AQUA is required to hold an Annual General Meeting (AGM) in line with its constitution in the coming months. As a result, we have scheduled an online AGM for Thursday 18 May 1-2 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). If your membership is current, you should have received an email with a link for the meeting. If you did not receive this, please contact firstname.lastname@example.org and we will sort it out.
The agenda is at the bottom of this message.
At the meeting we will (briefly) discuss the idea of having a one day online meeting in preparation for the INQUA conference. The purpose of this meeting is to provide AQUA members with an opportunity to practice their talks and also to provide those not attending with an opportunity to hear the talks.
If you are unable to attend the AGM please provide a proxy vote and intentions to another member who is attending. Patricia Gadd (Secretary) in particular is happy to receive your proxies (email@example.com). Having these proxy votes is important to ensure that your views are represented and also to ensure that we have a quorum for the AGM.
With best wishes and see you at the AGM. There is a link to the Constitution on the AQUA website.
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 position of Treasurer 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) Executive 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 Patricia Gadd firstname.lastname@example.org by 5 pm (AEST) Thurs 11th May.
AQUA Executive Committee positions
The AQUA Executive 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.
The AQUA President is responsible for representing the organisation both internally and externally. The President chairs Executive 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.
The Vice President undertakes the President’s role in their absence and contributes to overall decision making by the Executive Committee.
The Secretary is responsible for arranging Executive 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).
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)
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).
COMMUNICATIONS AND IT COORDINATOR
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.
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:
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 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.
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) 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