[Aqualist] AGM 29th April 2 - 3 pm (AEST) - details and how to send a proxy

[John Tibby]

Dear AQUA colleagues,

AQUA is holding an Annual General Meeting (AGM) in line with its constitution. This is scheduled online for Monday 29th April 2- 3 pm (AEST). Please make every effort to attend as we need a quorum of votes to make decisions.   If you can't attend you can still nominate for positions and vote via proxy (see below).



This message contains:

  1.  The Zoom meeting details
  2.  Information about proxy votes
  3.  A call for nominations for executive positions
  4.  The AGM agenda



If you have not renewed your membership please do so here: here<https://aqua.org.au/membership/become-an-aqua-member/>



  1.  These are the details for the Zoom meeting.  If you'd like me to add you to the calendar invite please send me and email



Join from a PC, Mac, iPad, iPhone or Android device:
Please click this URL to start or join: https://adelaide.zoom.us/j/83187468363?pwd=c0VwN2FhcUJuclBBMjR6VEdqNzM3QT09&from=addon
Password: 432656

Join from dial-in phone line:
Dial: +61 8 7150 1149
Meeting ID: 831 8746 8363
International numbers available: https://adelaide.zoom.us/u/keCjWcdHB

Join from a H.323/SIP room system:
Dial: 83187468363 at global.zoomcrc.com<mailto:83187468363 at global.zoomcrc.com>
or SIP:83187468363 at zmau.us
or 103.122.166.55 (Australia)
Meeting ID: 831 8746 8363
H323/SIP Password: 432656



  1.  Proxy votes

If you are unable to attend the AGM please provide a proxy vote and intentions to another member who is attending. Caroline Mather (Secretary) in particular is happy to receive your proxies (secretary at aqua.org.au<mailto:secretary at aqua.org.au>). Having these proxy votes is important to ensure that your views are represented and to ensure that we have a quorum for the AGM.



  1.  Committee Positions

The current AQUA Executive Committee would like to encourage you to nominate yourself, or others, for committee positions. AQUA needs your help!  In particular, there are no nominations for the positions of Vice President, Treasurer and Communications Officer from members of the current committee.  However, nominations are welcome for all positions.

Committee members contribute to all of the executive's decisions, not just those related to their roles and there are openings for general members and shadow positions which might be suitable for those people wishing to "learn the ropes".  The (current) Committee is suggesting that we have one student member from each of New Zealand and Australia.

Applicants for positions are encouraged to provide a short paragraph of why they seek nomination/what they would like to achieve in the role, although this is not a condition for nomination. Please send this paragraph (should you wish) to AQUA Secretary Caroline Mather secretary at aqua.org.au<mailto:secretary at aqua.org.au> by 5 pm (AEST) Fri 26th April.


AQUA Executive Committee position descriptions

The AQUA Committee meets for an hour every two months. Its decision-making processes have a tradition of being informal and consensus based. The official roles are described in the Organisation's Constitution but further details about the day to day roles are provided below.

PRESIDENT

The AQUA President is responsible for representing the organisation both internally and externally.  The President chairs Committee meetings and the Annual General Meeting and is responsible for writing a small piece ("From the President's Pen") in each issue of Quaternary Australasia.

VICE PRESIDENT

The Vice President undertakes the President's role in their absence, contributes to overall decision making by the Executive Committee and may lead subcommittees.

SECRETARY

The Secretary is responsible for arranging Committee meetings and the Annual General Minutes and taking and distributing minutes. They are also responsible for the keeping of all official documents excluding financial, including the register of members (the latter mostly done automatically via the website these days).

TREASURER

The Treasurer is responsible for AQUA's financial activities, including those related to the AQUA Conference (in collaboration with the local organisers). In addition to the "day to day" activities, The Treasurer is responsible for reporting to Annual General Meeting on the organisation's financial position. Some banking authority is also shared with other committee members.

NB: The Treasurer must be an Australian Resident (for banking purposes)

COMMUNICATIONS OFFICER

The Communications and IT Coordinator is responsible for maintaining the Aqua website and social media accounts (primarily the @AusQuaternary Twitter account). This includes working with the editors of QA to upload the QA magazine and organisers of the biennial AQUA conference to facilitate conference registration and abstract submission.

EDITOR/S

The Editor of Quaternary Australasia is responsible for soliciting and preparing contributions from AQUA members for biannual publication. This includes copyediting, writing editorials, coordinating peer review, and liaising with an external graphic designer.

Other Committee position descriptions

SHADOW TREASURER

The Shadow Treasurer provides support to the Treasurer with a variety of tasks. Shadow position occupants often go on to occupy the "full" position (although this is not necessarily the case).

SHADOW COMMUNICATIONS AND IT

The Shadow Communications and IT Coordinator provides support to the Coordinator with a variety of tasks. Shadow position occupants often go on to occupy the "full" position (although this is not necessarily the case).

GENERAL MEMBERS, in the following categories (NB: these categories are proposed only and will be determined at the AGM):

NZ and Australian student representatives, ECR representative, Inclusion and Equity

The ECR General Member position includes representing ECR AQUA members in committee meetings and is responsible for driving strategies to encourage inclusion and diversity, and support early career and junior researchers in the Quaternary community. General member positions are perfect for new or relatively new committee members to "learn the ropes".   The above categories are suggestions only and need to be agreed (or otherwise) at the AGM

QUATERNARY AUSTRALASIA SHADOW EDITOR/S

The Shadow Editor provides support to the Editor with tasks relating to the compilation and preparation of Quaternary Australasia for publication.



  1.  AGM agenda:

 (1) to confirm the minutes of the previous annual general meeting and of any special general meeting held since then;

 (2) to receive and consider-

(i) the annual report of the Committee on the activities of the Association during the preceding financial year; and

(ii) the financial statements of the Association for the preceding financial year submitted by the Committee;

(3) to elect the members of the Committee;

(4) to confirm or vary the amounts of the annual subscription fee.

(5) Any Other Business
In relation to (5) an email will follow shortly from Tim Barrows about proposed modifications to the constitution.


With best wishes,
John.
On behalf of the AQUA Committee

Australasian Quaternary Association President



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