Food Adventure Annual General Meeting
AGENDA OF ANNUAL GENERAL MEETING OF Food Adventure Society
TO BE HELD AT 18:30-20:30 on 26/05/2025 on Zoom. Link will be published at https://www.facebook.com/FoodAdventureSociety
1. OPENING AND WELCOME
2. APOLOGIES AND LEAVES OF ABSENCE
3. MINUTES OF THE PREVIOUS MEETING & BUSINESS ARISING FROM THE MINUTES
4. ANNUAL REPORTS
a. President’s report
b. Vice-president’s report
c. Treasurer’s report
d. Secretary’s report
e. External Relations Directors’ Report
f. Events Directors’ Report
g. Marketing Officers’ Report
5. CONSTITUTIONAL AMENDMENTS
The following amendments to the constitution are proposed:
4.1 The Society shall have an Executive consisting of:
i) A President
ii) 1 Vice President
iii) A Secretary
iv) A Treasurer
v) 2 Marketing Directors
vi) 2 External Relations Directors
vii) 2 Events Directors
viii) 2 General executive Members
Amend to:
The Society shall have an Executive consisting of:
i) A President
ii) 1 Vice President
iii) A Secretary
iv) A Treasurer
v) 2 Marketing Directors
vi) 2 External Relations Directors
vii) 2 Events Directors
viii) 2 General executive Members
ix) 1 Social Media Manager
New Clause to be added:
5.5 The Marketing Directors shall
i. Make social media posts to promote society events
ii. Organise sub-committee members to design post, story or reels content
iii. Communicate with the events director in relation to events that will be coming up
5.6 The External Relations Directors shall
i. Email and communicate with our sponsors to keep them updated about the society
ii. Reach out to sponsors and organise events, discounts and other similar activities
5.7 The Events Director shall
i. Coordinate events with the rest of the society
ii. Plan bi-weekly events with the sub-committee which includes delegating tasks to the society in relation to setting up, packing up after events
iii. Reach out to other societies to collaborate on events when/if needed
5.8 The General executive Members shall
i. Plan internal activities for the executive/subcommittee members to bond
ii. Aid the executive team as required
5.9 The Social Media Director shall
i. Coordinate with Marketing Directors in creating social media videos
6 ELECTION OF EXECUTIVES
Appointment of Returning Officer
Nominations will be considered and voted on for the following positions:
· President
· Secretary
· Treasurer
· Marketing Directors
· External Relations Directors
· Events Directors
· General Executive Members
· Social Media Directors
Nomination and Voting Procedures:
Nominations will be taken from the floor
A. The current executive members will give a brief overview of their role (if present). If the current executive for a particular position is not present at the AGM, then another executive will present the overview on their behalf. Nominations for the executive position in contention will be called for from the floor. Each nomination must be seconded for it to be accepted. If there is more than one nomination for any position, an election is required. Self-nominations are allowable but will still need to be seconded
B. Prior to election, each nominee will be asked to give a ~30 second speech introducing themselves to the others in attendance and explaining why they want the particular executive position and why they believe they are suitable for it.
C. After speeches, nominees are moved to another room and election for the position is conducted through a show of hands (for executive roles with one position only e.g. President, Vice-president, Secretary, Treasurer) and through a secret ballot (for roles with more than one position available e.g. Events officers, External Relations officers, Marketing officers). For single-position executive roles, each member can only vote once. For multiple-position executive roles, members cast votes preferentially i.e. vote for their 1st and 2nd preferences
D. Votes are counted for the position and the newly elected executive is announced
E. This process is repeated for the remaining positions. The order of positions to be elected is: President, Vice President, Secretary, Treasurer, Events officers, External Relations officers, Marketing officers, General Executives lastly Social Media Manger.
F. If a nominee for one position is not elected, they may also choose to run for other positions, but they will need to be nominated and seconded again.
7 GENERAL BUSINESS
i) Nomination of Bank Signatories
ii) Discussion of the upcoming year including plans of merch
8 DATE OF THE NEXT MEETING
9 CLOSE OF MEETING
