SYN Annual General Meeting – FAQs

What is an Annual General Meeting?
An AGM is held every year to inform SYN members of previous and future activities. In organisations run by volunteers, the AGM is generally the forum for the election of officers or directors for the organisation.

It is an opportunity for the members to receive copies of the organisation’s financial accounts as well as reviewing fiscal information for the past year and asking any questions regarding the decisions the organisation will take in the future.

When is the 2017 AGM?
6:30pm Wednesday October 25, RMIT Building 8, Level 4, Room 13

What is the SYN Board of Management? What does it do?
A board of directors is a body of elected or appointed persons who jointly oversee the activities of a company or organisation.

Typical duties of boards of directors include:

  • Governing the organisation by establishing broad policies and objectives
  • Selecting, appointing, supporting and reviewing the performance of the General Manager/CEO
  • Ensuring the availability of adequate financial resources
  • Approving annual budgets
  • Accounting to the stakeholders for the organisation’s performance

The SYN Board is a group people whose job it is to oversee SYN and make sure it remains stable financially and, to some extent, philosophically. The Board meets monthly, and receives reports on SYN’s finances, staff, volunteers and activities from the General Manager.

The SYN Constitution states that four Board members must be aged under 26, including the President.

What do the president and vice president do?
The president and vice president lead the board, running monthly meetings and representing the board externally. They work with the general manager of SYN and others on the board to implement the board’s plans. The president and vice president must be under 26 at the time they are elected – it’s not unusual for it to be the first time they have filled such roles and they are supported by other board members and members of the SYN community.

What happens at the AGM?
The agenda is here, but to give you an insight, the president and treasurer give reports on how SYN has gone for the year, and the membership votes to accept these reports. Members can ask questions about what decisions were made and why they were made. Then those nominating for president give speeches about why they would be good for the job, followed by speeches by those nominating to be ordinary members. Then members vote and the result is announced.

Who can nominate to be president or an ordinary member?
Any member of SYN can nominate to be a member of the board – unlike volunteering on air, there is no age limit. There is an age limit on being president or vice president though, they must be under the age of 26 at the time of election (but they can stay president or vice president if they turn 26 during their 2 year term). The SYN constitution says there must be at least 4 board members (out of a possible 10) who are under 26 at the time of election. In 2017, this means that 3 of the people elected (including president) must be under 26. We must also elect one person who is a student at RMIT, and if needed affirmative action will be used to meet these requirements.

What do I need to do if I want to nominate for the board?
Firstly, make sure your membership is up to date (email [email protected] to check and to update and pay your membership).
Secondly, download the nomination form and fill it out – you need two SYN members to sign the form. It needs to be returned to SYN by 6pm on Wednesday October 18.

Next prepare a speech to give at the AGM – it can be up to 2 minutes long if you are nominating to be an ordinary member of the board, or 4 minutes if you are nominating to be president. If you can’t get to the AGM the speech can be a video (but we really recommend you go to show you are serious about SYN).

What do I need to do vote? What if I can’t go to the AGM?
Again – make sure your membership is up to date, then just turn up to the AGM (6:30pm Wednesday October 25, RMIT Building 8, Level 4, Room 13). If you can’t get there, you can ask someone to act as a proxy vote for you, the form is also on the website. But please come, there will be snacks.

Why should you come to the AGM?
It’s important that all SYN members are involved in this kind of meeting. Its aim is to provide all members with information about SYN’s business activities, Board members and financial status. The current Board hopes that you’re interested in the health and sustainability of SYN as an organisation, and that you’ll attend the AGM to participate in Board elections that’ll determine how SYN’s overseen for the next period of time.

I’m still not convinced, why should I come?
There will be snacks, and people have also been known to meet the person they will fall in love with at the SYN AGM. If food and love won’t get you in the door, I don’t know what will.

I have more questions – where do I get more info?
Email board president Sally Whyte – she’s [email protected] and she loves talking about SYN a lot. She is also taking snack requests.