Anthropology Society Annual General Meeting

EETING AGENDA FOR THE ANNUAL GENERAL MEETING OF ANTHROPOLOGY SOCIETY, HELD ON 3rd of December VIA ZOOM.

Zoom: https://uni-sydney.zoom.us/j/85199086084

Communication Channels:

WhatsApp Community: https://chat.whatsapp.com/GEbJ52iEZ8E7nt6M9c576U

Join the email list: https://forms.gle/i2rUbcE8KXbnaKzF7

Instagram: https://www.instagram.com/anthsoc

Email: [email protected]

Constitution:

See current constitution: https://drive.google.com/file/d/1thQeobXiHimb929igjahSY867C0ItXRe/view?usp=drive_link

List of Meeting Attendees:

1. OPENING AND WELCOME
1. Acknowledgement of country
2. Review of proposed agenda. (Would anyone like to add anything?)
2. APOLOGIES AND LEAVES OF ABSENCE
3. MINUTES OF THE PREVIOUS MEETING & BUSINESS ARISING FROM THE MINUTES
4. CORRESPONDENCE
5. MOTIONS ON NOTICE
6. ANNUAL REPORTS

• Presidents report
• Treasurers report

7. CONSTITUTIONAL AMENDMENTS

• The USU has asked us to consider several constitutional amendments, all of which are listed in the table below. These constitutional changes are required in order to bring the Society in line with USU guidelines and generally cover rules around general meetings, membership and the conditions for dismissal of members of the executive. Alongside these there is a proposal to move the AGM month to October and the financial reporting month to August, these proposals are highlighted in yellow. To save time, and because amendments fall into two broad categories, we will carry out two separate votes.

1. A Vote to adopt all constitutional changes that are required by USU guidelines in their Clubs & Societies document. These are all the proposed changes listed in the table below that are NOT highlighted yellow.
2. A Vote to change the AGM month from April to October and financial reporting month to August 31st. (these are highlighted in yellow in the above linked document)

• After reading the proposals and providing time for discussion, voting will be by simple majority.

Clause #

Current Clause

New Proposed Clause

Reason for Amendment

3.1.ii)

All holders of a current USU Members of The University of Sydney Union other than those who qualify for Ordinary Membership shall be eligible for Associate Membership of the Society. Associate Members are not eligible to hold Executive positions, vote in elections or vote at meetings of the Society.

To

All members of The University of Sydney Union other than those who qualify for Ordinary Membership shall be eligible for Associate Membership of the Society. Associate Members are not eligible to hold Executive positions, vote in elections or vote at meetings of the Society.

C&S: Mandatory Amendment

4.3

Attendance of Executive Members at Ordinary and 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 Members and Honorary Members who would otherwise be eligible for Ordinary Membership in attendance at an Ordinary Meeting.

To

Attendance of Executive Members at Ordinary and General Meetings is obligatory. Any Executive Member who does not attend two consecutive Ordinary or General Meetings without leave can be dismissed from the Executive by a two-thirds majority vote of those Ordinary Members and Honorary Members who would otherwise be eligible for Ordinary Membership in attendance at an Ordinary Meeting.

C&S: Mandatory Amendment

6.1

The Society shall hold an Ordinary Meeting at least once every 12 weeks during semester.

To

The Society shall hold an Ordinary Meeting at least once every 12 weeks during semester, and as required outside semester.

C&S: Mandatory Amendment

6.5

Quorum at Ordinary Meetings shall be three (3) Ordinary Members if the Society’s current membership is no greater than seventy (70) Ordinary Members, or five (5) Ordinary Members if the Society’s membership is greater than seventy (70) Ordinary Members. Quorum must include not less than three (3) Executive Members.

To

Quorum at Ordinary Meetings shall be five (5) Ordinary Members if the Society’s current membership is no greater than seventy (70) Ordinary Members, or ten (10) Ordinary Members if the Society’s membership is greater than seventy (70) Ordinary Members. Quorum must include not less than three (3) Executive Members

C&S: Mandatory Amendment

7.1

The Society shall hold General Meetings as required during semester (teaching period, Weeks 1-13).

To

The Society shall hold General Meetings as required.

C&S: Mandatory Amendment

7.3

Except as provided in Clause 9 and 10, the Secretary shall give at least seven (7) days notice of the time and place of a General Meeting through one of the recognised publications of The University of Sydney Union and, if possible, the Society notice board and, if possible, by a mail-out to all members. (A mail-out is understood to include communication by e-mail.)

To

Except as provided in Clauses 9, 10 and 12, the Secretary shall give at least seven (7) clear days’ notice of the time and place of a General Meeting through one of the recognized publications of the University of Sydney Union and, if possible, the Society notice board and, if possible, by a mail-out to all members. (A mail-out is understood to include communication by e-mail.)

C&S: Clause 12 (dissolution) also requires a 14 day notice period, so this is included for completeness.

7.4

Quorum at General Meetings shall be no more than one-third of the Ordinary Members or more than five (5) Ordinary Members. If within thirty minutes from the time appointed for the meeting a quorum is not present, the meeting shall be dissolved.

To

Quorum at General Meetings shall be the lesser of one-third of the Ordinary Members or fifteen (15) Ordinary Members. If within thirty minutes from the time appointed for the meeting a quorum is not present, the meeting shall be dissolved.

C&S: Mandatory Amendment

7.7

A General Meeting of the Society has the same powers as an Ordinary Meeting, and may also carry the following motions on notice relating to the affairs of the Society by a two-thirds majority vote of those members present and voting:

i) Granting Honorary Membership

iii) Repealing motions and the effect of motions carried at an Ordinary Meeting

iv) Amending the Constitution

v) Dismissing Executive Members for reasons other than that in 4.3 of the Constitution, provided that the Executive Member is given reasonable right of reply

To

A General Meeting of the Society has the same powers as an Ordinary Meeting, and may also carry the following motions on notice relating to the affairs of the Society by a two thirds majority vote of those members present and voting:

i) Granting Honorary Membership

ii) Repealing motions and the effect of motions carried at an Ordinary Meeting

iii) Amending the Constitution

iv) Dismissing Executive Members for failure to adequately perform their executive duties, provided that the Executive Member is given reasonable right of reply

v) Dissolving the Society

C&S: Mandatory Amendment

7.8

(may also be in 7.7)

Vacant executive positions may be filled at a General Meeting following the ordinary procedures for election as per Section 9 of this constitution

8.1

The Society shall hold an Annual General Meeting annually in the month of April

To

The Society shall hold an Annual General Meeting annually in the month of October

[Over the phone, it was indicated the society may want to change AGM month]

8.4

The Annual General Meeting shall be held between 9am and 9pm at a place on a campus of The University of Sydney during semester (teaching period, Weeks 1-13). The Annual General Meeting shall be chaired by the President or an Executive Member not standing for election to any position.

To

The Annual General Meeting shall be held between 9am and 9pm at a place on a campus of The University of Sydney and/or via video conference. The Annual General Meeting shall be chaired by the President or an Executive Member not standing for election to any position.

C&S: Mandatory Amendment

8.5

Quorum at the Annual General Meeting shall be the lesser of one-third of the Ordinary Members or ten (10) Ordinary Members.

To

Quorum at the Annual General Meeting shall be the lesser of one-third of the Ordinary Members or fifteen (15) Ordinary Members.

8.6.10

10. Topic of Dissolvement of the Society

[To be removed]

Mandatory amendments to allow dissolution at General Meetings means that it’s not necessary to include this step. (It would be considered a motion on notice)

8.7

Nil

Society meetings may not be held during the University closure period surrounding the Christmas and New Year Public Holidays, and notice must be called outside of this period

C&S: Mandatory Amendment

9.1

The Executive shall be elected annually at the Annual General Meeting / Annual Elections in the month of April each year.

To

The Executive shall be elected annually at the Annual General Meeting in the month of October each year

[Over the phone, it was indicated the society may want to change AGM month]

10.1

This Constitution may be amended by a two-thirds majority, or no less than seven (7), of those Ordinary Members and Honorary Members who would otherwise be eligible for Ordinary Membership in attendance at any General Meeting, provided that:

To

This Constitution may be amended by a two-thirds majority of those Ordinary Members and Honorary Members who would otherwise be eligible for Ordinary Membership in attendance at any General Meeting, provided that:

C&S: Mandatory Amendment

11.3

All payments of the Society shall be by cheque, signed by at least two members of the Executive, one of whom must be the Treasurer.

To

All payments of the Society shall be by cheque or electronic bank transfer, signed by at least two members of the Executive, one of whom must be the Treasurer.

C&S: Add as option.

11.4

The finances of the Society shall be maintained in accordance with the C&S Handbook for Treasurers produced by the Clubs & Societies Office of The University of the Sydney Union, and submitted for audit by the Clubs & Societies Auditor immediately following the Financial Year End of the Society in the month of February each year.

To

The finances of the Society shall be maintained in accordance with the C&S Handbook for Treasurers produced by the Clubs & Societies Office of The University of the Sydney Union, and submitted for audit by the Clubs & Societies Auditor immediately following the Financial Year End of the Society in the month of August each year.

[Over the phone, it was indicated the society may want to change this clause]

11.6

The financial year of the Society shall run from the 1st February to the 28th February following.

To

The financial year of the Society shall run from the 1st March to the last day of February following.

[Or, if changing]

The financial year of the Society shall run from the 1st September to the 31st August following.

C&S: Fix error.

OR change entirely.

12.1

The Society may be dissolved by resolution of a two-thirds majority vote of those members present and voting at an Annual General Meeting. If on the dissolution there remains any monies or property, they shall, with the consent of the Clubs & Societies Office, be transferred to a cultural, charitable or educational organization as the Society in a General Meeting may resolve.

To

The Society may be dissolved by resolution of a two-thirds majority vote of those members present and voting at a General Meeting. If on the dissolution there remains any monies or property, they shall, with the consent of the Clubs & Societies Office, be transferred to a cultural, charitable or educational organization as the Society in a General Meeting may resolve.

C&S: Dissolution must be able to occur outside of AGM Month. Matches model constitution.

8. ELECTION OF EXECUTIVES

We will now elect the new executive for the Anthropology Society. Before the meeting, nominations can be made via this google form, or via expression of interest within the meeting. Votes for the following positions:

• President
• Vice-President
• Secretary
• Treasurer
• General Executive members (up to 2)

Business before voting:

i) Discussion of Exec Roles & Responsibilities

ii) Last call for out for additional nominations

ii) Appointment of Returning Officer

A vote will now take place: Voting will occur via direct message to the Returning Officer in the zoom meeting chat, results will be recorded in the minutes.

9. GENERAL BUSINESS

1. Nomination of Bank Signatories
2. Discussion of Exec Roles & Responsibilities
3. Discussion of internal communication – What channels should we use and how can we best use the Whatsapp community?
4. Discussion of processes regarding the club’s spending and accounts
5. Discussion of Upcoming/Potential events next semester
1. Stall at O Week?
2. Week 1 Welcome event?
6. Decide on dates for events
7. Ideas for potential ongoing projects, e.g. publication, newsletter, reading group, writing group, study sessions, regular coffee catchups?

10. DATE OF THE NEXT MEETING

11. CLOSE OF MEETING