Sydney Pan-African Association Annual General Meeting

AGENDA OF ANNUAL GENERAL MEETING OF Sydney Pan – African Association (SPAA)

TO BE HELD AT 4:00 PM ON October 8th 2025 AT

A02.02.223.Social Sciences Building.SSB Consultation Room 223 and on Zoom. You are invited to a Zoom meeting.

When: Oct 8, 2025 04:00 PM Canberra, Melbourne, Sydney

Register in advance for this meeting:

https://uni-sydney.zoom.us/meeting/register/UzE7VOqcRF2JP9Dr0mm3TQ

After registering, you will receive a confirmation email containing information about joining the meeting.

1. OPENING AND WELCOME
2. APOLOGIES AND LEAVES OF ABSENCE
3. MINUTES OF THE PREVIOUS MEETING & BUSINESS ARISING FROM THE MINUTES

Motion to accept the minutes of the previous meeting.

Any business arising from the minutes.

1. ANNUAL REPORTS

Reports will be presented by the SPAA President, Treasurer, Secretary

1. CONSTITUTIONAL AMENDMENTS

The following amendments to the constitution are proposed:

2.3 A blog to assist Pan-African students who plan to come or have already arrived. Written by members who have experience

AMEND TO

2.3 The Association shall produce reels or posts sharing members’ experiences and preparation tips to assist Pan-African students before and after arrival at university.

4.1 The society shall have an executive consisting of

i) President

ii) Secretary

iii) Treasurer

iv) Head of Strategy

v) Assistant to the Secretary

AMEND TO:

4.1 The society shall have an executive consisting of

i) President

ii) Vice-President

iii) Secretary

iv) Treasurer

iv) Social Media Manager

v) Assistant Secretary

vi) Assistant Treasurer

vii) Event Coordinator

5.5 The Head of Strategy shall:

I. Manage all social media accounts

A. Respond to all direct messages, requests, and hidden messages

B. Network/Follow other student associations and Pan-African organizations

II. Repost appropriate posts that are in line with the aims of the society

C. Consistent social media checks

III. Notifications must be on across all social media platforms

IV. Weekly updates regarding social media correspondences to the executive committee

V. Make frequent social media posts

A. Make posts regarding upcoming events by SPAA

B. Update Instagram stories at least twice a week

VI. Make all graphics for events/society promotion – including QR codes

VII. Monitor all relevant emails concerning the Society.

VIII. Be the prime researcher of relevant information regarding upcoming plans/events.

A. Including locations for events

B. Liaise with the secretary in all bookings

IX. Draft all polls/RSVP lists regarding events

A. Including sign-up polls for members

B. RSVP links, etc.

X. Adequately assess feedback and opinions to uphold the interests and needs of society members.

XI. Consistently give feedback/report to the Vice President

AMEND TO

5.5 The Social Media Manager shall:

i) Manage all social media accounts of the Association.

ii) Respond promptly to all direct messages, requests, and hidden messages.

iii) Network with and follow other student associations and Pan-African organizations.

iv) Repost appropriate content that aligns with the aims of the Association.

v) Conduct consistent checks across all platforms, with notifications enabled.

vi) Provide weekly updates regarding social media correspondence to the Executive Committee.

vii) Create and post frequent content, including: Posts regarding upcoming SPAA events.

Instagram story updates at least twice per week. Design graphics for events and promotions, including QR codes.

viii) Liaising with the Secretary regarding bookings.

5.6 The Assistant to the Secretary

i) Deputise with the secretary

ii) Liaise with the Head of Strategy only in social media matters

ADD/AMEND TO

5.6 The Assistant Secretary shall:

i) Assist the Secretary in maintaining correspondence, records, and documentation.

ii) Support the Secretary in booking meeting rooms and preparing agendas/minutes.

iii) Take minutes and manage records in the absence of the Secretary.

iv) Help update and maintain the membership list in line with USU guidelines.

v) Monitor deadlines for reports, registrations, or submissions, and remind the Secretary/Executive.

vi) Provide consistent and transparent feedback/report during the EM when delegated.

vii) Ensure an adequate handover of all relevant documents and materials to the following Assistant Secretary and Secretary.

viii) Attend mandatory C&S training within 30 semester days of their term.

ADD/AMEND TO

5.7 The Assistant Treasurer shall:
i) Assist the Treasurer in managing the society’s finances, including budgeting, record-keeping, and financial reporting.
ii) Support the preparation and monitoring of event budgets in collaboration with relevant event coordinators.
iii) Maintain accurate records of all income and expenditures, including receipts and invoices.
iv) Help manage the society’s bank accounts and payment platforms, ensuring timely payments and deposits.
v) Assist the Treasurer in preparing financial updates for Executive Meetings and compiling end-of-term financial reports.
vi) Ensure compliance with financial policies and assist in implementing financial controls and procedures.
vii) Be prepared to act in the Treasurer’s role when they are unavailable.
viii) Attend mandatory C&S training within 30 semester days of their term.

5.8 The Event Coordinator Shall:

1. Plan and organize the society events, including logistics such as event schedule, venue booking, catering, equipment, and accessibility.
2. Manage the society's Humanitix event ticketing & updating the event link on the society's Linktree
3. Collaborate with the Social Media Manager to promote events across social media and internal communication channels.
4. Work with the Treasurer to prepare and manage event budgets, ensuring all expenses are tracked and reported.
5. Provide post-event reports to the Executive, including attendance, feedback, and recommendations for future improvements.
6. ELECTION OF EXECUTIVES

Appointment of Returning Officer

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

• President
• Secretary
• Treasurer
• Vice-President
• Social Manager
• Assistant Secretary
• Assistant Treasurer
• Event Coordinator

The election will run as follows:

1) A Returning Officer (RO) will be nominated to conduct the election

The RO is a USU member and a member of SPAA who attends the AGM. They are a neutral

party in elections. The RO’s role is to facilitate the election and to count votes. The RO’s

role is to ensure democratic integrity at the meeting and to ensure the voting procedure

is fair. An RO cannot forward, second, or vote in elections

2) SPAA members may nominate themselves or be nominated for any of the executive positions.

3) Each nomination must have both a mover (the person nominating) and a seconder (another member supporting the nomination).

4) If multiple candidates are nominated for the same executive position, the Returning Officer (RO) shall conduct an anonymous vote.

5) If a position receives only one valid nomination, the Returning Officer (RO) shall still conduct an anonymous vote of confidence.

1. GENERAL BUSINESS
2. Nomination of Bank Signatories

Following the Election results, the membership endorses the following incoming executives to become authorized signatories on the club bank account.

1. DATE OF THE NEXT MEETING

11th October 2025 (To be Confirmed)

1. CLOSE OF MEETING

The President shall close the meeting at 7pm