ANNUAL GENERAL MEETING

UKSEDS' AGM will be held at the University of Surrey on Sunday 1st March 2015. The officers will present their reports for the year, and members will be able to stand for positions on the committee. It is an opportunity for members to review the committee's progress and ask any questions regarding the directions the organisation will take in the future.

At the AGM UKSEDS members are allowed to stand and vote for the next committee. Any members who cannot attend the AGM in person should appoint a proxy or make their voting intentions known to the Secretary. Members can attend the AGM without a ticket for the conference, but should notify the Secretary ([email protected]). Non-members are not allowed to vote or stand, but may attend the meeting.

Agenda

  1. Reports from the Committee
  2. Approval of the accounts
  3. Approval of minutes of 2nd March 2014 AGM at University of Leicester
  4. Motions
    • Motion to amend the constitution
  5. Elections
    • Uncontested positions
    • Executive positions
    • Officer Positions
  6. AOB

Committee Election

Nominations for the 2015/16 UKSEDS National Committee are now open, and will close at 11pm on Saturday 28th February 2015. Any branch or paid member may stand.

A position on the Committee is an immensely rewarding experience, with many opportunities to gain valuable skills, meet exciting new people and make a name for yourself in global space sector. To nominate yourself please fill in this form. By submitting the nomination form you are agreeing to your full name and manifesto to be published by UKSEDS, both on our website and in print for distribution at the conference. Submitted manifestos can be found here.

Voting will take place at the Annual General Meeting on Sunday 1st March, when candidates will be expected to give a short speech explaining their motivation and suitability for the role (anyone unable to attend the AGM may run by proxy). Positions with no nominations will be opened to the floor on the day of the AGM.

Elections are being held for the following roles, full details of which can be found on the website, or by contacting with the current holder of the position. There are several additional non-committee roles which will be created throughout the year, providing another opportunity to get involved with UKSEDS.

Executive

  • Chair (Jeremy Nickless): In charge of UKSEDS with ultimate responsibility for the activities and growth of the Society.
  • Vice Chair (Ryan Laird): Deputises for the chair in all areas when the chair is not available for any reason.
  • Treasurer (Rob Garner): Handles all of UKSEDS’ financial affairs.
  • Secretary (Joseph Dudley): Handles the administrative aspects of UKSEDS.

Officers

  • Careers Officer (Portia Bowman): Creates and collates career-related resources, activities, and opportunities.
  • Events Officer (Alex Gee): Coordinates organisation of events.
  • International Officer (Ciara McGrath): Builds and maintains UKSEDS’ relationship with international groups.
  • Membership Officer (Sam Kennedy): Manages branch and member resources and works to expand membership.
  • Outreach Officer (Samiksha Mestry): Coordinates outreach programmes and volunteers.
  • Projects Officer (Teejay Taiwo): Manages UKSEDS’ projects and support branches’ projects.
  • Public Relations Officer (Vanessa Pepe): Creates and maintains promotional materials and handles UKSEDS’ public image.
  • Sponsorship Officer (vacant): Builds and maintains UKSEDS’ relationship with the space sector, and works to secure funding through sponsorship and grants.

The UKSEDS National Committee offers enthusiastic students the opportunity to take an active role in deciding the strategy and activities of the UK’s national student space society. Experience of similar roles in university societies is recommended but not required provided applicants are enthusiastic and willing to learn.

Committee roles require a significant time commitment, but offer the opportunity to gain valuable management, communication and teamwork skills, all of which are extremely attractive to potential employers.

In representing the Society, Committee members will be in contact with space organisations both in the UK and throughout the world, and will have the chance to make many useful contacts, and become well known in the space community.

All Committee members are volunteers, and they are not expected to give all of their time to the Society. The Executives have a regular weekly workload, whilst the Officers tend to be needed to deal with specific projects at specific times, and as such may experience a fluctuating workload. All Committee members are expected to be contactable by email, and regularly attend fortnightly Skype meeting.

The Executive

The Executive are largely managerial and administrative positions, dealing with the day to day running of the Society, making decisions, and providing leadership and vision. They are trustees of UKSEDS, and are expected to develop an intimate knowledge of the Society and how it operates so that they are able to map out its long term aims and development goals. They are also expected to go beyond their roles to fill in for and support the Officers where necessary.

Executive positions require a greater level of experience and time commitment throughout the year but offer great opportunity to gain valuable skills, particularly in leadership and decision making, and make important contacts in the space industry.

Chair

The Chair is responsible for running UKSEDS and managing the Committee. This includes chairing meetings, delegating tasks, and handling any emergency situations. The Chair is also the primary representative of the Society, and needs to utilise a wide range of skills to organise and direct the committee whilst ensuring they work and communicate effectively as a team. They should have a vision for the future of the Society, and be able to turn that vision into a coherent strategy.

It is highly recommended that applicants be existing members of the UKSEDS Committee, and be confident that they can remain calm under pressure.

Vice Chair

The role of the Vice Chair is to support and deputise for the Chair wherever necessary. They should be flexible enough to do any job when required, providing the Chair with a second opinion on important decisions, and represent them when they are unavailable

Treasurer

The role of the Treasurer is to manage UKSEDS’ accounting records. This includes being responsible for issuing, and paying invoices, and regularly reporting to the Committee on the state of the Society’s finances. The Treasurer is also one of the two signatories on the bank account and typically looks after the cheque book.

It is highly recommended that applicants have some financial experience, and be fluent in the use of software such as Microsoft Excel.

Secretary

The main role of the Secretary is to prepare the agenda for meetings of the Committee and to subsequently write up and distribute the minutes. Other roles include coordinating mailing lists, handling filing and archiving, and ensuring that schedules are kept to and that correct protocols are followed.

The Officers

Each officer has responsibility for a specific aspect of UKSEDS’ activities and is expected to become an expert on it during their term. The bulk of their work will be in their area, but they may be asked to support other members of the committee where necessary.

Officers have a certain degree of autonomy, but are expected to report regularly to the committee and are answerable to the Executive.

Careers Officer

The Careers Officer is responsible for all activities relating to careers and recruitment. They will work with the Sponsorship Officer to secure graduate, internship and other career opportunities for the Society’s members, develop academic opportunities, and compile and maintain resources on space-related courses and opportunities.

Events Officer

The Events Officer takes the lead in organising events throughout the year, in particular the annual National Student Space Conference and the UKSEDS Space Workshops. The Conference usually takes place in early spring, and the Events Officer therefore needs to have sufficient time available during the preceding months to properly organise the event.

International Officer

The International Officer is responsible for building and maintaining relationships with other SEDS chapters and similar organisations throughout the world. They pursue involvement in international projects, and support the development of SEDS groups overseas.

Membership Officer

The Membership Officer is responsible for supporting existing members and branches, and working to expand membership and establish new branches. They are also responsible for developing branch resources, and maintaining the membership database.

Outreach Officer

The Outreach Officer is responsible for organising and developing outreach activities, recruiting outreach volunteers and coordinating their efforts, and working with external organisations on joint outreach projects.

Projects Officer

The Projects Officer is responsible for coordinating and supporting national projects, including the National Rocketry Championships, and providing advice and resources for branches’ projects. Additionally they are expected to assists in the organisation of UKSEDS Space Workshops. They are not expected to run all projects, instead each project will have its own lead who will report to and is supported by the Projects Officer.

Public Relations (PR) Officer

The PR officer is responsible for promoting UKSEDS and its activities to the public and the press. They will have responsibility for news articles, press releases, social media, and podcasts.

Additionally they are to oversee branding, and the creation and maintenance of web and print publicity materials. The ability to create such materials is not essential, and those lacking the appropriate skills in graphics editing, publishing, and web design, may delegate this task.

Sponsorship Officer

The Sponsorship Officer is responsible for securing sponsorship and support from businesses and other organisations in the space sector, and for writing grant applications for government and charitable schemes. They will also coordinate closely with the Careers Officer to secure opportunities in academia and industry for the Society’s members.

Additional Roles

As UKSEDS increases the number and scope of its activities, we often need extra help in certain areas in the form of Assistant Officers (AOs). AOs are report to committee officers and have responsibility for specific projects and task (for example, a particular workshop or outreach event). Being an AO is a good way to get involved with UKSEDS without committing to as much responsibility as a committee officer.

The roles in a team may be changed each year to reflect the skills of the committee. For example, a PR team might include someone whose role would be updating social media, whilst the officer handled press releases and publicity materials, or vice versa according to their skill sets. If the Committee already posses individuals with the required skills, then the officer may choose not to co-opt someone new.

The National Student Space Conference is run by UKSEDS. All logos are copyright of their respective owners.

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