EGM Itinerary

EGM stands for Extraordinary General Meeting, which is opposed 

Introduction and purpose

• introducing the committee members running the meeting and taking attendance
• outlining what will be covered in the meeting: 
  • constitution change and vote on it,
  • the election runner ups and voting

Important note: Only members of UVG can vote. Additionally, for any vote to be valid, it must be quorate, i.e. a minimum number of members must attend and participate. For UVG there must be 15 society members present for the changes voted on to take affect, but we'd like the largest number of attendees we can get, so attendance is greatly appreciated!

Part I: Constitution Change

For the constitution change UVG committee will propose adding a new role called Games Representative. We have realised there were some tasks that were necessary to our society events but were out of the scope of our current roles. To allow us to better adhere to our society's aims and values, we propose adding this new role, 

The duties of a Games Representative will be as follow:

• To represent the game interests of members of society in committee decisions i.e. coordinating with our members to find out what games are most popular to play together, to research games the society could hold events.
• To organise and oversee multiplayer games such as tournaments or online events
• To maintain the society's video-game environments, if any, and keep members updated about them e.g. manage the society's Minecraft servers, details of the story game events run by the society like in Let's Play events.
• Coordinate with the Treasurer to keep an up-to-date record of the video games the society owns and the society's account details to that end.

See our current constitution here: New UVG constitution.docx

Voting:

After discussion between attendees, voting will begin, and everyone will be allowed to cast their vote on whether they think this constitution change should go forward. Results will be announced by the end of this part.

Part II: Election to fill vacant roles

In the second half of the meeting, UVG will be holding an election. The committee has had a vacant role for some time, i.e. the Well-being officer role, but we also decided to add 2 more members to the Events Officer role and the Social Rep roles. 

If the games rep role was added in Part I, then there will be 4 spots up for grabs in our committee:

• 1x events officers 1x social rep 1x games rep (if the role was added) 1x wellbeing officer.

Roles responsibilities will be as outlined in the constitution, but we'll go over them briefly in the meeting too.

Running for roles and voting:

Members will first be allowed to nominate themselves.

To nominate yourself for a role in the society, please write a short document or an email with the following details and send it to our society email at uobvalkyriegamesr@society.guild.bham.ac.uk using your student email.

Kindly send this by the day before the EGM date.

Subject: UVG Election Nominee, to be sent

Contents:

• Name, course, and year.
• A manifesto briefly outlining why you think you're a good fit for the role an why people should vote for you (what you plan to do for or add to the society). It could be a poster or a just a bulleted paragraph, and it will be displayed during the meeting.
• Details of general weekly availability.

Whatever manifesto you provide us will be displayed in the meeting, and you'll be given a chance to argue your case to try and win some voters :).

After each nominee has had a turn and discussions are over, voting window will be opened. Nominees can vote, but are not allowed to vote for themselves, and voting will be anonymous.

Conclusion and what's next

Once voting ends, results will be announced.

The society is required to inform the Guild of the meeting discussion, its attendance, the results of the vote, any society changes that went forward. 

New committee members will be welcomed to committee and congratulated.

Questions? Feel free to contact us on any of our socials (Instagram or Discord via dms or otherwise) or to email us.