2 years ago

30 October, 2015

Madsen Building

Organised by:
SUGS (Sydney Uni Greek Society)

There are many amendments to the constitution to be voted on at this GM. All are welcome to attend. Only members can vote.

Meeting Agenda:
1. Opening and welcome
2. Apologies and leaves of absence
3. Minutes of the previous meeting
4. Business arising from the minutes
5. Correspondence
6. Motions on notice:
-Amendments to the constitution:
- Section 1, name of society; add Greek name- Συνδεσμος Ελλήνων Φοιτητώv του Πανεπιστημίου του Σύδνεϋ (ΣΕΦ).
- section 2.2 The official languages of the Society shall be English and Greek.
- section 2.5 Commitments: i) The society shall not affiliate or disaffiliate from any other tertiary student organization (national, state or otherwise) unless such a motion is carried by a two thirds majority at a General Meeting. All members must receive notice of such a motion at least 14 days prior to the meeting at which such a motion will be made.
- section 3.1 ii) Life Membership a) Life membership can be granted by a two-thirds (2/3) majority vote at a General Meeting. (Such membership can be terminated for due cause by a 2/3 majority at an AGM). b) A candidate for life membership must have contributed significantly to the society. c) A life member cannot vote on the society’s matters. d) Notifications of motions to grant or revoke life membership must be given to all members, in writing by mail-out to all members, not less than fourteen (14) days prior to the General Meeting at which such a motion will be made. e) Refer to Appendix 1 for the list of Life Members.
-section 3.1 iii) Honorary Membership a) Honorary Membership may be granted to any dignitary or academic who has published works relating to Hellenic studies or culture, when they visit the University of Sydney. b) A candidate must be nominated at a General Meeting by a Society member, at which point a vote will take place, requiring a two-thirds majority for the recognition of this membership. c) Honorary Membership may be terminated by a two-thirds majority vote at a General Meeting. d) Honorary Members are not eligible to hold Executive positions, vote in elections or vote at meetings of the Society unless they also hold Ordinary Membership of the Society. e) Refer to Appendix 2 for the list of Honorary Life Members.
- section 3.4 i) A member shall be expelled from the Society if a two-thirds majority of a General Meeting is in favour of such a motion. This shall be by secret ballot. ii) Notification to expel a member from the society must be given to all members, in writing, not less than fourteen (14) days prior to the General Meeting at which such a motion will be made. iii) A member shall be given the right to be heard before a motion for his/her expulsion is put to vote.
-section 4.1 v) a Marketing Officer
-section 4.1 vii) and up to a further five General Committee Members.
-section 4.2 The Executive shall have power to manage the Society in accordance with this Constitution and for this purpose shall have such powers, authorities, duties and functions as may be conferred on it by resolution of the society in a General Meeting.
-section 5.5 The Marketing Officer Shall: i) Be responsible for the promotion and advertisement of the Society. ii) Have access to and regularly update the Society’s social media accounts. iii) Create and/or coordinate the production of Society flyers, logos and other advertisement material for events.
-section 5.6 First Year Representatives Shall: i) Work to establish connections with, and encourage first year university students to join the Society. ii) Liaise between first year students and the committee, presenting ideas of improvement and concerns.
-section 5.7 Duties of General Committee Members: i) Work in conjunction with all other committee members for the progression and betterment of the Society. ii) Assist at Society events to the best of one’s ability. iii) Provide ideas; engage in discussion and help to spark innovative action by the committee. iv) In the case of a departing Executive Committee Member, a general meeting must be held to vote in a new person to fill this position. There must be at least 14 clear days notice of the meeting and voting shall be by secret ballot, and shall be First Past the Post.
-section 5.8 Upholding Committee Duties: i) Attendance of all Committee Members at Ordinary and General Meetings is obligatory. Any Executive Member who does not attend three consecutive meetings without leave can be dismissed from the Executive by a two-thirds majority vote of those Ordinary Members in attendance at an Ordinary Meeting. ii) Failure to uphold the responsibilities of a committee position, as listed in sections 5.1 – 5.7, may result in expulsion from the committee. Such an exercise must proceed as follows: a) If it is believed by the majority of the committee that an individual is not fulfilling their commitments to the society, the President must raise the issue at next committee meeting at which point the grievances of the committee members be expressed. b) Once a member has been named they have 2 weeks to recommit to their duties and show sincere signs of improvement. This period is considered the notice period for a ‘motion to no confidence’. The named committee member must be recorded in the minutes. c) The President must work with the named member under question to improve their performance. If the President is named, the Vice President will work with the President to improve their performance. d) If, after 2 weeks, the member has failed to uphold their duties and no signs of improvement are evident, a committee meeting shall be called by the President, or Vice President if the President has been named, to expel the member from the service of the committee via a ‘motion of no confidence’. e) Before voting all members of the committee have the right to speak on the motion to expel. f) The member under question is allowed to vote. g) A two-thirds majority is required the motion to pass. h) If the member is expelled the position may be filled at the next General Meeting as outlined in article 5.7, section iv. i) If the motion does not pass, the member remains as part of the committee and cannot be accused or expelled until the following semester, at which time this process may be enacted again, if deemed necessary by the committee.
-section 6.8 Resignation: i) Should a committee member wish to resign, they must present their notice of resignation in writing to the Secretary. The Clubs and Societies Office will then be notified. ii) Should a vacancy occur on the Committee, refer to article 5.7, section iv.
-section 7.2 The Secretary, in conjunction with the President, may at any time and for any worthy purpose, call a General Meeting, and shall do so forthwith upon receipt of the written application of twenty percent (20%) of Ordinary Members of the Society stating the purposes for which the meeting is called. The business debated at a General Meeting shall be confined to the purposes named in the notice.
-section 7.7 v) dismissing Executive Members, provided that the Executive Member is given reasonable right of reply.
-section 8.7 Persons wishing to vote on the society’s policies or elections must be members of the society prior to the date of the Annual General Meeting. In case of dispute regarding the time when a person becomes a member, a person shall be considered a member from the date when the membership application is turned over to the Secretary (not any other committee member) and the membership fee is accepted by the Treasurer.
-section 8.8 A current updated membership list must be present on the day of the Annual General Meeting and membership must satisfy clause 8.7 in order to be eligible to vote or run for a position.
-section 9.2 Only Ordinary Members shall be eligible to be candidates for election or to vote in the election.
-section 9.6 Role of the Chair: i) The outgoing President shall Chair the meeting. ii) The Chair has the right to vote and run in the election. iii) Once voting has begun, the Chair can have no role in collecting, sorting or counting of votes, and may not count the votes with Returning Officer.
-section 9.7 Role of the Returning Officer: i) Before an election the Executive shall nominate a suitable person, not being a candidate for election, to act as Returning Officer. The Returning Officer shall be charged with the conduct of the election, and may appoint suitable persons, not being candidates for election, as Deputy Returning Officers. The Returning Officer and their Deputies may not vote in the election. ii) The Returning Officer shall mark those in attendance in accordance with the membership list provided by the committee, upon entrance into the voting hall. All members wishing to vote, must present their access card upon entrance to the voting hall. iii) The Returning Officer must supervise the election to ensure it is fair, and count the votes once the election has taken place. iv) Counting of the votes may only be undertaken by the Returning Officer and their deputies.
-section 9.9 Voting shall be by secret ballot, and shall be First Past the Post. i) The ballot papers shall be: a) Prepared by the Chair. b) Identical. c) Initialized by at least one electoral officer upon the issuance to a member eligible to vote. d) Ballots which are not initialized shall be considered invalid. ii) Once voting commences no one shall be permitted to enter the voting hall. iii) All those present that are not eligible to vote, excluding the Returning Officer and Deputies, must leave the room for the voting process. They will be allowed back inside, after voting has ceased.
- APPENDIX 1: Life Members 1. Professor Manuel Aroney 2. Jim Theodoridis 3. Steve Anastasiadis 4. Nick Vlahadamis 5. Kimon Kousparis 6. Diana Diamadis (recorded 13/10/94) 7. Gregory Vetsikas (recorded 28/3/13) 8. Theodora Gianniotis (recorded 18/3/15)
- APPENDIX 2: Honorary Life Members 1. Prof. Vassos Karageorgis – (visited the University of Sydney in 1993)
7. Reports of Executive Members.
8. Other reports
9. General business
10. Date of the next meeting