Club Governance

Here are all the club regulations that will your club run smoothly and successfully.


Constitution

Clubs must govern themselves by the rules set out in their constitution. For most clubs, this is the Default Clubs Constitution however clubs are welcome to make changes and operate under their own Guild-approved custom constitution.


Membership Database

Clubs can store all their members’ details and contact information on QPay. The minimum details you need are First Name, Last Name, Student Number, Email Address, and if they are a current Murdoch student. Collecting members’ contact details will allow your club to send email or SMS campaigns to stay in touch with your club members and inform them of upcoming club activities.


Annual General Meeting

Clubs must hold an Annual General Meeting (AGM) each year in September, October or November to elect committee positions for the following year and report back to members of club activities and finances.

AGM Agenda

Below is an example of what you would expect from an AGM.

  1. Attendees Arrive and Sign-In: Students who attend the AGM should sign in with their Full Name, Student ID and their role (ordinary or committee member). Other staff or associate members should sign in with their full name and role.

2. Disclosure of any potential or perceived conflicts of interest: President or chair of the meeting to disclose any conflicts of interest and also ask the room if anyone else would like to raise a potential conflict.

3. Minutes of Previous AGM: Minutes of the previous AGM should be prepared and accessible online and in-person at the meeting.

4. Reports from the Outgoing Committee: The committee should present a summary of the club’s major achievements across the year, obstacles faced, membership figures, information on the club’s finances (including assets, liabilities, income and expenses for the year). Examples of income may include membership fees, Guild Funding and ticket sales.

5. Constitution: Members will need to vote on each change/ addition to the Constitution (if any) individually in separate motions.

6. Elections for the following year Committee: Announce nominations, conduct voting and/or announce results for the next committee.

7. Bank Signatories: It is important to specify in the meeting and minutes who will become the signatories to the club bank account as the bank will require this as evidence to formally change the signatories.

8. Other Business: Other agenda submissions from members can commence here.

9. Committee Handover: The old and new committee must now discuss and set dates and times that would be suitable to meet and conduct the handover.

10. Close Meeting


Consent and Sexual Safety

Murdoch Guild is committed to ensuring a safe, consensual, and enjoyable campus club culture.

Any member of the Murdoch Community can disclose an incident of sexual harm to our Murdoch University’s Sexual Harm Support Officers, including those who have experienced sexual harm, witnessed sexual harm, or had an incident of sexual harm disclosed to them. Find out more on Murdoch University’s website.