SUAMS General Meeting 2017

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hosted by Association of Malaysian Students

Club : Association of Malaysian Students
DATE: 30 Mar 2017
TIME: 6:00 pm - 9:00 pm
Location : Carslaw Lecture Rom 351

AGENDA OF A GENERAL MEETING OF SYDNEY UNIVERSITY ASSOCIATION MALAYSIAN STUDENTS (SUAMS) TO BE HELD AT 6:00pm – 9pm ON 30 March 2017 IN THE Carslaw Lecture Room 351 AGENDA EXECUTIVE ATTENDANCE: President: Ying Yi Lim Vice President: Xian Zhu Ng Treasurer: Mohammad Adam Eiman Jamsari Secretary: Lay Shien See Cultural Director: Darron Ho Cultural Director: Adeline Tan Social Director: Jocelyn Teh Social Director: Keni Tay Public Relations Officer: Yee Chin Kwang Welfare Officer: Alyssa Leng 1. OPENING AND WELCOME 1.1. To nominate Ying Yi Lim, current President of the Sydney University Association of Malaysian Students (hereby known as SUAMS), to chair the event. 2. APOLOGIES AND LEAES OF ABSENCE 3. MINUTES OF THE PREVIOUS MEETING (IF ANY) 3.1. Minutes of the meeting (Previous meeting date) will be considered. 4. BUSINESS ARISING FROM THE MINUTES 5. CORRESPONDENCE 5.1. Incoming and outgoing correspondence since the previous meeting of the Society will be circulated. 6. MOTIONS ON NOTICE 6.1. To propose the following amendments to SUAMS’ constitution, which are listed as follows: 6.1.1. To make the following spelling amendment to section 2.3m of the constitution: Organising and/or participating in joint social/sports/cultural events with other MASCA-affiliated clubs. 6.1.2. To remove section 3.1.ii of the constitution regarding Honorary Membership. 6.1.3. Taking into consideration the removal of section 3.1.ii of the constitution, the following sections are to be amended to facilitate the removal of Honorary Membership: 6.1.3.1. Section 4.3, which will be replace with the following: 4.3 Attendance of Executive Members at General Meetings is obligatory. Any Executive Member who does not attend three consecutive meetings without leave can be dismissed from the Executive by a two-thirds majority vote of those Ordinary in attendance at an Ordinary Meeting. 6.1.3.2. Section 9.2, which will be replace with the following: 9.2 Only Ordinary Members shall be eligible to be candidates for election or to vote in the annual elections. 6.1.3.3. Section 9.4.iv, which will be replace with the following: 9.4.iv. that only Ordinary Members shall be eligible to be candidates for election or to vote. 6.1.3.4. Section 10.1, which will be replace with the following: 10.1 This Constitution may be amended by a two-thirds majority of those Ordinary Members in attendance at any General Meeting, provided that: 6.1.4. To rename the positions of “Public Relations Officer”, “Student Welfare Officer”, “Publications Officer” and “Media Officer”, as well as remove the position of “IT officer”, by replacing section 4.1 of the constitution with the following: 4.1The Executives i) President ii) Vice President iii) Secretary iv) Treasurer v) 2 Social Directors vi) 2 Sport Directors vii) 2 Cultural Directors viii) Public Relations Director ix) Student Welfare Director x) Publications Director xi) Creative Director 6.1.5. To make the following renaming amendment to section 5.5.v of the constitution: 5.5.v) Liaise with the Student Welfare Director to maintain a list of current Members, in accordance with USU Guidelines. 6.1.6. To rename the position of “Public Relations Officer” to that of “Public Relations Director by amending section 5.9 of the constitution. 6.1.7. To rename the position of “Student Welfare Officer” to that of “Student Welfare Director”, and amend the job scope portfolio of the position by replacing section 5.10 of the constitution with the following: 5.10 Student Welfare Director i. Responsible for communication between the Committee and Members, including redirecting or answering member enquiries and complaints. ii. Responsible for the welfare of the Society’s members by providing help to any matters including but not limited to transportation and accommodation. iii. Responsible for maintaining the membership database and liaising with the Secretary to maintain a list of current members. 6.1.8. To rename the position of “Publications Officer” to that of “Publications Director”, and amend its job scope portfolio, by replacing section 5.11 of the constitution with the following: 5.11 Publications Director i) Working collaboratively with the Creative Director, the Publications Director is responsible for matters relating to the society’s marketing and publications. ii) WHEREBY matters relating to marketing involve directing publicity efforts for events related to the society, including being wordsmith for posters and promotional material prepared for distribution both online and printed. iii) WHEREBY matters relating to publications involve producing and editing written content for publications produced by the society, including newsletters, websites, social media posts and other printed or online publications. 6.1.9. To rename the position of “media officer” to that of “creative director”, and amend the job scope portfolio of the position, by replacing section 5.12 of the constitution with the following: 5.12 Creative Director i) Acts as the society’s official photographer ii) Working collaboratively with the Publication Director, the Creative Director is responsible for matters relating to the society’s marketing and publications. iii) WHEREBY matters relating to marketing involve directing publicity efforts for events related to the society, including poster design and preparation of promotional material for distribution both online and printed. iv) WHEREBY matters relating to publications involve designing and preparing photos for publications produced by the society, including newsletters, websites, social media posts and other printed or online publications. 6.1.10. To remove the position of “IT officer” from the Executive by removing section 5.13 of the constitution. 6.2. That the following positions amended by the constitutional changes will be voted upon for elections should the constitutional amendments be passed i. Creative Director ii. Publications Director iii. Welfare Director 6.3. That the constitutional changes proposed will be voted upon by secret ballot, and passed only by the receival of two-third majority, in accordance to rules set out in section 10.1 of the SUAMS constitution, and the Clubs and Societies regulations. 7. REPORTS OF EXECUTIVE MEMBERS (IF ANY) 7.1. President to present report on the progress of the society since the last AGM. 8. OTHER REPORTS (IF ANY) 8.1. None 9. ELECTION OF THE EXECUTIVES Election to fill currently vacant positions of committee members, as listed below. The candidates for election for election for the Committee shall be nominated at the GM. Only Ordinary Members shall be eligible to be candidates for election or to vote in the annual elections. Nominations open on 15 March, and close at 4 pm, 30 March 2017. Voting will be by secret ballot, and be Single Transferable Vote. Elections are to be carried out in accordance to section 9 of the SUAMS constitution. Positions open to election, provided the constitutional changes proposed in 7.1 of the agenda were passed, are as follows: 9.1 Sports Director (X2) 9.2 Publications Director 9.3 Creative Director 9.4 Student Welfare Director Alternatively, positions open to election, provided the constitutional changes proposed in 7.1 of the agenda were not passed, are as follows: 9.5 Sports Director (X2) 9.6 Publications Director 9.7 Media Officer 9.8 IT Officer 9.9 Student Welfare Officer 10. GENERAL BUSINESS 10.1. Members will be informed of upcoming events. 11. DATE OF THE NEXT MEETING 11.1. Date: 4 March 2017 11.2. Venue: To be announced 12. CLOSE OF MEETING 12.1. With no other business to be attended to the Chair declared the meeting closed at 9pm