Sydney University Pickleball Club Annual General Meeting

AGENDA OF ANNUAL GENERAL MEETING OF SYDNEY UNI PICKLEBALL SOCIETY

TO BE HELD AT 6/9/25 AT ZOOM: https://uni-sydney.zoom.us/j/82576798982

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

• SUPC Brief Introduction & Our Society's Direction
• Event & Design and Media Subcommittee responsibilities
• Plans
• SUPC MBS System
• To-do list

4. ANNUAL REPORTS

• President's Report:
• Membership growth– gained 248 members on the USU website
• Weekly social event on Wednesday – hosted pickleball sessions segmented into three groups: beginners, intermediate, and advanced
• Treasurer's Report:
• Financial overview– using USU funding in Booking Avenue for our sessions
• Sponsorship and Collaboration– collaborating with Obelisk
• Subcommittee recruitment– currently has 2 Design and Media Subcommittees and 5 Event Subcommittees

5. ELECTION OF EXECUTIVES

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

• President
• Vice-president (up to 2)
• Secretary
• Treasurer
• Publicity and Marketing Officer (up to 2)
• Activity officer
• General Executives (up to 3)
• Subcommitee

Nomination instruction:

• Each nominee will deliver a speech outlining their relevant experience, enthusiasm, and willingness for the role, and commitment to contributing positively to society.
• Voting will be conducted anonymously, with each member having one vote per position through Google Forms

Job description:

• President
• Role Summary: is the leader of the Pickleball Club. They oversee the running of the club, represent members’ interests, and ensure the club grows in a positive and sustainable way.
• Key Responsibilities:
• Lead the committee and chair club meetings.
• Set goals for the club (growth, events, community engagement).
• Represent the club to external bodies (sports associations, sponsors, partners).
• Ensure fair play, inclusiveness, and member satisfaction.
• Support and coordinate with other committee members.
• Vice-President
• Role Summary: supports the President and ensures the club runs smoothly.
• Key Responsibilities:
• Assist the President in planning and decision-making.
• Oversee day-to-day operations and communication between officers.
• Manage sub-committees or special projects (e.g., tournaments, community outreach).
• Step in for the President when needed.
• Help ensure that new members feel welcome and engaged.
• Treasurer
• Role Summary: The Treasurer manages the financial side of the Pickleball Club, making sure money is handled responsibly and transparently.
• Key Responsibilities:
• Keep accurate records of all income and expenses (court bookings, membership fees, fundraising).
• Prepare budgets for club activities, tournaments, and events.
• Assist financial transactions and budgeting for the club
• Provide regular financial updates to the committee.
• Ensure the club remains financially sustainable.
• Activity Officer
• Role Summary: The Activity Officer is the energy behind the club’s events, making sure members have fun, stay active, and feel part of the community.
• Key Responsibilities:
• Organize regular playing sessions, socials, and events
• Book courts and arrange logistics for events.
• Work with the Treasurer to budget for events.
• Work with the university gym to carry out court bookings
• Promote events to members and encourage participation.
• Gather feedback to improve future activities.

6. GENERAL BUSINESS

• Nomination of Bank Signatories
• Visions and Missions – What SUPC expected
• Voting Session
• Role allocation
• Recruit Event subcommittee

7. DATE OF THE NEXT MEETING

8. CLOSE OF MEETING