Sydney University Artificial Intelligence Association Annual General Meeting

Join us for SUAIA’s 2025 Annual General Meeting – an opportunity to reflect on a year of growth, innovation, and community, and to help shape the future of the society.

We'll be recapping our biggest moments from the year, including speaker panels, hackathons, and industry partnerships, before outlining our strategic goals for the upcoming semester. Most importantly, we’ll be electing the new leadership team to take SUAIA into its next chapter.

Whether you're a long-time member, a new face interested in joining, or someone passionate about the future of AI at Sydney Uni – this is your chance to get involved, have your voice heard, and help guide the direction of one of the university’s most exciting student societies.

Date: 12.6
Time: 12:00pm – 1:00pm
Location: A02.02.210 – Social Sciences Building – SSB Seminar Room 210

AGENDA OF ANNUAL GENERAL MEETING OF SYDNEY UNIVERSITIY ARTIFICIAL INTELLIGENCE ASSOCIATION

TO BE HELD AT 12:00 – 13:00 on 12/6 AT A02.02.210.Social Sciences Building.SSB Seminar Room 210

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

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) President

ii) Co-President

iii) Vice President

iv) A secretary

v) A treasurer

vi) Technical Lead

vii) Marketing Officer

viii) Event Director

ix) General Executive

x) General Executive

5 – Duties of Executive Members

1. 5.1 The President shall:

1. i) Plan the Society’s activities in consultation with the Executive.

2. ii) Liaise with the Executive and any Committees formed by the Society.

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

2. 5.2 The Co-President shall:

1. i) The Co-President shall perform all the duties and responsibilities of the President, with equal authority.

2. ii) Both the President and Co-President will work together to ensure the effective functioning of the Society, with either one being able to assume the full role if the other is unavailable.

3. 5.3 The Vice-President(s) shall:

1. i) Deputise for the President.

2. ii) Assist the President in overseeing the Society’s activities.

3. iii) Take on special projects or responsibilities as assigned by the President.

4. 5.4 The Treasurer shall:

1. i) Maintain the Society’s finances in accordance with the handbooks produced by the Clubs & Socie*es Office of The University of Sydney Union.

2. ii) Present to the Annual General Mee*ng of the Society a report detailing the financial activity and status of the Society.

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

5. 5.5 The Secretary shall:

1. i) Conduct the correspondence of the Society.

2. ii) Book mee*ng rooms for the Society.

3. iii) Keep minutes of the proceedings of all Society meetings.

4. iv) Maintain the records and documents of the Society.

5. v) Maintain a list of current Members, in accordance with University of Sydney Union Guidelines.

6. vi) Maintain the Society’s registration with The University of Sydney Union.

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

6. 5.6 The Event Director shall:

1. i) Plan, organize, and oversee all events hosted by the Society.

2. ii) Work closely with other Executive members to ensure the smooth execution of events.

3. iii) Maintain a calendar of Society events and activities.

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

7. The Marketing Officer shall:

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

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

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

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

8. The General Executive shall:

1. i) Assist the Executive in the administration of the Society.

2. ii) Take on tasks and responsibilities as delegated by the President or other Executive members.

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

9. The Technical lead shall:

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

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

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

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

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

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

Amend to:

1. 5.1 The President shall:

1. i) Plan the Society’s activities in consultation with the Executive.

2. ii) Liaise with the Executive and any Committees formed by the Society.

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

2. 5.2 The Co-President shall:

1. i) The Co-President shall perform all the duties and responsibilities of the President, with equal authority.

2. ii) Both the President and Co-President will work together to ensure the effective functioning of the Society, with either one being able to assume the full role if the other is unavailable.

3. 5.3 The Vice-President(s) shall:

1. i) Deputise for the President.

2. ii) Assist the President in overseeing the Society’s activities.

3. iii) Take on special projects or responsibilities as assigned by the President.

4. 5.4 The Treasurer shall:

1. i) Maintain the Society’s finances in accordance with the handbooks produced by the Clubs & Socie*es Office of The University of Sydney Union.

2. ii) Present to the Annual General Mee*ng of the Society a report detailing the financial activity and status of the Society.

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

5. 5.5 The Secretary shall:

1. i) Conduct the correspondence of the Society.

2. ii) Book mee*ng rooms for the Society.

3. iii) Keep minutes of the proceedings of all Society meetings.

4. iv) Maintain the records and documents of the Society.

5. v) Maintain a list of current Members, in accordance with University of Sydney Union Guidelines.

6. vi) Maintain the Society’s registration with The University of Sydney Union.

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

6. 5.6 The Events Coordinator shall:

1. i) Plan, organize, and oversee all events hosted by the Society.

2. ii) Work closely with other Executive members to ensure the smooth execution of events.

3. iii) Maintain a calendar of Society events and activities.

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

7. 5.7 The Marketing / Publicity Officer shall:

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

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

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

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

8. 5.8 The General Executive shall:

1. i) Assist the Executive in the administration of the Society.

2. ii) Take on tasks and responsibilities as delegated by the President or other Executive members.

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

9. 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

• General Executive

• General Executive

Nominations will be opened until the beginning of the AGM. General members can nominate anyone for an executive role, candidates will be confirmed by current executive members.

10. GENERAL BUSINESS

i) Nomination of Bank Signatories

ii) Discussion of Subcommittee

11. DATE OF THE NEXT MEETING

12. CLOSE OF MEETING