Social Dancing Society Annual General Meeting
It's AGM time!
6:00PM, between beginners and intermediates salsa classes
16th of October – Week 11, Wednesday.
Agenda of an Annual General Meeting of the Social Dancing Society
To be held at 6:00pm on the 16th October 2024
To be held at The Old Teachers College – Assembly Hall (Level 3)
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
Clause Current Clause New Proposed Clause
3.2
Upon payment of a subscription fee, a person shall be
deemed an Ordinary Member or Associate Member of
the Society and henceforth be bound by this
Constitution.
Upon payment of a subscription fee detailed in Clause
3.3, a person shall be deemed an Ordinary Member or
Associate Member of the Society and henceforth be
bound by this Constitution.
3.3
The subscription fees for membership shall be:
i. Ordinary Membership $5
ii. Associate Membership $5
The subscription fees for membership shall be:
i. Ordinary Membership $0
ii. Associate Membership $0
4.1
The Society shall have an Executive consisting of:
i. A President
ii. A Vice President
iii. A Secretary
iv. A Treasurer
v. An Updates Officer
vi. An Events Officer
vii. Up to a further 2 Class Coordinator(s)
viii. Up to a further 2 General Executive Member(s)
ix. Up to 10 subcommittee members assigned to one of
the below categories:
a. Events
b. Marketing
c. Treasury
The Society shall have an Executive Team consisting of:
i. A President
ii. A Vice President
iii. A Secretary
iv. A Treasurer
v. An Events Officer
vi. A Marketing Officer
vii. Up to 2 Dance Style Officers, to be 1 per style of
dance offered in weekly classes
viii. Up to 2 Grievance Officer(s)
ix. Up to a further 5 General Executive Member(s)
x. Up to 10 Subcommittee Members assigned to one of
the below categories:
a. Events
b. Marketing
c. Treasury
5.5
The Social Media Director Updates Officer shall:
i. Promote the Society’s happenings through various
social media forms
ii. Provide regular updates on social media regarding
details of weekly classes
The Marketing Officer(s) shall:
i. Promote the Society’s happenings through various
social media forms
ii. Provide regular updates on social media regarding
details of weekly classes
iii. Promote the Society’s non- regular events on social
media
5.7
The Publicity Officer shall:
i.Promote the Society’s non- regular events on social
media
The Grievance Officer(s) shall:
i. Prioritise the safety, wellbeing and comfort of Society
members.
ii. Ensure the Society maintains a consistent, proactive
and effective approach to interpersonal issue resolution.
iii. Address each reported issue with impartiality and
confidentiality
iv. Keep records of complaints registered about
individuals to present to the USU in case of escalation
v. Resolve conflicts in accordance with USU policies
vi. Be present in at least half of all classes and events
vii. Obtain training relevant to the role as provided by
the USU such as Accidental Counsellor, Mental Health
First Aid etc.
viii. In case of conflict of interest, coordinate with other
executives to resolve complaints should the need arise.
5.8
The Class Coordinator(s) shall:
i. Coordinate the availability of teachers and rooms for
the purposes of weekly classes.
ii. Sign in members at the start of weekly classes &
social events.
The Dance Style Officer(s) shall:
i. Be assigned to a specific dance style offered in weekly
classes
ii. Oversee the content of weekly classes according to
the style they represent
iii. Gather feedback from class participants and work to
implement suggestions and improvements to classes
5.9
The General Executive(s) shall:
i. Undertake any actions necessary for the organisation
of the society that is not already included in the other
executive roles.
The General Executive(s) shall:
i. Undertake any actions necessary for the organisation
of the society that is not already included in the other
executive roles.
ii. Organise room for the purposes of weekly classes.
iii. Sign in members at the start of weekly classes &
social events
iv. In the case that a General Executive wishes, be
placed under another executive role as an understudy,
assisting with and learning to perform the roles and
responsibilities of other executive roles.
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
ii. Amending the Constitution
iii. Repealing motions and the effect of motions carried
at an Ordinary Meeting
iv. Amending the Constitution
v. Dismissing Executive Members for failure to
adequately perform their executive duties provided that
the Executive Member is given reasonable right of reply
vi. Dissolving the Society.
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. Amending the Constitution
iii. Repealing motions and the effect of motions carried
at an Ordinary Meeting
iv. Filling vacancies on the Executive team
v. Dismissing Executive Members for failure to
adequately perform their executive duties provided that
the Executive Member is given reasonable right of reply
vi. Dissolving the Society.
9.1
The Executive shall be elected annually at the Annual
General Meeting in the month of September each year
The Executive shall be elected annually at the Annual
General Meeting according to clause 8.
9.8
Should read First Past the Post. Should read First Past the Post.
v. If more than 3 people run for a single position,
preferential voting will be adopted for nominations
6. ELECTION OF EXECUTIVES
6.1. Appointment of Returning Officer
6.2. Nominations* will be considered and voted on for the following positions:
➢ President
➢ Secretary
➢ Treasurer
➢ Vice President
➢ Events Officer
➢ Marketing Officer
➢ 2 Dance Style Officers
○ Salsa Officer
○ Bachata Officer
➢ 2 Grievance Officer(s)
➢ 5 General Executive Member(s)
➢ 10 Subcommittee Members
*Nomination Instructions
➢ Nominees must inform the society's secretary (or other executive members
who will communicate with the secretary in person or by email of the role(s)
they would like to self nominate at before the time of the AGM.
➢ Nominations for roles will be accepted on the day of the AGM.
➢ Dance Style Officers are to be nominated and voted for individually per style
of dance (Salsa Officer and Bachata Officer).
7. GENERAL BUSINESS
i. Nomination of Bank Signatories
8. DATE OF THE NEXT MEETING
9. CLOSE OF MEETING
