Sydney University Artificial Intelligence Association Annual General Meeting

Hi everyone,

SUAIA's 2025 Annual General Meeting is coming up!

We’re now accepting nominations for our executive team. If you know someone who would be a great fit, or want to nominate yourself, please submit via the link below:

https://forms.gle/tynUX9Rdr47nYDUB8

Looking forward to welcoming a new group of passionate leaders to guide SUAIA through 2025!

— SUAIA Team

AGENDA OF ANNUAL GENERAL MEETING OF SYDNEY UNIVERSITIY ARTIFICIAL INTELLIGENCE ASSOCIATION

TO BE HELD AT 12:00 – 13:00 AT H70.01.1050.Belinda Hutchinson Building.BHB Case Study Lecture Theatre 1050

1. OPENING AND WELCOME
2. APOLOGIES AND LEAVES OF ABSENCE
3. MINUTES OF THE PREVIOUS MEETING & BUSINESS ARISING FROM THE MINUTES
4. ANNUAL REPORTS
1. President's Report
2. Treasurer's Report
5. CONSTITUTIONAL AMENDMENTS

4.1 The society shall have an executive consisting of

i)  A President

ii)  A Co-President

iii)  1 Vice President

iv)  A Secretary

v)  A Treasurer

vi)  A Events Coordinators

vii)  A Marketing / Publicity Officer

viii)  And up to a further 3 General Executive Members.

Amend to:

4.1 The society shall have an executive consisting of

i) A President

ii) A Co-President

iii) A Vice President

iv) A Secretary

v) A Treasurer

vi) A Technical Lead

vii) A Marketing Officer

viii) An Event Director

ix)  And up to a further 2 General Executive Members.

5.6  The Events Coordinator shall:

[…]

Amend to:

5.8  The Event Director shall:

[…]

Addition of:

5.6 The Technical lead shall:

i) Lead the design and delivery of technical content, including AI workshops, coding tutorials, and project showcases.

ii) Oversee the development and maintenance of SUAIA’s technical infrastructure (e.g. website, GitHub, event tools).

iii) Support members on technical projects or competitions (e.g. hackathons) by providing mentorship and guidance.

iv) Ensure responsible and ethical use of AI in society-led initiatives.

v) Collaborate with other Exec members to align technical efforts with broader event and engagement goals.

vi) Ensure an adequate technical handover, including documentation, codebases, and relevant tools, to the incoming Technical Lead.

Addition of:

5.7 The Marketing Officer shall:

i) Manage the Society’s public relations and promote events through various channels.

ii)  Work with the Events Coordinator to ensure effective promotion of all Society activities.

iii)  Develop and distribute promotional content to engage the wider community.

iv)  Ensure an adequate handover, including any documents and materials, to the following Executive.

1. ELECTION OF EXECUTIVES

Appointment of Returning Officer

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

• President
• Co-President
• Vice President
• Secretary
• Treasurer
• Technical Lead
• Marketing Officer
• Event Director
• Up to two (2) General Executive Members

Nominations will be opened until the beginning of the AGM. General members can nominate any general member who has held their membership for at least 14 days for an executive role. Eligibility of candidates will be confirmed at the meeting.

1. GENERAL BUSINESS
2. Nomination of Bank Signatories
3. Discussion of Subcommittee
4. DATE OF THE NEXT MEETING
5. CLOSE OF MEETING