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SUCE General Meeting 2024 Semester 1

Appendices

AGENDA OF ANNUAL GENERAL MEETING OF Sydney University Civil Engineers TO BE HELD AT 6pm -8pm on 19th June AT https://uni-sydney.zoom.us/j/88070741898.

1. OPENING AND WELCOME

2. APOLOGIES AND LEAVES OF ABSENCE

3. MINUTES OF THE PREVIOUS MEETING & BUSINESS ARISING FROM THE MINUTES

4. CONSTITUTIONAL AMENDMENTS

The following amendments to the constitution are proposed:

Clause #

Current Clause

New Proposed Clause

Reason for Amendment

2.2.iii)

[No clause to be added]

Support values & initiatives of the School of Civil Engineering (hereinafter referred to as "the School") and promote student well-being supplementing the School's efforts. This does not include counselling, administration, or direct academic affairs.

OPTIONAL:

This amendment was approved by the C&S Office already for the 6 October 2023 GM but not added to the provisional constitution sent in. If resubmitted, would be approved.

3.1.ii)

All holders of a current Access Card 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.

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.

Mandatory C&S Amendment.

ACCESS Cards are deprecated terminology.

4.1

The Society shall have an Elected Executive consisting of:

i. The President

ii. The Vice President

iii. The Treasurer

iv. The Secretary

v. The Events Director (Industry and Academic)

vi. The Events Director (Social Affairs)

vii. The Marketing Director (Industry and Academic)

viii. The Marketing Director (Social Affairs)

ix. The Sponsorship Director

The Society shall have an Elected Executive consisting of:

i. The President

ii. The Vice President

iii. The Treasurer

iv. The Secretary

v. The Events Director (Social)

vi. The Events Director (Industry)

vii. The Events Director (Academic)

viii. The Marketing Director (Social)

ix. The Marketing Director (Industry)

x. The Marketing Director (Academic)

xi. The Sponsorship Director

Our growing society requires more people in leadership positions to help facilitate all our events and activities

4.4

[No clause, to be added]

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.

Mandatory C&S Amendment

Restored from Model Constitution (4.3).

At 6 October GM was proposed to be removed, but C&S Committee did not approve its removal.

6.5

The Event Director(s) shall:

i. Coordinate and help devise events throughout the year according to their portfolio and spheres of control (specifically events that are large, in conjunction with other societies, with Faculty or with industry, or social in nature).

ii. Be present at and involved in the event operation to ensure smooth execution and act as point-person in the event uncontrolled incidents occur at the event

iii. Manage their Subcommittee Members.

The Events Directors shall:

i. Coordinate and help devise events throughout the year according to their portfolio and spheres of control (specifically events that are large, in conjunction with other societies, with Faculty or with industry, or social in nature).

ii. Be present at and involved in the event operation to ensure smooth execution and act as point-person in the event uncontrolled incidents occur at the event

iii. Manage their Subcommittee Members.

The divided spheres of control are listed in clause 4.1

6.6

The Marketing Director shall:

i. Coordinate marketing materials for the Society.

ii. Coordinate designing, sourcing and distributing merchandise

iii. Investigate any growth opportunities for the Society

iv. Manage their Subcommittee Members.

The Marketing Directors shall:

i. Coordinate marketing materials for the Society.

ii. Coordinate designing, sourcing and distributing merchandise

iii. Investigate any growth opportunities for the Society

iv. Manage their Subcommittee Members.

The divided spheres of control are listed in clause 4.1

10.1

The Society shall hold an Ordinary Meeting at least once every 4 weeks during semester (teaching period, Weeks 1-13).

The Society shall hold an Ordinary Meeting at least once every 4 weeks.

Mandatory C&S Amendment. (Removing teaching period requirement. Number of weeks determined by club)

10.7.

An Ordinary Meeting of the Society has power to carry motions relating to the affairs of the Society by a simple majority vote of those members present and voting, including:

i. Giving direction to the Executive

ii. Determining the use of the finances and other assets of the Society

iii. Instituting Committees for any purpose of the Society and co-opting Society members onto any Committee

iv. Dismissing members of the Executive under 4.3 of the Constitution

An Ordinary Meeting of the Society has power to carry motions relating to the affairs of the Society by a simple majority vote of those members present and voting, including:

i. Giving direction to the Executive

ii. Determining the use of the finances and other assets of the Society

iii. Instituting Committees for any purpose of the Society and co-opting Society members onto any Committee

iv. Dismissing members of the Executive under 4.4 of the Constitution

Mandatory C&S Amendment. Adjusting clause number to be 4.4.

11.1

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

The Society shall hold General Meetings as required.

Mandatory C&S Amendment.

11.3

Except as provided in Clause 9, 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.)

Except as provided in Clauses 8 and 13, 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.)

Mandatory C&S Amendment

To fix clause number.

Clause 8 refers to executive election, Clause 13 refers to alteration to the constitution. Both specify the 14-day notice period (not 7)

11.7.iv)

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

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

Mandatory C&S Amendment.

Allows dismissal for other reasons. Additionally, clause would point to the additional clause 4.4 above (from Model Constitution) would be what it would refer to.

12.4

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.

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.

Mandatory C&S Amendment

12.7

[No clause, to be added]

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.

Mandatory C&S Amendment.

Replacing the dropped in-semester requirement.

16.1

The Society shall be deemed inactive after any continuous six month period in which the Society does not hold any events or engage in financial activity. If upon inactivity there remains any monies or properties, the C&S Auditor and the C&S Manager shall become signatories of the Club account and the Clubs and Societies Office shall control such properties and held in trust. After a further six month period, all money will be deposited into a USU administered trust account, and will be returned to the club should it reform. After a total of eighteen months inactivity, all club funds will be transferred to the USU general account.

The Society shall be deemed inactive after any continuous six-month period in which the Club or Society has remained unregistered. If upon inactivity there remains any monies or properties, the Clubs & Societies Office shall control such properties and all money will be deposited into a USU-administered trust account, and will be returned to the Club should it reform. After a total of eighteen months inactivity, all Society funds will be transferred to the USU general account.

Mandatory C&S Amendment

To match the Model Constitution.

5. ELECTION OF EXECUTIVES

Appointment of Returning Officer

Nominations will be considered and voted on for the following positions:

· Events Director (Industry)

· Events Director (Academic)

· Marketing Director (Industry)

· Marketing Director (Academic)

· Marketing Director (Social)

To stand for election, nominations for the position will be taken during the meeting, and nominees must accept nomination. Voting will be conducted via secret ballot and shall be first past the post. The voting method for the election will be a majoritarian vote.

6. CLOSE OF MEETING

club logo
DATE:
19 Jun 6:00 pm to 8:00 pm
EVENT FEE:
FREE