SUUNS Annual General Meeting

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Hosted by SUUNS

Club : United Nations Society
DATE: 18 Oct 2018
TIME: 5:30 am - 7:30 am
Location : HOLEMS BUILDING, BERNARD ELDERSHAW ROOM

Annual General Meeting of Sydney University United Nations Society. Amending constitution and voting for 2019 executives.

AGENDA OF ANNUAL GENERAL MEETING OF SYDNEY UNIVERSITY UNITED NATIONS SOCEITY
TO BE HELD AT 1730 hrs, 18th of October AT MANNING BUILDING, BERNARD ELDERSHAW ROOM
 
 
1.    OPENING AND WELCOME
2.    APOLOGIES AND LEAVES OF ABSENCE
3.    MINUTES OF THE PREVIOUS MEETING & BUSINESS ARISING FROM THE MINUTES
4.    ANNUAL REPORTS
5.    CONSTITUTIONAL AMENDMENTS

The following amendments to the constitution are proposed:



4.     THE EXECUTIVE
4.1.         The Society shall have an Executive consisting of:
4.1.1.     A President
4.1.2.     A Vice President
4.1.3.     A Secretary
4.1.4.     A Treasurer
4.1.5.     A Conferences Director
4.1.6.     An Education Director
4.1.7.     A Marketing Director
4.1.8.     An Internal Events Director
4.1.9.     An External Events Director
4.1.10.   A Sponsorship Director
4.1.11.   Up to three (3) General Executive Members.
 
5.     DUTIES OF EXECUTIVE MEMBERS
5.1.         The President shall:
5.1.1.     Plan and oversee all of the Society’s activities in consultation with the Executive and, where applicable, the Secretariats of the Sydney University Schools Model United Nations Conference and Sydney Model United Nations Conference and any ad hoc task forces or working groups established by the Executive;
5.1.2.     Present to the Annual General Meeting a report detailing the state of the Society;
5.1.3.     Ensure an adequate handover, including any documents, materials and possessions of the Society, to the following Executive;
5.1.4.     Maintain the Society’s links with the University of Sydney, the University of Sydney Union, external organisations, and student societies at the University of Sydney and other universities.
5.2.         The Vice-President shall:
5.2.1.     Deputise for the President, assuming key responsibilities in priority areas set at the beginning of the academic year.
5.3.         The Treasurer shall:
5.3.1.     Maintain the Society’s finances in accordance with the C&S Handbook for Treasurers produced by the Clubs & Societies Office of The University of Sydney Union;
5.3.2.     Present to the Annual General Meeting of the Society a report detailing the financial activity and status of the Society;
5.3.3.     Ensure an adequate handover, including any documents and materials, to the following Executive.
5.4.         The Secretary shall:
5.4.1.     Conduct the correspondence of the Society;
5.4.2.     Book meeting rooms for the Society;
5.4.3.     Keep minutes of the proceedings of all Society meetings, including Ordinary, General and Executive Meetings;
5.4.4.     Maintain the records and documents of the Society;
5.4.5.     Maintain a list of current Members, in accordance with University of Sydney Union Guidelines;
5.4.6.     Maintain the Society’s registration with The University of Sydney Union.
5.5.         The Conferences Directors shall:
5.5.1.     Coordinate delegations of Society members to intervarsity Model United Nations conferences, and other similar events;
5.5.2.     Coordinate with other Executive members to promote such conferences and organise any events or activities related to the conferences;
5.5.3.     Assist with the convening of conferences by the Society at the University of Sydney
5.5.4.     Appoint as necessary Head Delegates for delegations to intervarsity conferences, or Convenors for conferences hosted by the Society, subject to the approval of the President advised by the Executive
5.6.         The Education Director shall:
5.6.1.     Coordinate the hosting of the Sydney University Schools’ Model United Nations (SUSMUN) conference, in conjunction with the Executive and the SUSMUN Working Group;
5.6.2.     Maintain the Society’s links with secondary schools and coordinate activities to strengthen these relationships;
5.6.3.     Obtain and circulate to members information regarding internships, scholarships, and other matters they deem relevant to members.
5.7.         The Marketing Director shall:
5.7.1.     Promote the Society and its events at the University of Sydney;
5.7.2.     Promote any conferences that the Society is convening or to which the Society is sending a delegation;
5.7.3.     Liase with the Education Director to notify secondary schools about SUSMUN.
5.8.         The Internal Events Director shall:
5.8.1.     Arrange guest speakers on relevant topics for Society events;
5.8.2.     Arrange social events for members of the Society, including those within larger conferences;
5.8.3.     Coordinate with the External Events Director;
5.8.4.     Coordinate with other Executive members on logistical matters related to the hosting of conferences or other events.
5.9.         The External Events Director shall:
5.9.1.     Arrange events externally from the Society, including those with other societies within and without the University of Sydney;
5.9.2.     Coordinate with the Internal Events Director;
5.9.3.     Coordinate with other Executive members on logistical matters related to the hosting of conferences or other events.
    5.9.4 – Maintain established databases and informational procedures and continue to develop    them
   5.9.5 – Maintain relationships created by the society
 
5.10.      The Sponsorship Director shall:
5.10.1.   Prepare sponsorship applications for both in-kind and financial support for Society activities;
5.10.2.   Develop and maintain strategic partnerships with prospective sponsors.
5.11.      The General Executive Members shall:
5.11.1.   Provide general support to the Executive in managing the Society’s affairs;
5.11.2.   Assume responsibility for special projects of the Society subject to the approval of the President, advised by the Executive;
Assume temporary responsibility for a casual vacancy of an executive-with-portfolio pending the fulfillment of the procedures contained within Section 10.9 of the Constitution.
 
 
Amended to:
 
 
4.     THE EXECUTIVE
4.1.         The Society shall have an Executive consisting of:
4.1.1.     A President
4.1.2.     A Vice President
4.1.3.     A Secretary
4.1.4.     A Treasurer
4.1.5.     A Conferences Director
4.1.6.     An Education Director
4.1.7.     A Marketing Director
4.1.8.     An Internal Events Director
4.1.9.     An External Events Director
4.1.10.   A Sponsorship Director
4.1.11.   Up to three (3) General Executive Members.
4.1.12.    A Womens’ Officer’
 
5.     DUTIES OF EXECUTIVE MEMBERS
5.1.         The President shall:
5.1.1.     Plan and oversee all of the Society’s activities in consultation with the Executive and, where applicable, the Secretariats of the Sydney University Schools Model United Nations Conference and Sydney Model United Nations Conference and any ad hoc task forces or working groups established by the Executive;
5.1.2.     Present to the Annual General Meeting a report detailing the state of the Society;
5.1.3.     Ensure an adequate handover, including any documents, materials and possessions of the Society, to the following Executive;
5.1.4.     Maintain the Society’s links with the University of Sydney, the University of Sydney Union, external organisations, and student societies at the University of Sydney and other universities.
5.2.         The Vice-President shall:
5.2.1.     Deputise for the President, assuming key responsibilities in priority areas set at the beginning of the academic year.
5.3.         The Treasurer shall:
5.3.1.     Maintain the Society’s finances in accordance with the C&S Handbook for Treasurers produced by the Clubs & Societies Office of The University of Sydney Union;
5.3.2.     Present to the Annual General Meeting of the Society a report detailing the financial activity and status of the Society;
5.3.3.     Ensure an adequate handover, including any documents and materials, to the following Executive.
5.4.         The Secretary shall:
5.4.1.     Conduct the correspondence of the Society;
5.4.2.     Book meeting rooms for the Society;
5.4.3.     Keep minutes of the proceedings of all Society meetings, including Ordinary, General and Executive Meetings;
5.4.4.     Maintain the records and documents of the Society;
5.4.5.     Maintain a list of current Members, in accordance with University of Sydney Union Guidelines;
5.4.6.     Maintain the Society’s registration with The University of Sydney Union.
5.5.         The Conferences Directors shall:
5.5.1.     Coordinate delegations of Society members to intervarsity Model United Nations conferences, and other similar events;
5.5.2.     Coordinate with other Executive members to promote such conferences and organise any events or activities related to the conferences;
5.5.3.     Assist with the convening of conferences by the Society at the University of Sydney
5.5.4.     Appoint as necessary Head Delegates for delegations to intervarsity conferences, or Convenors for conferences hosted by the Society, subject to the approval of the President advised by the Executive
5.6.         The Education Director shall:
5.6.1.     Coordinate the hosting of the Sydney University Schools’ Model United Nations (SUSMUN) conference, in conjunction with the Executive and the SUSMUN Working Group;
5.6.2.     Maintain the Society’s links with secondary schools and coordinate activities to strengthen these relationships;
5.6.3.     Obtain and circulate to members information regarding internships, scholarships, and other matters they deem relevant to members.
5.7.         The Marketing Director shall:
5.7.1.     Promote the Society and its events at the University of Sydney;
5.7.2.     Promote any conferences that the Society is convening or to which the Society is sending a delegation;
5.7.3.     Liase with the Education Director to notify secondary schools about SUSMUN.
5.8.         The Internal Events Director shall:
5.8.1.     Arrange guest speakers on relevant topics for Society events;
5.8.2.     Arrange social events for members of the Society, including those within larger conferences;
5.8.3.     Coordinate with the External Events Director;
5.8.4.     Coordinate with other Executive members on logistical matters related to the hosting of conferences or other events.
5.9.         The External Events Director shall:
5.9.1.     Arrange events externally from the Society, including those with other societies within and without the University of Sydney;
5.9.2.     Coordinate with the Internal Events Director;
5.9.3.     Coordinate with other Executive members on logistical matters related to the hosting of conferences or other events.
    5.9.4 – Maintain established databases and informational procedures and continue to develop    them
   5.9.5 – Maintain relationships created by the society
 
5.10.      The Sponsorship Director shall:
5.10.1.   Prepare sponsorship applications for both in-kind and financial support for Society activities;
5.10.2.   Develop and maintain strategic partnerships with prospective sponsors.
5.11.      The General Executive Members shall:
5.11.1.   Provide general support to the Executive in managing the Society’s affairs;
5.11.2.   Assume responsibility for special projects of the Society subject to the approval of the President, advised by the Executive;
5.11.3.   Assume temporary responsibility for a casual vacancy of an executive-with-portfolio pending the fulfillment of the procedures contained within Section 10.9 of the Constitution.
5.12.      The Womens’ Officer shall:
5.12.1.   Collaborate with the Executive and the organisers of MUN conferences on matters relating to the involvement and empowerment of women in the MUN community;
5.12.2.   Represent the interests of women in the MUN community generally;
5.12.3.   Organise and run events for women with the assistance of other Executive members.
 
 
6.    ELECTION OF EXECUTIVES
Appointment of Returning Officer
Nominations will be considered and voted on for the following positions:
·         President
·         Vice-President
·         Secretary
·         Treasurer
·         Conference Director
·         Marketing Director
·         Education Director
·         Internal Director
·         External Event Director
·         Sponsorship Director
·         General Executives
·         Womens’ Officer
 
 
7.    GENERAL BUSINESS
8.    DATE OF THE NEXT MEETING
CLOSE OF MEETING