ As club leaders prepare for their club’s Annual General Meetings (AGM) and the end of their elected term of office, they need to prepare at least two (2) Reports to present to their members at the AGM.

\ Why Are Reports Required?\ The Reports are a vital tool for a Club’s elected leadership team. They share achievements with members & ensure organisational knowledge is preserved. They hold the leadership team accountable, demonstrate effective club management, & provide insight into past & future development for the club.

\ What Time Frame Do The Reports Cover?\ Reports cover from the day after your club’s last AGM to the day of the club’s upcoming AGM.

\ Who Must Receive Your Reports? How and When?

All members – by email – at least one week before the AGM (they are voted on at the AGM)
To the Clubs Department – uploaded to the Annual Affiliation Onboarding Form – no later than 2 weeks after the club’s AGM.

\ What Reports Are Required?

Annual General Report (final version as a pdf)
Annual Finance Report (final version as a pdf)

Executives can combine the 2 Reports into one document if preferred.

\ What Support Does RUSU Provide to Help With These Reports?

Templates for both the General and Finance Reports
(If your club provided them), we’ll ensure some of your club’s previous reports will be in your Club MS Team Files that you can refer to for guidance.
Your Clubs Officer is available to offer advice as needed – including to check draft reports.

\ About the Annual General Report

The essential and required info is listed in the Annual General Report Template.
While extensive reports and presentations are appreciated, they are not mandatory.

\ About the Annual Finance Report

It’s essentially a profit and loss statement – refer to the Finance Report Template for example & info.

\ Basic components:

Financial situation of the club at start of the period
Income – membership fees, event ticket sales, merchandise sales, grants, sponsorship and any other fundraising or donations. (Include any income expected but not yet received).
Expenditure – event costs, cost of merchandise, administrative costs, promotional costs etc. (Include any debts yet to be paid/payments yet to be finalised).
Financial situation of the club at end of the period. (Include cash in bank & any cash held and if the club made a profit or loss).

Important Reminders for AGM

Do not announce your AGM or open nominations until RUSU has confirmed your booking.
Close membership form when nomination open. This ensures only existing members can nominate or vote, preventing election stacking and helping confirm quorum.
President, Secretary, and Treasurer are mandatory positions that must be filled. The standard four roles usually include a Vice President.
Only use the latest templates for the Minutes and Reports, found on this page.
Make sure to complete both the Onboarding Form and Club Leadership Details Form after your AGM
Any updates to your eligibility criteria for Exec roles must be approved in advance via a Special General Meeting (SGM), not during the AGM itself to be implemented at current elections.
The Returning Officer cannot run in the election and must be in impartial. RUSU may assign or reject an RO if needed. For new clubs, a RUSU staff member usually acts as RO.

Simple Returning Officer (RO) Guide

This guide is designed to help Returning Officers and club leaders understand the key tasks involved in running a straightforward club election. If you think your club’s election may be more complex, a detailed guide is available—just indicate this when you fill out the AGM booking form.

What is a Returning officer (RO)

The RO oversees elections, manages nominations, and ensures fairness and transparency during the meeting. Your RO is the person in charge of running the election and counting the votes in an anonymous manner. They cannot vote, nominate candidates, or run in the elections. They are usually an outgoing executive member who is not running for any current positions. The RO will need to be appointed before you announce your AGM.

Pre-AGM Check-In
Confirm AGM key details with the Club Executive Committee:\ – AGM date and time\ – Club name and Executive roles up for election\ – Membership list and attendee registration process
Review the club’s Constitution to check eligibility criteria for Executive roles
Clarify how nominations will be accepted and how voting will be run (in-person or online)
Prepare for Nominations
Set up the nomination form (template available from RUSU
Ensure the club closes membership sign-ups before nominations open
Request a final membership list from the club
Manage Pre-Registrations & Nominations
Monitor nominations and attendee pre-registrations frequently
Check nominee eligibility and confirm or decline nominations via email
Support the club in promoting the AGM if nomination or registration numbers are low
Close Nominations two days prior to AGM
Finalise the list of eligible candidates for each position
Prepare voting tools (e.g printed ballots or online forms)
Does the Club want candidate posters? Ensure these are included in the final AGM email to members
On AGM Day
Verify attendees against the member list and confirm quorum is met
Deny entry to non-members or limit their participation (e.g., observers only, no voting)
Ensure all candidates are present or have submitted approved apologies
During AGM (Elections)
Announce the election process and explain how disputes will be handled
Declare unopposed candidates as elected
For contested positions:\ – Invite candidate speeches or Q&A (if applicable)\ – Oversee voting via agreed method (show of hands, secret ballot, or online form)\ – Count and confirm results, then announce winners
On the day nominations from members attending the meeting (called “nominations from the floor” are only permitted if no earlier nominations are received.
Post-AGM Tasks
Download and save the attendance list (for online AGMs)
Store all voting records or ballots securely for 7 days
Support the club in finalising AGM minutes
Report any issues or incidents to the RUSU Clubs Department

Troubleshooting

Tied Elections: Hold a second vote, facilitate further candidate speeches, or seek resolution via club agreement.
Loss of Quorum: Pause meeting, attempt to restore quorum, or reschedule if quorum is not met within 30 minutes.
Disruptions: Follow RMIT conduct rules, mute/remove disruptive participants if online, or seek security help if on-campus. Remind attendees of code of conduct. DOWNLOAD CODE OF CONDUCT
Tech Issues: Use paper ballots if online forms fail or request private messages for votes. Ensure participants use RMIT student accounts for MS Teams.

Key Definitions

Affiliation: The formal relationship between RUSU and clubs, granting access to funding, insurance, and event permissions.
Full Member: An RMIT student with voting rights and eligibility for leadership roles.
Quorum: Minimum number of Full Members required for a meeting (10 or one-third of total members, whichever is less).
Returning Officer (RO): Person responsible for overseeing club elections, nominations, and voting processes.

This is a simple, condensed checklist for Returning Officers (ROs) supporting a club AGM.

Please contact RUSU if you’d like the comprehensive RO guide.

Voting Rules

Only current RMIT student members (Full Members), who attend the AGM are permitted to vote. No proxy voting is permitted.
For online or hybrid meetings, attendees may be required to use their video camera during the AGM to prove their identity, at the Returning Officers request.
All members should have their RMIT student card available at request.
Members will only have a designated amount of time to vote. Any votes cast after this time will not be accepted.
Any discrepancy from the voting ballot and RMIT details will be discarded and labelled an illegal vote.
All results disputes must be directed in writing to the rusu.clubs@rmit.edu.au within 48 hours from the release of election results.

Code of Conduct:  \ By attending your Clubs AGM, you are hereby adhering to the RUSU Affiliate Club Members code of conduct and will uphold respectful behaviour and promote an ethical, respectful and inclusive environment for all to participate.

DOWNLOAD CODE OF CONDUCT

RUSU Clubs AGM - FAQ

AGMs can sometimes feel confusing or overwhelming, so we’ve put together answers to the most common questions to help guide you through the process.

What is an AGM and why does my club need one?

An AGM (Annual General Meeting) is a yearly meeting required for all RUSU-affiliated clubs. It keeps your club active and compliant by electing new leaders, presenting financial and annual reports, and engaging members in the club’s future. Without an AGM, your club cannot re-affiliate or access RUSU resources.\ \

What’s the difference between an AGM, IGM, and SGM?

AGM: Held yearly to elect new executives and re-affiliate the club.
IGM: The first meeting for a new club, where it officially launches and elects its first executives.
SGM: Called during the year for urgent business (e.g., filling vacancies or constitutional changes). Must follow AGM procedures.\ \

What roles should be assigned for the AGM?

Every AGM should have the following roles assigned in advance:

Chairperson: Runs the meeting and keeps to the agenda (usually the President).
Returning Officer (RO): Oversees the election, checks nominations, and ensures fairness. Cannot be a candidate.
Minute Taker: Records all meeting details and decisions.
Report Presenters: Usually the President (annual report) and Treasurer (financial report).
Greeter (optional): Manages sign-in and helps track quorum. Assigning clear roles helps the AGM run smoothly and meet all RUSU requirements.\ \

What is the role of the Returning Officer (RO)?

The RO is responsible for running a fair and transparent election. They:

Oversee nominations and candidate eligibility.
Manage the voting process (secret ballot, show of hands, or online form).
Count votes and announce results.
Cannot vote or run for any position. If the election is complex or you need extra support, RUSU can help by providing a detailed guide or assigning an impartial RO.

What is quorum and how do we achieve it?

Quorum is the minimum number of Full Members needed for the AGM to be valid. 10 or one-third of the club’s members (whichever is less). Only those who were members before nominations opened can vote or be elected.\ \

When should our club hold the AGM?

Clubs must hold their AGM once per year to stay affiliated:

Mid-year AGM deadline: End of Week 4, Semester 2
End-of-year AGM deadline: Last Friday of November (Semester 2) Aim to avoid busy academic periods and give plenty of notice to members. Plan early, book a venue (or online space), and leave time for handover and form completion after the meeting. For the best results, start planning at least 6 weeks before your chosen date.

What’s the timeline for planning an AGM?

6 weeks out: Identify future leaders, review your Constitution.
4–5 weeks out: Lock in a date/venue and pick your RO. Book your AGM: Fill out the AGM Booking Form (via Rubric or RUSU website). Wait for RUSU confirmation: Only announce your AGM when you get approval and templates.
2–4 weeks out: Announce your AGM, open nominations, close membership sign-ups.
1 week out: Check nominations, do tech/room checks.
2 days out: Close nominations, confirm candidate list.
On the day: Run your AGM, complete reports and elections, take clear minutes.

How do we register our AGM with RUSU?

To register your AGM, submit the AGM Booking Form. You’ll need to provide key details such as date, time, venue, and your Returning Officer’s name. Once submitted, RUSU will review your information, confirm your AGM, and answer any questions or provide additional assistance. Don’t announce your AGM or open nominations until you’ve received this confirmation.

What documents/reports do we need to prepare?

General Report: Highlights, events, lessons learned.
Financial Report: Spending, income, balance summary.
Agenda & Minutes: Must use the latest RUSU template.\ \

How do we run elections at the AGM?

The RO manages nominations and voting. Elections must be fair and transparent. If a position has only one nomination, they’re elected unopposed (no vote required). For contested positions, vote by secret ballot, show of hands, or online poll. The RO announces results.

Can we change our club’s Constitution or eligibility criteria at the AGM?

Whilst you can update the Clubs Constitution and eligibility criteria at the AGM, any changes in eligibility criteria will not apply to this election (only future elections).

If you want to introduce criteria that will apply to this election, changes must be discussed and approved at a Special General Meeting (SGM) before the AGM, and with your Clubs Officer’s support.

All constitution updates must be approved by your Clubs Officer before it is voted on by members at a general meeting.

Can we run an event after the AGM?

Yes, you can hold a social or club event after your AGM—many clubs choose to do this to celebrate and encourage participation. If you are running an “after-party” or additional activity, make sure you allow time for the AGM and the handover process first.

Important: If your post-AGM event is on campus and involves alcohol or is larger in scale, you must submit an Event Risk Management Approval (ERMA) form and may need to apply for RMIT Security support. Always check with your Clubs Officer and submit the ERMA form well in advance.

Can we have alcohol at our AGM?

Alcohol is permitted at AGMs only with prior approval. If you plan to serve alcohol, your club must complete an ERMA (Event Risk Management Approval) and comply with all RMIT policies regarding alcohol on campus. Off-campus AGMs with alcohol also require approval.

Submit your event details to RUSU as early as possible to allow time for review and approval. Remember, responsible service of alcohol must always be followed.

Can non-members attend or vote at the AGM?

Non-members may observe (with approval), but only Full Members can vote or stand for election. The RO should check the membership list before the meeting.

What if we can’t fill all Executive positions?

Contact your Clubs Officer immediately for support and guidance. President, Secretary, and Treasurer roles must be filled.

What happens if we notice proxy or illegitimate votes?

Proxy voting (voting on behalf of someone else) is not allowed at RUSU Club AGMs. Only Full Members who are present (either in person or in the official online meeting) and were members before nominations opened are eligible to vote. If you suspect illegitimate votes or proxies:

Immediately notify the Returning Officer, who will investigate and confirm member eligibility using the verified membership list.
Any votes cast by ineligible members must be discounted.
If the issue affects the outcome or the integrity of the meeting, contact your Clubs Officer for support. Maintaining fair and transparent elections is essential for compliance, so always use up-to-date membership lists and voting processes.\ \

What happens after the AGM?

After the AGM, your club needs to complete a few important steps to finalise re-affiliation and ensure a smooth transition:

Submit the Onboarding Form: This covers handover of documents, logins, and uploading the signed AGM minutes and reports.
Submit the Club Leadership Details Form: List the newly elected Executives’ names, RMIT IDs, and contact details.
Bank and Email Handover: Your Clubs Officer will guide you through updating your club bank account signatories and RMIT club email access.
Update Records: RUSU will confirm your club’s compliance, update official records, and provide access to resources and funding opportunities. You’ll receive further support from your Clubs Officer to make sure all requirements are met and your new committee can hit the ground running.\ \

Who can help if we have issues or questions?

Your dedicated RUSU Clubs Officer is your main contact for support before, during, and after your AGM. Don’t hesitate to reach out, especially if:

You’re unsure which type of meeting to hold
You need help running fair elections
You have issues with quorum or nominations
You need to update your club’s Constitution or eligibility rules\ \

What are the key reminders from RUSU?

Don’t announce your AGM or open nominations until RUSU confirms your booking.
Always use the latest templates from your AGM confirmation email.
Complete and submit both the Onboarding and Club Leadership Details Forms after your AGM.
Follow RMIT’s event risk management (ERMA) process for all meetings/events.
All decisions and outcomes must be recorded in the minutes using the RUSU template.

Terms & Conditions

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