Notice of a SciSoc General Meeting

It’s time to update the Society’s constitution, which means it’s time for a General Meeting! This will happen at 5pm on the 31st of May in Manning Meeting Room 1. The proposed changes (written in full below), which must be voted on at the meeting, involve updating the constitution to be in line with the C&S constitution, updating the list of social events and executive committee, defining the roles of the executive committee and removing the bookstore. Here’s a link to the current Constitution.

 

Here is the full agenda:

AGENDA –

1. OPENING AND WELCOME

2. APOLOGIES AND LEAVE OF ABSENCE

3. MINUTES OF PREVIOUS MEETING

4. BUSINESS ARISING FROM THE MINUTES

5. CORRESPONDENCE

6. MOTIONS ON NOTICE

Constitutional Changes proposed:

Clause 2.2 part (a)

“Host a range of social events each year, including fortnightly barbeques, a Trivia Night and a dinner dance each year”

to be amended to

“Host a range of social events each year, including fortnightly barbeques, a First Year Camp to be held in the first fortnight of Semester 1, an annual cruise, 2 Trivia Nights, a dinner dance to be named “Bucky Ball” and bake sales with profits going to charity each year.”

 

Clause 2.2 part (b) to be removed

“Run a Second Hand Bookstore to allow access to course texts at reasonable prices.”

Clause 5.3

a. Maintain the Society’s finances in accordance with the Treasurer’s Handbook produced by the Clubs & Societies office of the University of Sydney Union.
b. Present to the annual General Meeting of the society a detailed report detailing financial activity and status of the society.
c. Report to the executive committee as requested regarding the society’s finances
d. Ensure an adequate handover, including any documents and materials, to the following executive.

To be amended to

a. Maintain the Society’s finances in accordance with the Treasurer’s
Handbook produced by the Clubs & Societies office of the University of
Sydney Union.
b. Present to the annual General Meeting of the society a detailed report
detailing financial activity and status of the society.

i. Present the Unaudited Income & Expenditure Statement and the Bank Reconciliation at the Club’s Annual General Meeting, otherwise known as the Treasurer’s Report. The Club’s Committee should adopt the Income & Expenditure statement once audited at a

later date.
c. Report to the executive committee as requested regarding the society’s
finances
d. Ensure an adequate handover, including any documents and materials,
to the following executive.

Clause 6.1
a. The executive members outlined in Clause 4
b. 1 Female Director of Sports Program
c.  1 Male Director of Sports Program
d. 2 Publicity Officers
e. 2 Director of Science Outreach Program
f.  2 Directors of Social Program
g. A Bookstore Officer
h. An Information Technology Officer
i.  A Sponsorship Officer
j.  A First Year Officer
k. 3 First Year representatives, who shall be in First Year

To be amended to

a. The executive members outlined in Clause 4
b. 2 Sports Directors (1 Male, 1 Female)
c. 2 Editors for the Society’s Publication “Aqua Regia”
d. 2 Publicity Officers
e. 2 Social Directors
f. A First Year Officer
g. A Welfare (SRC Liaison) Officer
h. An Information Technology Officer
i A Sponsorship Officer

j. An Outreach Officer
Clause 6.2 to be added to define executive committee duties

6.2a

The Sports Officers shall:

–           Promote and encourage member participation in interfaculty sport events in consultation with the society

–       Organise teams to compete in interfaculty sport

–       Attend sports events run by the society

–        Liaise with Executive members ensure all roles of the society are integrated

6.2b
The Aqua Regia Editors shall:

–       Write for the society’s regular publication, the Aqua Regia

–       Edit the society’s publication

–       Distribute the society’s publication

–       Facilitate the aims of the Aqua Regia

–       Publish submissions from members of SciSoc executive committee and other   contributors with purpose of communicating with ordinary society members

6.2c
The Publicity Officers shall:

–           Increase awareness of the society and its events through creation and distribution of posters and handouts, lecture announcements, online media, the society’s newsletter and others

–           Design posters promoting major annual events

–           Manage and update the website, Facebook pages, and other relevant online pages.

–           Writing articles and posts to make sure these pages have regular new content.

–           Assist with writing and distributing the newsletter

6.2d

The Social Directors shall:

–           Plan, organise and host social events outlined in Clause 2.2 part (a)

–     Investigate availability, pricing, capacity, equipment and catering of venues for major events

–           Decide specific details of major events, including event size, themes, dress code, menu, et cetera.

–           Correspond with the professional events coordinators and venue staff for major annual events

–           Select and finalise dates and times for events with coordinators

–           Manage ticket sales for all ticketed events

6.2e
The First Year Officer shall:

–           Work in conjunction with the executive to organise Orientation Week activities

–           Organise First Year Camp

–           Liaise with the Faculty of Science in organising Transition events and lunches

–           Facilitate the organisation of the First Year Committee.

6.2f
The Welfare Officer shall:

–           Advocate for the equitable treatment of all society members

–           Assist in mediating disputes

–           Liaise with the SRC and Sydney University Student Support Services

–           Provide querying members with referrals for mental health, financial aid and student services

6.2g
The IT officer shall:

–           Support the IT infrastructure of the society

–           Maintain the WordPress Blog with relevant middleware,

–           Manage the domain subscriptions and

–           Improve the efficiency of processes, where possible.

6.2h

The Sponsorship Officer shall:

–           Seek out prospective sponsors and produce material for distribution.

–           Organise meetings for the executive to showcase the Science society to said sponsors.

–           Write sponsorship contracts, to be signed by the President and company representative.

Clause 6.2i

The Outreach Officer shall:
–           Increase awareness for Outreach, through publicity in the Aqua Regia, society newsletter, and other appropriate media.

Clause 10.1

The Executive and General Committee shall be elected at the Annual General Meeting in the month of September each year, except for three First Year Representatives who will be elected at a General Meeting in the month of April each year.

 To be amended to

The Executive and General Committee shall be elected at the Annual General Meeting in the month of September each year.
Clause 11.1 part (c)
The Secretary has given notice of those proposed changes to all members through one of the recognized publications of the University of Sydney Union and, if possible, the Society notice board and, if possible, by a mail-out to all members (A mail-out is understood to include communication by e-mail.),

To be amended to

The Secretary has given at least fourteen (14) days notice of those proposed changes to all members through one of the recognized publications of the University of Sydney Union and, if possible, the Society notice board and, if possible, by a mail-out to all members (A mail-out is understood to include communication by e-mail.),

Clause 12.2

“The Society shall maintain two bank accounts; a) Bookstore Trading Account, and b) General Purposes Account”.

 To be amended to

“The Society shall maintain a single General Purposes bank account.
7. ELECTION

8. REPORTS OF EXECUTIVE

9. OTHER REPORTS

10. GENERAL BUSINESS

11. OTHER BUSINESS

12. DATE OF NEXT MEETING

13. CLOSE OF MEETING

SciSoc-new-smaller-logo