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Club : Sydney University Information Technologies Society (SUITS)
DATE: 18 Sep 2019 - 18 Sep 2019
TIME: 5:30 pm - 9:00 pm
Location : CSB Boardroom



AGENDA OF ANNUAL GENERAL MEETING OF SYDNEY COMPUTING SOCIETY (SYNCS)
TO BE HELD AT 5.30PM (FOR A 6PM START) ON WEDNESDAY 18 SEPTEMBER 2019 AT THE CSB BOARDROOM

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 Treasurer
4.1.4.    A Secretary
4.1.5.    An Event Coordinator 
4.1.6.    A Public Relations Officer
4.1.7.    An Industry Liaison
4.1.8.    A Systems Administrator
4.1.9.    An Information Technology Event Coordinator 
4.1.10.    And up to a further seven Executive Members, comprising:
4.1.10.1.    An additional Industry Liaison
4.1.10.2.    An additional Information Technology Event Coordinator 
4.1.10.3.    An Undergraduate Representative
4.1.10.4.    A Postgraduate Representative
4.1.10.5.    A First Year Representative
4.1.10.6.    An International Student Representative
4.1.10.7.    A Diversity Representative

Amend 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 Treasurer
4.1.4.    A Secretary
4.1.5.    A Social Events Coordinator
4.1.6.    A Branding Manager
4.1.7.    A Social Media Manager 
4.1.8.    An Industry Liaison
4.1.9.    A Systems Administrator
4.1.10.    A Technology Events Coordinator (Prog Comp)
4.1.11.    A Technology Events Coordinator (Cyber Security)
4.1.12.    And up to a further seven Executive Members, comprising:
4.1.12.1.    An additional Industry Liaison
4.1.12.2.    An Undergraduate Representative
4.1.12.3.    A Postgraduate Representative
4.1.12.4.    A First Year Representative
4.1.12.5.    An International Student Representative
4.1.12.6.    A Diversity Representative

5.    Duties of Executive Members
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 an adequate handover, including any documents and materials, to the following Executive.
5.2. The Vice President shall:
5.2.1.     Deputise for the President.
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.    Keep minutes of the proceedings of all Society meetings;
5.4.3.    Maintain the records and documents of the Society;
5.4.4.    Maintain a list of current Members, in accordance with University of Sydney Union Guidelines;
5.4.5.    Maintain the Society’s registration with the University of Sydney Union.
5.5. The Event Coordinator shall:
5.5.1.    Plan, organise and supervise a schedule of events throughout the year;
5.5.2.    Book meeting rooms for the Society;
5.5.3.    Coordinate the activities of other Executives assisting in the execution of events;
5.5.4.    Liaise with the Public Relations Officer to ensure that members are aware of events.
5.6. The Public Relations Officer shall:
5.6.1.    Create and update material on the Society website and other publications;
5.6.2.    Create material for publicising the Society and its events, including (but not limited to) posters for all events and emails;
5.6.3.    Devise strategies to ensure the active participation of members. 
5.7. The Industry Liaison(s) shall:
5.7.1.    Develop and maintain links with industry partners to further mutual goals.
5.8. The Systems Administrator shall:
5.8.1.    Install and maintain computer hardware and software for the Society, including (but not limited to) the Society website;
5.8.2.    Maintain the Society’s email distribution lists.
5.9. The Information Technology Event Coordinator(s) shall:
5.9.1.    Plan, organise and supervise events pertaining to programming related activities, including (but not limited to) programming practice sessions and technology workshops;
5.9.2.    Coordinate activities with the Events Coordinator, Public Relations Officer and Industry Liaison(s) to promote member participation in programming related activities.
5.10. The Undergraduate Representative shall:
5.10.1.    Facilitate communication between the undergraduate students of the School of Computer Science, the staff of the School of Computer Science, and the Society;
5.10.2.    Coordinate activities with the Event Coordinator, Public Relations Officer and other student representatives of the Society to promote student participation in Society activities.
5.11. The Postgraduate Representative shall:
5.11.1.    Facilitate communication between the postgraduate students of the   School of Computer Science, the staff of the School of Computer Science, and the Society;
5.11.2.    Coordinate activities with the Event Coordinator, Public Relations and other student representatives of the Society to promote student participation in Society activities.
5.12. The First Year Representative shall:
5.12.1.    Facilitate communication between the first year students of the School of Computer Science, the staff of the School of Computer Science, and the Society;
5.12.2.    Coordinate activities with the Event Coordinator, Public Relations Officer and other student representatives of the Society to promote student participation in Society activities.
5.13. The International Student Representative shall:
5.13.1.    Facilitate communication between the international students of the School of Computer Science, the staff of the   School of Computer Science, and the Society;
5.13.2.    Coordinate activities with the Event Coordinator, Public Relations Officer and other student representatives of the Society to promote student participation in Society activities.
5.14. The Diversity Representative shall:
5.14.1.    Facilitate communication between those from diverse groups including the students of the School of Computer Science, the staff of the School of Computer Science, and the Society;
5.14.2.    Coordinate activities with the Event Coordinator, Public Relations Officer and other student representatives of the Society to promote student participation in Society activities.
Amended to:
5.    Duties of Executive Members
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 an adequate handover, including any documents and materials, to the following Executive.
5.2. The Vice President shall:
5.2.1.     Deputise for the President.
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.    Keep minutes of the proceedings of all Society meetings;
5.4.3.    Maintain the records and documents of the Society;
5.4.4.    Maintain a list of current Members, in accordance with University of Sydney Union Guidelines;
5.4.5.    Maintain the Society’s registration with the University of Sydney Union.
5.5. The Social Events Coordinator shall:
5.5.1.    Plan, organise and supervise a schedule of events throughout the year;
5.5.2.    Book meeting rooms for the Society;
5.5.3.    Coordinate the activities of other Executives assisting in the execution of events;
5.5.4.    Liaise with the Branding Manager and Social Media Manager to ensure that members are aware of events.
5.6. The Branding Manager shall:
5.6.1.    Create and update material on the Society website and other publications;
5.6.2.    Create and maintain society branding material including (but not limited to) websites, posters, newsletters and merchandise;
5.6.3.    Devise strategies to ensure the active participation of members. 
5.7. The Social Media Manager shall:
5.7.1.    Create and update material on the Society website and other publications;
5.7.2.    Handle external communication through social media and email;
5.7.3.    Devise strategies to ensure the active participation of members.
5.8. The Industry Liaison(s) shall:
5.8.1.    Develop and maintain links with industry partners to further mutual goals.
5.9. The Systems Administrator shall:
5.9.1.    Install and maintain computer hardware and software for the Society, including (but not limited to) the Society website;
5.9.2.    Maintain the Society’s email distribution lists.
5.10. The Technology Events Coordinator (Prog Comp) shall:
5.10.1.    Plan, organise and supervise events pertaining to programming related activities, including (but not limited to) programming competition practice sessions and technology workshops;
5.10.2.    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and Industry Liaison(s) to promote member participation in programming related activities.
5.11. The Technology Events Coordinator (Cyber Security) shall:
5.11.1.    Plan, organise and supervise events pertaining to programming related activities, including (but not limited to) programming practice sessions and cybersecurity workshops;
5.11.2.    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and Industry Liaison(s) to promote member participation in programming related activities.
5.12. The Undergraduate Representative shall:
5.12.1.    Facilitate communication between the undergraduate students of the School of Computer Science, the staff of the School of Computer Science, and the Society;
5.12.2.    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and other student representatives of the Society to promote student participation in Society activities;
5.12.3.    Coordinate the organisation of room booking and helpers for Helpdesk.
5.13. The Postgraduate Representative shall:
5.13.1.    Facilitate communication between the postgraduate students of the   School of Computer Science, the staff of the School of Computer Science, and the Society;
5.13.2.    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and other student representatives of the Society to promote student participation in Society activities.
5.14. The First Year Representative shall:
5.14.1.    Facilitate communication between the first-year students of the School of Computer Science, the staff of the School of Computer Science, and the Society;
5.14.2.    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and other student representatives of the Society to promote student participation in Society activities.
5.15. The International Student Representative shall:
5.15.1.    Facilitate communication between the international students of the School of Computer Science, the staff of the   School of Computer Science, and the Society;
5.15.2.    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and other student representatives of the Society to promote student participation in Society activities.
5.16. The Diversity Representative shall:
5.16.1.    Facilitate communication between those from diverse groups including the students of the School of Computer Science, the staff of the School of Computer Science, and the Society;
5.16.2.    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and other student representatives of the Society to promote student participation in Society activities.

6.    ELECTION OF EXECUTIVES 
Appointment of Returning Officer
Prior to the candidates for each role giving their speech, the current executive holding that role will give a brief (~30 seconds) overview of their role and what it involves as context to the voting members present. 

Nominations will be considered and voted on for the following positions:
•    President
o    Plan the Society’s activities in consultation with the Executive;
o    Liaise with the Executive and any Committees formed by the Society;
o    Ensure an adequate handover, including any documents and materials, to the following Executive.
•    Vice President
o    Deputise for the President.
•    Treasurer
o    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;
o    Present to the Annual General Meeting of the Society a report detailing the financial activity and status of the Society;
o    Ensure an adequate handover, including any documents and materials, to the following Executive.
•    Secretary
o    Conduct the correspondence of the Society;
o    Keep minutes of the proceedings of all Society meetings;
o    Maintain the records and documents of the Society;
o    Maintain a list of current Members, in accordance with University of Sydney Union Guidelines;
o    Maintain the Society’s registration with the University of Sydney Union.
•    Social Events Coordinator
o    Plan, organise and supervise a schedule of events throughout the year;
o    Book meeting rooms for the Society;
o    Coordinate the activities of other Executives assisting in the execution of events;
o    Liaise with the Branding Manager and Social Media Manager to ensure that members are aware of events.
•    Branding Manager
o    Create and update material on the Society website and other publications;
o    Create and maintain society branding material including (but not limited to) websites, posters, newsletters and merchandise;
o    Devise strategies to ensure the active participation of members. 
•    Social Media Manager
o    Create and update material on the Society website and other publications;
o    Handle external communication through social media and email;
o    Devise strategies to ensure the active participation of members.
•    Industrial Liaison(s)
o    Develop and maintain links with industry partners to further mutual goals.
•    Systems Administrator
o    Install and maintain computer hardware and software for the Society, including (but not limited to) the Society website;
o    Maintain the Society’s email distribution lists.
•    Technology Events Coordinator (Prog Comp)
o    Plan, organise and supervise events pertaining to programming related activities, including (but not limited to) programming competition practice sessions and technology workshops;
o    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and Industry Liaison(s) to promote member participation in programming related activities.
•    Technology Events Coordinator (Cyber Security) 
o    Plan, organise and supervise events pertaining to programming related activities, including (but not limited to) programming practice sessions and cybersecurity workshops;
o    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and Industry Liaison(s) to promote member participation in programming related activities.
•    Undergraduate Representative
o    Facilitate communication between the undergraduate students of the School of Computer Science, the staff of the School of Computer Science, and the Society;
o    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and other student representatives of the Society to promote student participation in Society activities;
o    Coordinate the organisation of room booking and helpers for Helpdesk.
•    Postgraduate Representative
o    Facilitate communication between the postgraduate students of the   School of Computer Science, the staff of the School of Computer Science, and the Society;
o    Coordinate activities with the Social Events Coordinator, Branding Manager, Social Media Manager and other student representatives of the Society to promote student participation in Society activities.
•    First Year Representative
•    International Student Representative
•    Diversity Representative 

Candidates must nominate themselves via this nomination form: bit.ly/SYNC-AGM-Nominations

Any candidates absent from the AGM may delegate an attendee to present their speech on their behalf. 

Please prepare a 30 sec speech on why you're best suited for each position you're going for. If you are running for either: President, Vice President, Treasurer or Secretary, you will be allowed a 1 minute speech.

7.    GENERAL BUSINESS
8.    DATE OF THE NEXT MEETING
a.    The next General Meeting of the Society will be held in March 2020.
9.    CLOSE OF MEETING