What’s an AGM? Your guide on what to expect and how to get involved
The OTSU is the collective voice of over 12,000 full-time undergraduate and graduate students at Ontario Tech, and it’s our mission is to create spaces and places that empower you to grow and succeed inside and outside of the classroom!
And to do that we need you at our Annual General Meeting (AGM) on October 29.
Our AGM is the most important opportunity you have to shape the future of your student experience. It is how you can impact the direction of the student union so that all students—now and in the future—can benefit from the services and programs we provide.
AGM DETAILS
- Date: Wednesday, October 29
- Time: 7:00 p.m.
- Location: SCI 1350 (in-person)
- Transportation will be available from downtown to north campus. Details to come on our Instagram and at otsu.ca
- Free food and refreshments will be provided (while quantities last).
- Proposal Form:
- If you want to raise an agenda item at the AGM, please fill out and submit the AGM Proposal Form by October 13.
- Proxy Form:
- If you cannot attend but would like to send an eligible member to vote on your behalf, please submit the AGM Proxy Form by October 19. Proxy holders must attend in-person for voting (TBD - only required if it is a hybrid meeting).
- Meeting Agenda (available 10 days before the AGM)
ABOUT THE AGM
An AGM is the formal, legal meeting between the union and its members (that’s you) to present reports, financial statements, and goals; discuss motions from the membership; and vote on agenda items. In short:
- A formal, legally required meeting between the union and its members
- Where we get approval from students on changes and amendments to Bylaws
- Where we discuss motions put forward in advance (regarding governance and policy changes, advocacy issues, or service amendments)
- The purpose is to ensure transparency and accountability in how the student union is run
- All full-time students are invited and encouraged to attend
WHAT WILL HAPPEN AT THIS AGM?
- Approval of last year’s AGM meeting minutes
- Approval of financials and reports
- Appointment of the auditor
- Approval of proposed Bylaw amendments
- Vote on implementing an ancillary fee for the Nutrition Access Program
- Reports from your student Executives
- Motions from members (if submitted and approved before the deadline)
WHAT’S THE PROCESS?
- An AGM follows Robert’s Rules of Order, a widely used procedure that provides guidelines for conducting meetings and making decisions in an organized, fair, and efficient manner.
HOW CAN I PREPARE?
Start by reviewing background materials in advance and familiarize yourself with recent discussion topics, including:
- Review past AGM agendas
- Review recent Board meetings
- 2024-2025 financial statements
- Roberts Rule of Order
- Review proposed Bylaw amendments
Lastly, it is important that we all adhere to respectful communication and follow established order—e.g. using the ‘raise hand’ protocol—and being concise and respectful when voicing concerns and voicing opinions.
If you have any questions please email us at otsu@ontariotechu.ca.
Looking forward to seeing you there,
The OTSU
Empowering students. Enhancing experiences.
ABOUT THE OTSU
The Ontario Tech Student Union is the voice and vision of the Ontario Tech student body. We provide services that foster connection, programs that support wellbeing and nourish development, and improve student life through advocacy and leadership. It’s our mission to make your university experience unforgettable!
We provide the student health and benefits plan, the club and society system, the esports program, and many other services like the wellness nook, period project, and career closet. We also advocate for you. We meet with university administration and student groups, represent our student body in spaces they often cannot, lobby the provincial government to advocate for improvement, and so much more.
