Clubs AGM Notice Template

AGM Notice Template 2027

HOW TO USE

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</div>
<p style="text-align: center;">
    <span style="font-family: Helvetica;"><b><span style="font-size: 24px;"><span style="color: #0b7a30;">Notice of Annual General Meeting</span></span></b><b><span style="font-size: 18px;"><br>[CLUB NAME] | [DAY DATE MONTH] 2026</span></b></span>
</p>
<div class="email-wrapper" style="padding: 20px; border-radius: 8px; margin-bottom: 28px; margin-top: 28px; background: #fffbeb; border: 2px dashed #f49121;">
    <h4 style="letter-spacing: 0px; text-transform: none; margin: 0px 0px 18px;">
        <span style="color: #b45309;">
        &#9888;&#65039; CLUB EXECUTIVES: READ THIS, THEN DELETE THIS BOX BEFORE SENDING</span>
    </h4>
    <p style="margin:0 0 12px 0">
        <span style="font-size: 14px;"><b>Send this notice at least FOURTEEN (14) days before your AGM.</b> Count back 14 days from your AGM date. If your AGM is on 9 October 2026, this notice must go out no later than Friday 25 September 2026.</span>
    </p>
    <p style="margin:0 0 12px 0">
        <span style="font-size: 14px;"><b>You must send this notice to&nbsp;all of your current Club members, and <span class="preserve-case">Arc</span> at <a href="mailto:reaffiliation@arc.unsw.edu.au" style="color: #046bfb;">reaffiliation@<span class="preserve-case">arc</span>.unsw.edu.au</a></b></span>
    </p>
    <p style="margin:0 0 12px 0">
        <span style="font-size: 14px;"><b>Fill in every [SQUARE BRACKET].</b> Anything left in brackets when you send will make your notice incomplete, and an incomplete notice can invalidate your AGM.</span>
    </p>
    <p style="margin:0 0 12px 0">
        <span style="font-size: 14px;"><b>Do not edit the <span class="preserve-case">Arc</span> Training paragraph.</b> It is required word for word. Delete the constitutional amendments section only if your Club is proposing no changes at all, which is unlikely this year.</span>
    </p>
    <p style="margin:0">
        <span style="font-size: 14px;">Stuck? Book a consult with the <span class="preserve-case">Arc</span> Clubs Team or email <a href="mailto:reaffiliation@arc.unsw.edu.au" style="color: #046bfb;">reaffiliation@<span class="preserve-case">arc</span>.unsw.edu.au</a>. <b>+30 Rewards Points for attending a consult.</b></span>
    </p>
</div>
<p>
    Hi **firstname**,<br><br>This email is your official notice that the <b>Annual General Meeting of [CLUB NAME]</b> will be held on <b>[DAY], [DATE] [MONTH] 2026</b>.<br>
</p>
<p>
    At this meeting we will receive the 2026 President's and Treasurer's reports, confirm our Club's constitution and hold elections for our new Executive team for the next 12 months, therefore it is very important that you attend. We will also be voting on several amendments required to remain affiliated with <span class="preserve-case">Arc</span>.<br><br>If you would like to nominate yourself for a position you can do so by replying to this mail by XX&nbsp;of XX 2026. <br>
</p>
<div class="email-wrapper" style="padding: 20px; border-radius: 8px; margin-bottom: 28px; margin-top: 28px; background: #f7fdf5;">
    <h4 style="letter-spacing: 0px; text-transform: none; margin: 0px 0px 18px;">
        <span style="color: #0b7a30;">
        Key Details</span>
    </h4>
    <p style="margin:0 0 10px 0">
        <span style="font-family:'arial'">&#128197; <b>[DAY], [DATE] [MONTH] 2026</b></span>
    </p>
    <p style="margin:0 0 10px 0">
        <span style="font-family:'arial'">&#8986; <b>[START TIME]</b> to approximately <b>[END TIME]</b></span>
    </p>
    <p style="margin:0 0 10px 0">
        <span style="font-family:'arial'">&#128205; <b>[ROOM, BUILDING / ONLINE]</b></span>
    </p>
</div>
<p>
    <b>What will happen at the meeting</b>
</p>
<p>
    We will receive the 2026 President's and Treasurer's Annual Reports, vote on amendments to our Club's constitution, and hold elections for every Executive position. We will also confirm the three bank signatories for the coming year.
</p>
<p>
    A full agenda is at the bottom of this email.
</p>
<p>
    <br><b>Proposed constitutional amendments</b><br>
    We are proposing the following changes to our constitution. These will be put to a vote at the AGM. The exact wording of each change is set out below so you can consider it before you vote.
</p>
<div class="email-wrapper" style="padding: 20px; border-radius: 8px; margin-bottom: 28px; margin-top: 28px; background: #f7fdf5;">
    <h4 style="letter-spacing: 0px; text-transform: none; margin: 0px 0px 18px;">
        <span style="color: #0b7a30;">
        Changes required by <span class="preserve-case">Arc</span> for 2027 reaffiliation</span>
    </h4>
    <p style="margin:0 0 14px 0">
        <span style="font-size: 14px;"><b>1. Membership expiry, clause [X.X].</b> To be amended to read: "A person's membership commences on the date they purchase membership and remains valid until the end of Week Three of Term One of the following calendar year."</span>
    </p>
    <p style="margin:0 0 14px 0">
        <span style="font-size: 14px;"><b>2. References to "SpArc" and the "<span class="preserve-case">Arc</span> Membership Platform", clause [X.X].</b> To be removed, reflecting the move to Rubric.</span>
    </p>
    <p style="margin:0 0 14px 0">
        <span style="font-size: 14px;"><b>3. "<span class="preserve-case">Arc</span> Clubs Management", clause [X.X].</b> To be replaced with "<span class="preserve-case">Arc</span>".</span>
    </p>
    <p style="margin:0 0 14px 0">
        <span style="font-size: 14px;"><b>4. "Optional Preferential Voting", clause [X.X].</b> To be replaced with "Regular Single Transferable Vote (STV) / Instant Runoff Voting (IRV)", matching the language used in Rubric's election feature.</span>
    </p>
</div>
<div class="email-wrapper" style="padding: 20px; border-radius: 8px; margin-bottom: 28px; margin-top: 28px; background: #f7fdf5;">
    <h4 style="letter-spacing: 0px; text-transform: none; margin: 0px 0px 18px;">
        <span style="color: #0b7a30;">
        Changes proposed by [CLUB NAME]</span>
    </h4>
    <p style="margin:0">
        <span style="font-size: 14px;"><b>[ADD ANY OF YOUR OWN PROPOSED CHANGES HERE, WITH THE EXACT WORDING AND CLAUSE NUMBER. DELETE THIS WHOLE BOX IF YOU HAVE NONE.]</b></span>
    </p>
</div>
<p>
    A full copy of our current constitution, with the proposed changes marked up, is attached to this email.
    <br><br><b>Standing for an Executive position</b><br>Every Executive position is up for election. If you would like to nominate yourself, here is how it works:
    <br><b>Positions open:</b> [LIST EVERY EXECUTIVE POSITION IN YOUR CONSTITUTION]<br><b>Who can stand:</b> [WHO IS ELIGIBLE TO NOMINATE, AS SET OUT IN YOUR CONSTITUTION]<br><b>How to nominate:</b> [REPLY TO THIS EMAIL / COMPLETE THE FORM BELOW]<br><b>Nominations close:</b> [DATE AND TIME]<br><b>How voting works:</b> [HOW, WHERE AND WHEN MEMBERS SHOULD VOTE]
</p>
<p>
    Position descriptions for each role are [ATTACHED / LINKED HERE].
</p>
<p>
    <a href="[NOMINATION FORM LINK]" class="email-button" style="background: #7ac143;" target="_blank"><b>Nominate for a Position</b></a>
</p>
<p>
    <b>Who can vote</b><br>[VOTING ELIGIBILITY, EXACTLY AS SET OUT IN YOUR CONSTITUTION. <i>For example: All current [CLUB NAME] members who are current UNSW students are eligible to vote.</i>]<br><br>If you cannot attend, you can nominate a proxy to vote on your behalf. Complete the proxy form [ATTACHED / LINKED HERE] and return it to [EMAIL] by [DATE AND TIME]. Please note that proxies do not count towards quorum, so we still need you there in person if you can make it.<br>
</p>
<div class="email-wrapper" style="padding: 20px; border-radius: 8px; margin-bottom: 28px; margin-top: 28px; background: #f7fdf5;">
    <h4 style="letter-spacing: 0px; text-transform: none; margin: 0px 0px 18px;">
        <span style="color: #0b7a30;">
        Thinking of nominating? Save these dates</span>
    </h4>
    <p style="margin:0 0 18px 0">
        <span style="font-family:'arial'">2027 New Executive Training will be held on the 1st, 2nd and 3rd of November 2026 in-person at the Roundhouse. At least TWO Executives from each Club are required to attend ONE of the days. If you are nominating for an Executive position, please save these dates.</span>
    </p>
    <p style="margin:0 0 18px 0">
        <span style="font-family:'arial'">Additionally, <span class="preserve-case">Arc</span> will be hosting a Clubs Leaders Welfare Training for 2027 Executives on the 12th of November 2026 where at least ONE of your Executives are required to attend. If you are nominating for a Welfare, Grievance or EDI Officer role, please save these dates.</span>
    </p>
    <p style="margin:0">
        <span style="font-size: 14px;"><b>Both trainings earn +30 <span class="preserve-case">Arc</span> Clubs &amp; Volunteering <a href="https://www.arc.unsw.edu.au/get-involved/clubs-and-volunteering-reward-points" style="color: #046bfb;">Rewards Points</a> each.</b></span>
    </p>
</div>
<p>
    <b>AGM Agenda</b><br><b>Annual General Meeting of [CLUB NAME]</b><br>[START TIME], [DAY] [DATE] [MONTH] 2026<br>[ROOM, BUILDING / ONLINE]
</p>
<ol>
    <li>Apologies</li>
    <li>President's Annual Report</li>
    <li>Treasurer's Annual Report</li>
    <li>Constitutional Amendments</li>
    <li>Election of Executive
        <ol style="list-style-type: lower-alpha;">
            <li>Nominees</li>
            <li>Executives Elected</li>
            <li>Signatories Chosen</li>
        </ol></li>
    <li>General Business</li>
    <li>Business without Notice</li>
    <li>Meeting Closed</li>
</ol>
<p>
    <br>Quorum must be met before the meeting can begin, so please arrive a few minutes early. Anything voted on before quorum is reached does not count.
</p>
<p>
    Any questions at all, just reply to this email. See you there!
</p>
<p>
    Regards,
</p>
<div data-block="layout">
    <div data-block="column" style="flex-basis: 20%;">
        <figure style="margin-bottom: 0px; padding: 0px;">
            <img src="https://www.arc.unsw.edu.au/uploads/[UPLOAD-CLUB-LOGO].png" id="agmnotice005" data-image="agmnotice005" width="93" height="93" style="width: 93px; height: 93px; border-radius: 8px;">
        </figure>
    </div>
    <div data-block="column" style="flex-basis: 80%;">
        <p style="margin-bottom: 0px; padding: 0px;">
            <b>[YOUR NAME]<span style="font-size: 14px;"><br>[YOUR POSITION], [CLUB NAME]</span></b>
        </p>
        <p>
            <span style="font-size: 14px;">[CLUB EMAIL]</span>
        </p>
    </div>
</div>
<p style="margin-bottom: 20px; padding: 0px;">
    <span style="font-size: 11px; color: #868e96;">[CLUB NAME] is an affiliated Club of Arc @ UNSW. <span class="preserve-case">Arc</span> @ UNSW acknowledges the Bedegal, Gadigal and Ngunnawal people as the Traditional Custodians of the lands where we operate, and we pay our respects to Elders past, present and future.</span>
</p>
Arc Clubs Team

P:02 9065 0900
E:clubs@arc.unsw.edu.au
H:9am to 5pm
A:Level 2 Basser Steps, Gate 5 on High St, UNSW
AGM Notice Template 2027

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