Universiti Tunku Abdul Rahman

Form Title : AGM LETTER TO CLUBS AND SOCIETIES’ CHAIRPERSON

Form Number : GD-DSA-CSU-003 Rev No: 1 Effective Date: 01/05/2011 Page No: 1 of 2
Date: _____________

Name of Chairperson: _____________________________________

Society/Club Committee: _____________________________________

Dear __________________________,

RE: ANNUAL GENERAL MEETING AND ELECTION (2016) FOR EXISTING SOCIETIES AND CLUBS

In accordance with the Constitution of Universiti Tunku Abdul Rahman Student Society and the Regulation XIV Societies and
Student Activities sub-section on Operation Procedures for Student Societies & Clubs, I would like to draw your attention to the
following requirement to be implemented by your committee pertaining to the Annual General Meeting (AGM) and Election by
July 20xx:
1. Submit/return to DSA Officer-in-charge at least two weeks before the AGM & Election of your society/club:
a. all outstanding secretarial reports of activities organised by your society/club
b. all outstanding financial reports of activities organised by your society/club together with relevant documents,
receipts, vouchers etc. Ensure all monies received (including petty cash) to be deposited in UTAR Division of Finance.
2. Meet up and plan for the coming AGM & Election
3. Submit the schedule, proposal and budget (inclusive food and drink for members) of AGM & Election to DSA latest by
end June 20xx. Please note the AGM & Election shall be held by July 20xx and no postponement is allowed without valid
reasons.
4. Notice (on notice boards and web-sites) of the AGM & Election shall be given to the members not less than 10 days
before the date of the AGM & Election.
5. Follow and implement the procedures/requirement in the constitution for AGM & Election.
6. After AGM & Election,
a. Submit the following documents to DSA Officer-in-charge within one week after the AGM
i. Minutes, AGM/Election attendance list with signatures and results of AGM & Election (one copy to be
filed in your committee file)
ii. an annual report of activities of the preceding year
iii. a financial report reflecting all revenues received and expended by your society/club on all activities
held
b. Being the outgoing Executive Committee, your committee is required to continue in the office until the first
meeting of the new Executive Committee which shall be held within two weeks after the Election.
c. The first meeting shall be called by the Chairperson of the new Executive Committee.
d. The two Committees shall then meet and the outgoing Executive Committee shall hand over officially to the
new Executive Committee:
i. all society/club files & records (e.g. Secretary, Treasurer etc.)
ii. all audited account books: Cash Book, Petty Cash Book, Stock Book, Receipt booklets (if any) etc.
iii. all balance of stocks (e.g. unsold T-shirts, books, stationery, instrument etc.) of the Society/club.

Failure to comply with the above requirement/regulations without valid reasons given by your committee, DSA may have to take
the following action(s) against the Chairperson and the committee member(s) concerned:
1. disciplinary action if the non-compliance is serious (please refer to the Operation Procedures for Student Societies & Clubs)
2. no issuance of Certificate or/and testimonial.

Thank you for your cooperation.

Yours truly

Loh Nyuk Leung

Head, Department of Student Affairs
 Universiti Tunku Abdul Rahman
Form Title : AGM LETTER TO CLUBS AND SOCIETIES’ CHAIRPERSON
Form Number : GD-DSA-CSU-003 Rev No: 1 Effective Date: 01/05/2011 Page No: 2 of 2
c.c. Advisers: __________________________