AGM

Annual General Meeting 07/06/2015 – Agenda

MASS AGM – 07/06/15

Agenda

11:30-16:00, University of Leicester, Ken Edwards Building LT2.

RSVP your attendance here:http://goo.gl/forms/adSeZDBxhC

Open to club committee members, studyfit writers, MASS Games competitors and society members only.

This meeting will consist of both a review of the academic year just gone and planning for the next academic year. We’ll look at all the different areas of MASS reviewing the current status and deciding what improvements to make moving forward. Once all areas have been looked at the attendees will decide upon a new academic year structure, objectives for the 2015/16 academic year and a collective mission statement for the organisation.

This our chance to make plans that can help thousands of students improve their health and fitness, that can take our sports to a whole new level and that will unite students nationwide to change the student stereotype. I hope to see you there.

  • General Year Review

We’ll start by giving our open views about how we feel the year has gone in general. Our best achievements and things we could have done better. We’ll take a look at reports of the numbers we’ve achieved in societies, membership, competitors, StudyFit readers and website views and what these numbers mean.

  • Members

This will be a discussion of member’s needs. What do our members want out of joining? Have they received this? What’s the main thing people join for and the action that gets them to take that step? Membership fees. How to recruit members. Member satisfaction and retention. How do we balance paid member events and open events.

  • Committees

Here we’ll examine our committee structure. What committee positions do we have and what are the roles and responsibilities of each of them. Are all the committee positions necessary and do we need to change the structure. Committee meetings, when and what topics are discussed. How do committee members communicate, what are the most effective methods, is delegation received successfully. Clubs own AGM’s and handover system.

  • Managing data, files and emails

We set out the year with a google accounts system, designed to give each society a hub of advice packs and template documents to work from as well as a calendar for events. We’ll take a look at the system, see who’s used it and if it’s been effective. A review of how we’ve managed our database and files. A discussion of ideas for a system for the next academic year.

  • Promotion and communication

A review of the ways we communicate to members and promote events. What has worked and what hasn’t. Are there more effective methods we could be using? How do we welcome and introduce members to the club, are regular updates issued, what channels to we use to announce and promote an event.

  • Training & Events – Weekly and one-offs

This is a chance for everyone to say what training & events they’ve held and discuss what worked and what didn’t. We’ll break it down into weekly and one-off events and discuss when the best times in the academic year for holding such events are.

  • Fitness and Health advice

Here we’ll discuss what advice we’ve given out in the form of advice packs, lectures, seminars and meetings. Answering the following questions. What do members want advice on? What is the average level of knowledge across our members? What should we be advising them on and when? How does the advice given entwine with training & events?

  • The Sports

Bodybuilding, Powerlifting, Olympic Weightlifting, Strongman, CrossFit. What is the ratio of popularity and participation across them? Are we neglecting a particular sport or missing any completely? How should they entwine with society activities? Are we happy with our affiliated federations and should we aim to affiliate any of our unaffiliated sports.

  • Editorial content – Online and StudyFit Magazine

This area of the meeting is a chance to take a complete look at the editorial content we publish – both online and in StudyFit magazine. We’ll also discuss the frequency of StudyFit magazine, the split between print and online versions and a strategy for advancement.

  • MASS Games

Are we happy with our program of competitions? What are the flaws and where can we make improvements? Is the score system an accurate reflection of teams and individuals performance? What structure of regional and national competitions shall we do and what’s the best system of progression (or qualification) from one to the next? When do we want competitions to be next year and which will count towards the MASS Games. We will aim to agree provisional dates for all of the 2015/16 competitions at the AGM.

  • Clothing

Feedback on the clothing from the 2015/16 academic year and discussion of what clothing styles we’d like for the next academic year. A review of our pre-order system and times of year for making orders.

  • Sponsors

A review of our sponsors this year, who have we enjoyed having most and where have we missed out. A discussion of what we’d like from sponsors next year. We’ll take a look at the different levels of sponsorship – national sponsors and local club sponsors and discuss the best strategy for keeping our value as a membership entity high enabling us to get the most out of sponsorship.

  • Gyms and training facilities

A look at the club relationships at gyms and training facilities. Discussing where we’ve been supported and where it’s been hard to get backing. We’ll discuss University gyms in particular to see if there’s a way we can collaborate to increase our membership base and build strong relations.

  • Finances

Managing club funds. What’s everyone’s financial situations been like. What are we spending the most money and where can we save money. A discussion of University funding and where the most success has been had. How best to raise funds and what are the best things to allocate cash to. Should we aim to invest in club equipment.

  • Affiliated clubs

More and more non MASS-branded club start-ups are affiliating with us. There’s clubs for CrossFit specifically, some ‘strength-sports’ clubs and weightlifting and barbell clubs.  Do they have a central approach? Can we help them by offering them affiliation?

  • Feedback Survey

Based on the discussions up to this point in the meeting what questions do we need to put in a member feedback survey to get the feedback required to make sure all our plans match members needs.

  • Competitions

Here we’ll look at the non-sporting competitions. Such as fitness challenges, transformation challenges, cooking competitions and similar things. How can we use these to reward members and attract new members?

  • Reward Schemes

It’s only recently that MASS has established a society tier system with targets to give clubs a guide as to what they can aim for. We’ve also enabled an affiliate system on the website for clothing sales. In this part of the meeting we’ll look at how we can reward clubs and committee members for hitting targets.

  • National and Regional volunteer positions

More positions will become available to contribute to MASS activities on a national scale. Here we’ll look at what positions are needed and the process for recruiting and managing them. Positions may include writers, online content formatters, competition organisers, regional society reps.

  • Website

A review of the current website and suggestions for improvements. What new capabilities will be required to service all that’s been discussed in the meeting up to this point.

  • Limitations for MASS

A quick look at where MASS HQ has struggled running events and facilitating growth. Ideas on how we plan to tackle this moving forward.

  • Our Vision

What do we, collectively, want to achieve in the long run. Where do we see the organisation in 1 year, 3 years and 5 years.

  • The Brand

A review of the MASS brand. The brand name itself and the branding. Is it a good representative of our vision moving forward? Are changes needed or not.

  • Strategies for Growth

A discussion of ways to trigger large scale growth and help more students

  • Year structure

Here we’ll agree on a provisional academic year structure based on discussions in the meeting.

  • Objectives for 2015/16

What are our objectives for 2015/16. What do we need to achieve between now and the national society training meeting in September 2015.

  • Mission Statement

To finish the meeting all attendees will give their input to create a mission statement for the club. Our mission statement will represent our beliefs and form the basis on which all decisions are made.

David Bissell
Founder & Director
MASS

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