Sydney Uni Barbell Club Annual General Meeting

AGENDA OF GENERAL MEETING OF SYDNEY UNI BARBELL CLUB TO BE HELD ON 30 OCTOBER 2025 AT 6PM AT SUSAN WAKIL HEALTH BUILDING LEARNING STUDIO 304

AND ZOOM AT https://uni-sydney.zoom.us/j/88265440324

Notice of Meeting: Members have been given notice of the AGM by way of the Club website and Instagram page on 14 October 2025.

Chairperson:

1. OPENING AND WELCOME

In Attendance: Attendance will be recorded in the meeting, on the meeting agenda.

2. APOLOGIES AND LEAVES OF ABSENCE

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

At the previous meeting, we discussed preparations for the forthcoming AGM, including the proposed location, time, and date. Additionally, we considered the next steps for obtaining USU’s approval of the Club’s merchandise. This was actioned and received. Merchandise has now began distribution.

4. ANNUAL REPORTS

Treasurer’s Report: We have applied and received the Semester 2 Grant, currently we have $3,824.81 left in our account Financial Year DATE 1-6-2024 → 31-5-2025 Opening Balance: $3 330.06 Closing Balance: $4 081.07 Revenue: $751.01 1) Events + $1150 → Semester 1 USU Grant, – $127 → BoulderSoc x Barbell – $330.00 → Big Back Bulk Sesh + $100 → Reimbursement from USU for O-week – $220 → Barbell Club x SUFS ‘Reformer Pilates’ Payment + $300 → Sponsor payment from ‘TeamBros Fitness’ 2) Merch – Merch not ordered over this financial period. 3) O-Week – $121.99 → O-week stall purchases.

President’s Report:

To be delivered at the meeting.

5. NEW MERCHANDISE

Discussion regarding the Club’s current merchandise, including the timeline for its presentation on social media to members and availability for purchase. Attendees are to be shown the initial distribution of the merch, irrespective as to whether in person or online

6. ELECTION OF EXECUTIVES

Appointment of Returning Officer

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

– 1 President

– 1 Vice President

– 1 Secretary

– 1 Treasurer

– 2 Events Directors

– 2 Public Relations Managers

– 4 General Executives

– A Subcommittee of up to 8 members

Nomination and Voting Process:

– Nominations may be made in person or via Zoom during the meeting.

– Any member may move a nomination for themselves or another member, including someone not present.

– Nominations must be accepted by the candidate in order to proceed.

– A second is required for each nomination to be valid.

– Once nominations are moved and seconded, the Returning Officer will call for a vote, which may be conducted by show of hands, ballot, or another method determined by the Returning Officer.

7. CONSTITUTIONAL AMENDMENTS

These are the amendments we propose. Members can vote by way of a show of hands. Votes are to be recorded for, against, and in abstinence.

3.1.ii) All current 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.

4.1 The Society shall have an Executive consisting of:

i) A President

ii) A Vice President

iii) A Secretary

iv) A Treasurer

v) Up to 2 (two) Public Relations Directors

vi) Up to 2 (two) Events Directors

vii) Up to 4 (four) General Executives

viii) A subcommittee consisting of up to 8 (eight) members

5.5 The PR Director(s) shall:

i) Manage the Club’s social media platforms

ii) Respond to messages and enquiries received via social media channels in a timely and professional manner

iii) Publish a scheduled and engaging feed post at least once per fortnight to maintain an active and consistent online presence

v) Monitor engagement analytics to assess outreach effectiveness and adjust strategies accordingly

iv) Pursue and develop sponsorships or partnerships that support external events or benefit the club

5.6 The Events Director(s) shall:

i) Plan and maintain an internal events calendar for the upcoming semester

ii) Run internal challenges (e.g. step counts, PB weeks)

iii) Book venues and manage event logistics for all internal events

iv) Ensure availability of equipment, refreshments, and first aid at events

v) Register all internal events with USU and provide members with at least 14 (fourteen) days notice

vi) Coordinate with Public Relations Officer to promote events

vii) Collect feedback after events and track attendance

viii) Organise and oversee club involvement in external events such as competitions

ix) Act as the primary liaison with external event organisers and relevant bodies

x) Manage all logistics related to club participation in external events, including registration, transport, and budgeting in liaison with the Treasurer

xi) Ensure sponsor obligations (e.g. logo placement, acknowledgements) are fulfilled at relevant events

xii) Collaborate with the Public Relations Officer(s) to promote external events and acknowledge sponsors

xiii) Maintain a register of external events attended and gather feedback from participating members

5.8 The Subcommittee shall:

i) Assist in the planning, coordination, and execution of club events and initiatives

ii) Contribute to the creation, scheduling, and management of social media content to promote the club’s activities and engage members

iii) Support the club’s public relations efforts by helping to build and maintain relationships with external stakeholders and represent the club on social media

6.1 The Society shall hold an Ordinary Meeting at least once every 13 weeks as required

7.1 The Society shall hold General Meetings as required.

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:

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

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 August each year.

Source: Constitutional Amendments Coversheet https://docs.google.com/document/d/1nxGvCan3CHWWXOI5ubhZOpw6Z7E47dwJ9H6MLaR7p FU/edit?usp=sharing

8. GENERAL BUSINESS

i) Nomination of Bank Signatories Outgoing and ingoing treasurer.

9. DATE OF THE NEXT MEETING TBA.

10. CLOSE OF MEETING

The Chair shall thank all members for their attendance and participation.

There being no further business, the meeting was officially closed at [insert time] on [insert date]. Outgoing Secretary has recorded the minutes of the meeting.