Club : Science Society
DATE: 30 Oct 2019
5:00 pm - 6:30 pm
Location : IGLU Space International Student Lounge
AGENDA OF ANNUAL GENERAL MEETING OF the Sydney University Science Society (SCISOC) TO BE HELD AT 5pm the 30th of October AT IGLU Space in the International Student Lounge 1
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:
3.3.1 Ordinary membership: $0
3.3.1 Ordinary membership: $5
3.3.2 Associate membership: $0
Amend to: 3.3.2 Associate membership: $5
4.1 The Society shall have an Executive consisting of:
4.1.1 A President
4.1.2 A Vice President (Internal)
4.1.3 A Vice President (External)
4.1.4 A Secretary
4.1.5 A Treasurer
4.1 Structure: The Society shall have an Executive consisting of:
4.1.1 A President
4.1.2 A Vice President
4.1.3 A Treasurer
4.1.4 A Secretary
5.1 The President shall:
5.1.1 Plan The Society’s activities in consultation with the Executive
5.1.2 Liaise with the Executive and any Committees formed by The Society
5.1.3 Ensure that all tasks necessary for the running of The Society are performed (either through doing them or delegating duties)
5.1.4 Maintain a register of all relevant keys and swipe cards held by members of the Executive for the purpose of Society business
5.1.5 Ensure an adequate handover, including any documents and materials, to the following Executive
5.1.6: Record the details of all Society activities and events, the work of each Executive member and feedback for Society activities and events, for the writing of a detailed report to be passed forward to the incoming President during handover
5.1.7: Undertake training for dealing with sexual harassment and assault cases prior to attendance of the Annual Society Camp
5.1 The President shall:
• 5.1.1: Establish a clear, formal plan to achieve the club’s aims for the year.
• 5.1.2: Support the welfare and effectiveness of all members of the Executive and General executive by additional trainings, good camaraderie, individual executive goalsetting, teambuilding and any further measures.
• 5.1.3: Ensure the successful execution of all events and tasks through effective and compassionate management and delegation.
• 5.1.4: Represent the society to internal and external organisations.
• 5.1.5: Ensure a total handover of all assets and knowledge, including but not limited to the constitution, accounts, passwords, keys, budgets, contacts, sponsorship contracts, membership lists, event reflections and any other relevant materials to the incoming President.
• 5.1.6: Ensure every member of the Executive and General Executive hands over to the next member in a similar manner to 5.1.5.
• 5.1.7: Ensure certain representatives of the Executive and General Executive have undergone sexual assault, first aid and responsible service of alcohol training in addition to the requirements of the Clubs and Societies Program.
• 5.1.8: Authorise any proposed events and merchandise.
• 5.1.9: Manage the Society’s email account.
5.2A The Vice President (Internal) shall:
5.2A.1 Manage the relationship of The Society with university organisations such as other clubs & societies and The Faculty of Science
5.2A.2 Manage emails and other correspondence directly from internal organisations
5.2A.3 Manage messages received from students on social media platforms
5.2A.4 Update, work with and delegate tasks to the Faculty Liaison Officer, Campus Outreach Officer and Student Wellbeing Officer
5.2A.5 Deputise for the President as needed
5.2B The Vice President (External) shall:
5.2B.1 Manage the relationship of The Society with external organisations such as alumni, clubs and societies off-campus and sponsors
5.2B.2 Manage emails and other correspondence directly from external organisations
5.2B.3 Update, work with and delegate tasks to the Sponsorship Officer and Event Coordinators 5.2B.4 Deputise for the President as needed
5.2 The Vice President shall:
• 5.2.1: Ensure the effective execution of tasks by fair delegation.
• 5.2.2: Liaise with the President on event and task progress.
• 5.2.3: Manage messages received on the Society social media pages.
• 5.2.4: Oversee the Society’s relationships with sponsors in conjunction with the Sponsorship officer.
• 5.2.5: Deputise for the president when needed.
5.3.3 Present the Unaudited Income & Expenditure Statement and the Bank Reconciliation at the Club's Annual General Meeting
5.3.3 Ensure that all financial forms, including but not limited to pre-event, post-event, welcome week, merchandise and capital expenditure forms are submitted on time, either by the Treasurer or another executive.
5.3.5 Ensure an adequate handover, including any documents and materials, to the following Executive.
Amend to: (Removed as 5.6 covers clause)
5.6 All executive members must train those elected to replace them after the annual general meeting
5.6 All members of the Executive have a responsibility to handover all documents, information and acquired knowledge to the next executive to assume their role following election.
5.7 THE GENERAL EXECUTIVE COMMITTEE
5.7.1 The Society shall have a General Executive Committee which consists of: 1,1 The Executive Members as outlined in Clause 4.1
1,2 Two Event Coordinators
1,3 Two Marketing Directors
1,4 A Design Director
1,5 A Publications Manager
1,6 A Sponsorship Director
1,7 Two Sports Directors (1 Male Identifying, 1 Female Identifying)
1,8 A Faculty Liaison Officer
1,9 A Campus Outreach Officer
1,10 A Student Wellbeing Officer
5.7 The General Executive Committee shall consist of:
• 184.108.40.206: The Executive, as per 4.1
• 220.127.116.11: 1 or 2 Events Directors
• 18.104.22.168: A Marketing Director
• 22.214.171.124: A Junior Vice President
• 126.96.36.199: An Executive Chief Culinary Officer
• 188.8.131.52: A Sponsorship Director
• 184.108.40.206: 2 Sports Directors
• 220.127.116.11: 2 General Executives
• 18.104.22.168: All executives shall ensure an adequate handover to the next executive elected to their role, transferring any and all accounts, resources, documents and any such useful information to the best of their ability.
5.7.2 The Event Coordinators shall:
2,1 Plan, organize and host events for all society members, including major annual events, as well as smaller events and charity events
2,2 Instigate availability, pricing, capacity, equipment and catering of venues for major events
2,3 Decide on specific details of major events, including event size, themes, dress code, menu, etc.
2,4 Coordinate with the Treasurer for event payments
2,5 Correspond with professional event coordinators and venue staff
2,6 Manage ticket sales for all ticketed events
2,7 Liaise with the Vice Presidents for events involving other parties such as Joint On-Campus Events
2,8 Direct and delegate within the Events Sub-Committee to spread workload, inspire innovation and give committee members the opportunity to gain valuable skills
5.7.2 The Events Coordinators shall:
• 22.214.171.124 Be elected as a single entity, or commonly, “ticket” of up to two ordinary members. Only one ticket may be elected. For example, two members may nominate together, and be elected, but if they nominate individually, only one may be accepted.
• 126.96.36.199 Act as logistical coordinators for the Society’s events.
• 188.8.131.52 Complete and delegate tasks to other executives or subcommittee members to ensure the successful running of events.
• 184.108.40.206 Facilitate brainstorming with executives and subcommittee members.
• 220.127.116.11 Liaise with the Executive and especially the Treasurer to ensure events are first and foremost for the immediate benefit of members.
• 18.104.22.168 Delegate to and autonomously manage the events subcommittee
5.7.3 The Marketing Directors shall:
3,1 Increase awareness of The Society and its events through creation and distribution of social media campaigns, posters and handouts, lecture announcements, The Society's newsletter etc.
3,2 Manage and update The Society’s social media pages and website on a regular basis
3,3 Utilise data provided by social media platforms to report back to the President successful and unsuccessful marketing campaigns for reporting purposes
3,4 Direct and delegate within the Marketing Sub-Committee to spread workload, inspire innovation and give committee members the opportunity to gain valuable skills
5.7.3 The Marketing Director shall:
• 22.214.171.124 Improve awareness and engagement with the Society via multiple medias.
• 126.96.36.199 Develop a marketing strategy prior to the commencement of each semester.
• 188.8.131.52: Delegate to and autonomously manage the marketing subcommittee.
• 184.108.40.206: Ensure the proper documentation, ideally with photographs, of all the Society’s events.
5.7.4 The Design Director shall:
4,1 Be responsible for the creation of all marketing material for The Society including graphic design work, social media promotional material and photos, event posters, photo spreads, promotional videos etc.
4,2 Collaborate with the Event Coordinators and Marketing Directors to ensure marketing materials reflect their plans for events and/or marketing campaigns
4,3 Spearhead the Bi-Annual Society Merchandise drive (T-Shirts in Semester 1, Hoodies/Jumpers in Semester 2) including the design of the merchandise, and collaborate with the Executive body including Marketing Directors and Campus Outreach Officer to place orders and distribute to students
4,4 Direct and delegate within the Design Sub-Committee to spread workload, inspire innovation and give committee members the opportunity to gain valuable skills
5.7.4 The Junior Vice President shall:
• 220.127.116.11: Represent the interests of the junior members of the society, especially those in their first semesters at university.
• 18.104.22.168: Shadow the Executive in their duties, and deputise when needed.
• 22.214.171.124: uphold the duties of the general executives
• 126.96.36.199: Be elected by nomination at a General meeting within the first half of semester
5.7.5 The Publications Manager shall:
5,1 Create, design and write a weekly online newsletter update (via a platform such as MailChimp) and distribute it to all members via email
5,2 Create, design and write an online First Year Guide for distribution during the week prior to Semester 1 with the assistance and consultation of the Marketing Directors, the Design Director and any other Executive members as seen fit
5,3 Maintain all other Society publications as needed
5.7.5 The Executive Chief Culinary Officer shall:
• 188.8.131.52: Coordinate all on-campus food events, such as barbeques, free pizza, seasonal donuts etc
• 184.108.40.206: Coordinate and autonomously manage the culinary subcommittee.
• 220.127.116.11: Draft rosters for executive attendance and ensure the proper executive attendance at on-campus food-related events.
5.7.6 The Sponsorship Director shall:
6,1 Seek out and liaise with prospective sponsors and/or partners
6,2 Organise meetings between potential sponsors and the Vice President (External)
6,3 Write sponsorship contracts, to be signed by the President, the Vice President (External) and relevant sponsor company executives
6,4 Create and maintain a prospective sponsorship guide outlining sponsorship options offered and other relevant details
5.7.6 The Sponsorship Director shall:
• 18.104.22.168: Seek and uphold sponsors and their commitments
• 22.214.171.124: Maintain prospectus in conjunction with the President, Vice President, and Treasurer.
• 126.96.36.199: Write and uphold contracts with sponsors.
5.7.8 The Faculty Liaison Officer shall:
8,1 Maintain monthly meetings and/or correspondence with relevant Faculty staff to report on the needs and achievements of The Society and find out the needs of The Faculty
8,2 Report the minutes of these meetings to the President and Vice President (Internal)
8,3 Coordinate Faculty-based events in consultation with the Event Coordinators
8,4 Plan and delegate Executive members around the Faculty’s annual welcoming events for new students in consultation with the Vice President (Internal)
8,5 Co-write any Faculty Proposals required in consultation with the President and Vice President (Internal) Amend to:
5.7.8 General executives shall:
• 188.8.131.52: Support the running of events by attending and facilitate their success, working alongside other directors.
• 184.108.40.206: Tackle a wide range of tasks delegated to by various executives
• 220.127.116.11: Provide consistent support and engagement with society members
• 18.104.22.168: Maintain the society storeroom.
5.7.9 The Campus Outreach Officer shall:
9,1 Maintain relationships between The Society and other clubs and societies on campus
9,2 Propose joint events between The Society and other clubs, societies and organisations on campus in consultation with the Event Coordinators and Vice President (Internal)
9,3 Pass on proposed joint event ideas from campus organisations to the Event Coordinators and Vice President (Internal)
9,4 Organise monthly meetings and/or correspondence with other Science-affiliated clubs and societies to discuss coordination and other relevant issues
9,5 Correspond with other large clubs and societies on campus to find out information such as major event dates and relay this to the Event Coordinators and Vice President (Internal)
Amend to: (Role Removed)
5.7.10 The Student Wellbeing Officer shall:
10,1 Advocate for the equitable treatment of all society members from all backgrounds
10,2 Assist in mediating disputes within The Society
10,3 Provide at-risk Society members with the details of mental health, financial and student services
10,4 Undertake training for dealing with sexual harassment and assault cases prior to attendance of the Annual Society Camp
Amend to: (Role Removed)
5.8 The Society will appoint 4 Sub-Committees, elected during Week 3 of the Semester directly following the semester during which the Annual General Meeting was held. Election will be on a written application basis (with notice of elections given at least 14 days prior) and decided upon by the Director/s of the relevant Sub-Committees. Each Sub-Committee will consist of between 3 and 6 students who DO NOT hold an Executive position and they shall hold their position until the next AGM (unless requested prior).
The 4 sub-committees shall consist of:
5.8.1 An Events Sub-Committee, directed and delegated by the Two Event Coordinators
5.8.2 A Marketing Sub-Committee, directed and delegated by the Two Marketing Directors
5.8.3 A Design Sub-Committee, directed and delegated by the Design Director
5.8.4 A Sports Sub-Committee, directed and delegated by the Two Sports Directors
5.8 The Society shall elect 4 subcommittees prior to Friday week 3 of first semester. Election shall be by written expression, followed by a vote of confidence by the relevant director. Each subcommittee shall consist of 1 to 3 members of the society not currently on the executive. Their term is until the next AGM and are eligible for the same process of dismissal as all executives, see section 7.7.4. These subcommittees shall be: 5.8.1: An events subcommittee, autonomously directed by the Events Director(s).
• 5.8.2: A marketing subcommittee, autonomously directed by the Marketing Director.
• 5.8.3: A culinary subcommittee, autonomously directed by the Executive Chief Culinary Director.
• 5.8.4: A sports subcommittee, autonomously directed by the Sports Directors.
9.1 The Executives shall be elected annually at the Annual General Meeting in the month of October each year. Amend to
9.1.1 and 9.1.2:
9.1.1 The Executives shall be elected annually at the Annual General Meeting in the month of October each year, except the Junior Vice-President Role, which is elected at the first General Meeting of each year, unless specified by 9.1.2.
9.1.2 If a general meeting is not held throughout the entire year this executive role is to be elected at the AGM and last till the first General Meeting of the next year.
6. ELECTION OF EXECUTIVES Appointment of Returning Officer To nominate please use the following link: https://forms.gle/1a7z8XCqX1AaihRt5
Nominations will be considered and voted on for the following positions (On the Condition the constitutional amendments regarding the Executive are passed, that is amendments regarding section 4 and 5 of the constitution):
1. President 2. Vice-President 3. Treasurer 4. Secretary 5. Events Director(s) 6. Marketing Director 7. Executive Chief Culinary Officer 8. Sponsorship Director 9. Sports Directors 10. General Executives Nominations will be considered and voted on for the following positions
(On the Condition the constitutional amendments regarding the Executive are NOT passed, that is amendments regarding section 4 and 5 of the constitution): 1. President 2. Vice-President (Internal) 3. Vice-President (External) 4. Treasurer 5. Secretary 6. Two Event Coordinators 7. Two Marketing Directors 8. Design Director 9. Publications Manager 10. Sponsorship Director 11. Two Sports Directors (1 Male Identifying, 1 Female Identifying) 12. Faculty Liason Officer 13. Campus Outreach Officer 14. Student Wellbeing Officer
7. GENERAL BUSINESS
8. DATE OF THE NEXT MEETING
9. CLOSE OF MEETING