SecSoc EGM





Description


Hey there!

This is a formal notice that the UNSW Security Society (SecSoc) will be running an Extraordinary General Meeting (EGM) on the 16th of March 2020. The meeting will run before the COMP6441 Lecture from 5:00pm to 6:00pm in the Mathews Lecture Theatre A at the University of New South Wales. 

🍕🍕🍕 There will be pizza that you can take into the lecture! 🍕🍕🍕

Anyone is welcome to attend the EGM, but only those who are members of the UNSW Security Society will be able to vote.

The agenda for the meeting is as follows:

  • Apologies
  • Handover of the Vice President
  • Election of the following positions:
    1. Secretary
    2. Arc Delegate
  • Constitutional Changes
  • Business without notice
You may find nomination information, position descriptions of the relevant roles, details of the constitutional changes, as well as details of the proposed changes below.
 

Nominations

Notices regarding nominations for executive positions.

  • Only current UNSW students are eligible for election for the executive. You will also need to be a current Arc member.
  • If you wish to nominate yourself or others, you must do so by filling out this form by the close of nominations at 11:59pm on the 15th of March 2020. 
  • Nominees are now required to confirm their nomination by emailing the returning officer at [email protected] using their UNSW email, before voting begins.
  • Nominees must submit an excuse if they are unable to attend the meeting, otherwise their elected position will be given to the next candidate in line.
  • Additional nominations received at the General Meeting are valid.
  • The election will use an optional preferential vote, curated by a returning officer, conducted on the day using paper ballots.
  • Before this time, you will have a chance to campaign at the election, however if for any reason you’re unable to attend, you may also submit a brief blurb on why you should be elected, that will be read out for you.
 

Position descriptions

Duties of the Vice President shall include but are not limited to:

  • In the absence of the President, to chair all meetings (held during their term) of the club or society;
  • To be responsible for matters relating to sponsorship and funding from outside organisations other than Arc, including but not limited to:
    • Liaising with such outside organisations,
    • Establishing the sponsorship proposal for the year, and
    • Organising events run in conjunction with sponsors;
  • To be responsible for matters relating to grievances, including but not limited to:
    • To receive complaints and grievances relating to the Club,
    • To investigate grievances (where necessary and resolve grievances or make recommendations to the Club Executive on the resolution of grievances,
    • To act in a fair, ethical and confidential manner in the performance of their duties, and pass on their responsibilities for specific grievances to other Club Executives if they cannot act impartially, and
    • To notify those involved of the outcome of the grievance;
  • To arrive at a budget with the Executive;
  • To assist the President in coordinating the activities and administration of the Club;
  • To have a thorough knowledge of the Club’s constitution;
  • To ensure that motions made at any Meeting of the Club are reflective of the constitution;
  • To liaise with fellow office bearers; and
  • To assist the President in their duties wherever practical.

Duties of the Secretary shall include but are not be limited to:

  • To be responsible for receiving and replying to all correspondence on behalf of the club;
  • To organise meetings, agendas (in consultation with the President), and minutes;
  • To keep relevant club papers in order;
  • To coordinate elections; and
  • To maintain the membership list, updating when changes are made.

Duties of the Arc Delegate shall include but are not be limited to:

  • To be aware of the Arc funding system, it’s requirements and its possibilities for the club;
  • To communicate with the Executive before and after each Arc Clubs General Meeting to pass on information (about grants etc);
  • To liaise with Arc and the club’s Executive;
  • To have a good working knowledge of Arc forms;
  • To clear out the club’s pigeonhole in the Arc Resource Centre at least every two weeks; and
  • To attend Arc Clubs General Meetings or nominate a fellow club member to attend on your behalf, or send advance apologies (taking the form of a written note detailing your name, club, and the date of the meeting you can not attend).
  • To ensure that Arc is informed of any changes to the Executive;
  • To ensure that changes made to the constitution at an EGM or AGM are in line with Arc requirements;

Constitutional Changes

You may find a copy of the constitution, along with the suggested changes here: https://github.com/unswsecuritysociety/constitution/pulls

You may suggest further changes to the constitution to be voted on by submitting a pull request, before or during the meeting. Please note you will need to be a current member of Security Society to propose changes.

Look forward to seeing you all there!

Regards,
The Security Society of UNSW.