Sydney University Cyber Security Society Annual General Meeting
AGENDA OF ANNUAL GENERAL MEETING OF THE SYDNEY UNIVERSITY CYBER SECURITY SOCIETY TO BE HELD AT 6:30PM 30/11/2024 AT ZOOM https://uni-sydney.zoom.us/j/86013386118
OPENING AND WELCOME
APOLOGIES AND LEAVES OF ABSENCE
MINUTES OF THE PREVIOUS MEETING & BUSINESS ARISING FROM THE MINUTES
ANNUAL REPORTS
CONSTITUTIONAL AMENDMENTS
3.4
NA
Amend to:
Ordinary, Associate and Honorary Members may be inducted into the Sydney University Cyber Security Society Board of Advisors through the discretion of the sitting President. Induction and removal to the Board of Advisors must be endorsed through a two-thirds majority vote of those Ordinary Members and Honorary Members who would otherwise qualify for Ordinary Membership in attendance at an Ordinary Meeting. Members of the Board Advisors may attend Executive meetings, vote in elections, and vote on motions of the Society, so long as they qualify for Ordinary Membership. Board members will serve as guidance, liaisons, consultants, and mentors to the current Executive, with the responsibility to act in line with the Sydney University Statistics Society’s principles and guidelines.
4.1
The Society shall have an Executive team consisting of:
i) A President
ii) Vice President
iii) Up to 2 Secretary(S)
iv) Up to 2 Treasurer(S)
v) Up to 10 Event Manager(S)
vi) Up to 7 Social Media Manager(S)
vii) Up to 5 Industry Liaison(S)
viii) Up to 10 Tech Specialist(S)
Amend to:
The Society shall have an Executive team consisting of:
i) A President
ii) Vice President
iii) Secretary
iv) Treasurer
v) Up to 3 Event Directors
vi) Up to 3 Marketing and Outreach Directors
vii) Up to 3 Industry Liaisons
viii) Up to 3 Tech Specialists
4.4
NA
Amend to:
The Sydney University Cyber Security Society shall maintain a Board of Advisors consisting of those nominated and approved by a majority vote of those Ordinary Members and Honorary Members who would otherwise qualify for Ordinary Membership in attendance at an Ordinary Meeting.
5.3
The Treasurer(s) shall:
i) Maintain the Society’s finances in accordance with the handbooks produced by the Clubs & Societies
Office of The University of Sydney Union.
ii) Present to the Annual General Meeting of the Society a report detailing the financial activity and
status of the Society.
iii) Ensure an adequate handover, including any documents and materials, to the following Executive.
iv) Ensure Society funds are only spent on matters pertaining to the aims and objectives of the Society;
v) Ensure any rules concerning management and expenditure of funds are complied with;.
Amend to:
The Treasurer shall:
i) Maintain the Society’s finances in accordance with the handbooks produced by the Clubs & Societies
Office of The University of Sydney Union.
ii) Present to the Annual General Meeting of the Society a report detailing the financial activity and
status of the Society.
iii) Ensure an adequate handover, including any documents and materials, to the following Executive.
iv) Ensure Society funds are only spent on matters pertaining to the aims and objectives of the Society;
v) Ensure any rules concerning management and expenditure of funds are complied with;
5.4
The Secretary(s) shall:
i) Conduct the correspondence of the Society.
ii) Book meeting rooms for the Society.
iii) Keep minutes of the proceedings of all Society meetings.
iv) Maintain the records and documents of the Society.
v) Maintain a list of current Members, in accordance with University of Sydney Union Guidelines.
vi) Maintain the Society’s registration with The University of Sydney Union.
Amend to:
The Secretary shall:
i) Conduct the correspondence of the Society.
ii) Book meeting rooms for the Society.
iii) Keep minutes of the proceedings of all Society meetings.
iv) Maintain the records and documents of the Society.
v) Maintain a list of current Members, in accordance with University of Sydney Union Guidelines.
vi) Maintain the Society’s registration with The University of Sydney Union.
5.5
The Event Manager(s) shall:
i) Takes charge of conceptualizing, planning, and executing cybersecurity events such as conferences,
workshops, and seminars. This includes coordinating with stakeholders, securing speakers and sponsors, and
managing event logistics.
ii) Be responsible for creating awareness and generating interest in the society's events, and teaming
up with the social media team to create these promotions.
iii) Ensuring smooth event execution by overseeing all aspects of event logistics, including venue setup,
audio-visual arrangements, and attendee management
iv) Reporting to the president/vice/proper authorities any incidents or happenings during the event.
Amend to:
The Event Director(s) shall:
i) Takes charge of conceptualizing, planning, and executing cybersecurity events such as conferences,
workshops, and seminars. This includes coordinating with stakeholders, securing speakers and sponsors, and
managing event logistics.
ii) Be responsible for creating awareness and generating interest in the society's events, and teaming
up with the social media team to create these promotions.
iii) Ensuring smooth event execution by overseeing all aspects of event logistics, including venue setup,
audio-visual arrangements, and attendee management
iv) Reporting to the president/vice/proper authorities any incidents or happenings during the event.
5.6
The Social Media Manager(s) shall :
i) Developing and implementing social media strategies; responsible for creating comprehensive
strategies that align with the goals and objectives of the Society. This involves identifying target audiences,
selecting appropriate social media platforms, and determining the types of content and messaging that will
resonate with the intended audience.
ii) Creates engaging and relevant content for various social media platforms. This includes writing
compelling captions, designing visually appealing graphics, and selecting or creating multimedia content
such as images and videos.
iii) Monitors and manages the organization's social media accounts, ensuring consistent branding,
voice, and messaging.
iv) Schedule and publish content, respond to comments and inquiries, and actively engage with the
audience by initiating discussions, participating in conversations, and fostering a sense of community.
v) Track and analyze social media metrics to measure the success of campaigns and make data-driven
decisions for optimization.
Amend to:
The Marketing and Outreach Director(s) shall :
i) Developing and implementing social media strategies; responsible for creating comprehensive
strategies that align with the goals and objectives of the Society. This involves identifying target audiences,
selecting appropriate social media platforms, and determining the types of content and messaging that will
resonate with the intended audience.
ii) Creates engaging and relevant content for various social media platforms. This includes writing
compelling captions, designing visually appealing graphics, and selecting or creating multimedia content
such as images and videos.
iii) Monitors and manages the organization's social media accounts, ensuring consistent branding,
voice, and messaging.
iv) Schedule and publish content, respond to comments and inquiries, and actively engage with the
audience by initiating discussions, participating in conversations, and fostering a sense of community.
v) Track and analyze social media metrics to measure the success of campaigns and make data-driven
decisions for optimization.
ELECTION OF EXECUTIVES
Appointment of Returning Officer
Nominations will be considered and voted on for the following positions:
A President
Vice President
Secretary
Treasurer
Up to 3 Event Directors
Up to 3 Marketing and Outreach Directors
Up to 3 Industry Liaisons
Up to 3 Tech Specialists
Please nominate the above positions via google form link
here: https://forms.gle/RQwN4QLP896LyPTP8
Nominations will also be taken from the floor.
GENERAL BUSINESS
i) Nomination of Bank Signatories
ii) Honorary Membership
iii) Nomination of Board Advisors
iv) Other General Business’
DATE OF THE NEXT MEETING
CLOSE OF MEETING
Link: Constitutional Amendment Coversheet
Link: Agenda