Sydney University Pickleball Club Annual General Meeting
AGENDA OF ANNUAL GENERAL MEETING OF SYDNEY UNI PICKLEBALL SOCIETY 2025
TO BE HELD AT 11/12/25 (2PM – Sydney Time Zone) AT ZOOM:
https://uni-sydney.zoom.us/j/81648698647
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
5. ELECTION OF EXECUTIVES
Appointment of Returning Officer
Nominations will be considered and voted on for the following positions:
i) A President
ii) Two Vice Presidents
iii) A Secretary
iv) A Treasurer
v) Two Publicity and Marketing Officers
vi) An Activities Officer
vii) And up to a further three General Executive Members
Nomination instruction:
● Nominations will be taken from the floor during the meeting
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.
– Serve as a bank signatory.
● 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.
– Serve as a bank signatory. (Optional)
● Secretary
○ Role Summary: The Secretary manages the club’s administration and documentation, ensuring smooth
communication and compliance with USU regulations.
● Key Responsibilities:
– Organise and submit all official meeting notices (General, Ordinary, AGM).
– Take minutes using USU templates and submit post-meeting documents on time.
– Maintain accurate club records (membership lists, executive details, contracts).
– Act as the main communication bridge between the club and USU.
– Assist with day-to-day administration and support the executive team.
– Ensure a complete handover to the next Secretary.
– (Optional) Serve as a bank signatory.
● 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.
– Serve as a bank signatory.
● 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.
● Publicity & Marketing Officer
○ Role Summary: The Publicity & Marketing Officer manages the club’s brand, promotions, and
communications to increase visibility, engagement, and event attendance.
● Key Responsibilities:
– Create and manage all promotional content (social media posts, graphics, announcements).
– Oversee the club’s social media platforms and ensure consistent branding.
– Promote events, tournaments, and initiatives to maximise member reach.
– Coordinate photography, videography, and post-event highlights.
– Maintain communication with members through newsletters or updates.
– Collaborate with other executives to support marketing needs for events and partnerships.
– Help attract new members through effective marketing campaigns.
● General Executives
○ Role Summary: General Executives support the committee with day-to-day tasks, helping the club
run smoothly and assisting with events, operations, and member engagement.
● Key Responsibilities:
– Assist with planning, setting up, and running club events and weekly socials.
– Help manage club operations, logistics, and on-the-day coordination.
– Support executive officers with tasks such as check-ins, equipment setup, promotion, or admin.
– Contribute ideas to improve club activities, engagement, and member experience.
– Represent the club positively and help welcome new members.
6. GENERAL BUSINESS
i) Nomination of Bank Signatories
ii) Visions and Missions – What SUPC expected
iii) Voting Session
iv) Role allocation
v) Recruit Event subcommittee
7. DATE OF THE NEXT MEETING
Week 1, S1, 2026
8. CLOSE OF MEETING