Handover ​

One of the most important times of year is our AGM and the associated handover processes that occur. This document outlines the process for the handover of the club from the current board to the new board.

Tasks before AGM ​

Before the AGM several tasks should be finished by the board in preparation for the handover. These tasks include:

• Updating handover documents for all positions
• Working with clubs in the collective to support their handover

Annual General Meeting ​

Handover planning begins at the start of Semester 2 with the initial planning and organising of the AGM. The current board will be responsible for organising the AGM and the handover process. In organising the AGM as per the constitution, the current board will be responsible for:

• Secretary organising the AGM
• President writing presidents report
• Treasurer presenting financial report
• Secretary calling for nominations for the board at least 2 weeks before the AGM
• Secretary sending out the agenda and all candidate details 1 week before the AGM

Handover ​

Once the AGM has been completed, the new board will take over the club. In order to ensure a smooth transition the Handover period lasts until the end of Semester 2 finishing on the Friday of Week 12. This handover period has the previous board continuing to operate in their positions alongside the new board, this does not mean the old board still has the authority of those positions as that rests solely with the new board.

President ​

Handover should occur immediately after the AGM and continue until the end of the semester. The goal is to bring the new President up to speed with them able to take over all events in weeks 11/12. The handover should also be done in collaboration with the Vice President due to the close relationship between the roles.

• Hand over key for cupboard
• Introductions
  • Dean and heads of schools (bring to FENG meeting)
  • heads of clubs in the collective
  • Sponsors
  • VUWSA President
  • Clubs Manager
• Go over expectations of president and standards of the club, reference
• During handover make new president also sign off on events and part of the actions taken
• Work with treasurer for bank account handover
• Support new president in the background

Vice President ​

• Hand over key for cupboard
• Go over expectations of the role, reference

Secretary ​

• Go over expectations of the role, reference

Treasurer ​

• Hand over bank account details and cards
• Organise signatories handover with bank
• Walk through funding and sponsorship process
• Go over expectations of the role, reference

Engagement Lead ​

• Go over expectations of the role, reference

Representation Lead ​

• Go over expectations of the role, reference

Post Handover Tasks ​

Once the Handover is complete (Friday week 12) the Secretary will complete the final tasks.

• Change Bitwarden master password removing the old boards access
• Make sure all property has been returned
• Remove access of old board members from the Google Drive and any other services
• Remove old board members from access to private channels in the Discord Server by removing their Position and Board roles.