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EGM Agenda - Murray Building 58/1035 - Tuesday 27th August 7pm

This EGM is being called to make changes to the current constitution. A further EGM will be called to fill committee positions shortly.

Proposed changes to the constitution

Proposal 1

The removal of SourceBots Director as a committee position, to be replaced with Summer School Lead and an optional Summer School Second, who shall oversee all activities related to the running of the annual robotics summer school. The Summer School Lead and Summer School Second are expected to involve the rest of the Group in decision making and are not expected to be solely responsible for the running of the event. Going forward, effort will be made to ensure this role is particularly well considered when roles are handed on to new Members.

  • Removal from committee positions section of the constitution
    • SourceBots Director, including supplementary information about the role
  • Addition to committee positions of:
    • Summer School Lead. The Summer School Lead shall oversee the annual ECS and robotics summer school, shall ensure a reasonable timeline for preparation is followed throughout the academic year, and shall ensure that tasks both for preparation and for the event itself are well planned and delegated. They shall correspond with the relevant ECS staff members, Smallpeice members, and Student Robotics members as needed. The Summer School Lead should also be available and on hand for the entire week of the summer school as the volunteer coordinator. If this isn't possible a second summer school lead should be assigned.
    • Second Summer School Lead (optional). The Second Summer School Lead is an optional committee position that isn't needed to have a full committee but should be filled if possible. The Second Summer School Lead shall support the main Summer School Lead in their responsibilities.

Proposal 2

Removing the role of Social Secretary with the role of social and cultural pursuits for the Group’s Members being connected to the new role of Welfare Officer. Addition of Welfare Officer, needed in order to remain affiliated with SUSU, and generally agreed by the current committee to be a good idea.

  • Removal from committee positions section of the constitution
    • Social Secretary, including supplementary information about the role
  • Addition to committee positions of:
    • Welfare Officer. The Welfare Officer shall oversee the personal welbeing of the Group’s Members, including organising small-scale social events for the Group’s Members and mediating between members where such action is necessary.

Proposal 3

The role of Outreach Director shall be removed

  • Removal from committee positions section of the constitution
    • Outreach Director, including supplementary information about the role

Proposal 4

Marketing Director. The responsibility for the organisation of outreach activities shall become part of the role of Marketing Director, who shall also oversee the promotional materials and promote the Group to prospective Members and potential sponsors alongside the Treasurer by managing our online presence.

  • Addition to committee positions of:
    • Marketing Director. The Marketing Director shall oversee the organisation of small outreach activities, the design, production, and distribution of promotional materials, promotion to prospective members, potential sponsors, and manage the society's online presence.

Proposal 5

The role of Student Robotics Liaison is removed, to be replaced by the role of Technical Officer.

  • Removal from committee positions section of the constitution
    • Student Robotics Liaison, including supplementary information about the role
  • Addition to committee positions of:
    • Technical Officer. Co-ordination of events and communication between Student Robotics, an external Charity no. 1163168 and the Group are handled as part of the role of Technical Officer. The Technical Officer shall be responsible for overseeing any kit development work the Group may carry out and is expected to work closely with the Kit Team Committee of Student Robotics.