Clubs and societies handbook ed 5 by ANUSA

Clubs&and& Societies& Handbook&

For&executives&of&ANU&Clubs& and&Societies&

5th&Edition&2013&

!1!|!ANU!Students!Association!Clubs!&!Societies!Handbook!

& ! ! Getting&involved&in&Clubs&&&Societies&can&be&a&highlight&of&your&university&experience.&Your& members&will&make&new&friends,&learn&new&skills,&be&offered&unique&leadership&opportunities& and&attend&vibrant&events&–&all&at&highly&subsidised&student&prices.! & Our&Clubs&&&Societies&are&formed&by&students&and&open&to&everyone.&To&all&Club&&&Society& executive&members,&best&of&luck&and&thank&you&for&giving&your&time&and&energy&to&make&our& Clubs&and&Societies&Program&one&of&Australia’s&most&engaging.&& & If&you&can’t&find&a&Club&or&Society&you&want&to&join,&we&encourage&you&to&start&your&own!& & & & & & & & & & & & & & &

Published&by&Australian&National&University&Students’&Association

& & Special&thanks&to:&Aleks&Sladojevic,&Anirudh&Devanathan,&Dallas&Proctor,&Eric&Chan,&Jedda&Elliot,& Michael&Harrison&and&Winnon&Brunson&for&their&5th&Edition&comments.&& & 3rd&Edition&2011&Edited&by&Purdy&Nahhan& 4th&Edition&2012&Edited&by&Dallas&Proctor& 5th&Edition&2013&Edited&by&Shan&Verne&Liew& & Front&cover&image&by&Yasmin&Masri

QUICK&REFERENCE! ! & Grants'and'Affiliations'Committee'(GAC)& Meets&weekly&in&the&ANUSA&Boardroom& Appointments&necessary&for&bonus&sponsorship&grants& ' All&other&grant&applications&can&be&made&online&at&anusa.com.au/gac& ' ' For'assistance'with'any'Club/Society'matters,'including'appointments'and'receipts:' & Students'&Facilities&Building&17a&(Above&the&Student&Space&in&Union&Court)& & ANUSA&GAC&Representative& Anirudh&Devanathan& sa.gac@anu.edu.au& ' ANUSA&Social&Officer&(Chair)& & Liv&Clark& sa.social@anu.edu.au' & & ' To'submit'your'expenditure'receipts' Students'&Facilities&Building&17a& 6125&2444& ' GAC'Regulations,'forms'and'information' www.anusa.com.au/gac& & & & & & & & & & Mastering'the'contents'of'this'Handbook'is'essential'for'each'Club/Society'Executive.'Even'if' you'are'not'affiliated'with'GAC,'the'rules'in'Part'4'are'applicable'to'all'Clubs'&'Societies'at' ANU.'We'hope'you'familiarise'yourself'thoroughly'with'the'contents'of'this'guide.'

!3!|!ANU!Students!Association!Clubs!&!Societies!Handbook!

GETTING&YOUR&GAC&GRANT&

in!three!simple!steps! !

ONE!

TWO!

THREE!

AFFILIATE&

APPLY&

RECEIVE&

(annually)! !

! !

C Online:!anusa.com.au/gac! C To!affiliate,!you!must!have! o A!bank!account! o An!ABN! o A!Constitution! o Three!trustees! o At!least!15!members! !

C Online:!anusa.com.au/gac! C Provide! o Event!details! o Preliminary!budget! ! ! ! !

Page&5& &&You&are&copy&and&pasting& the&handbook&

! ! Page&13& &&You&are&copy&and&pasting& the&handbook&

! !

FOUR!

C Submit!receipts!at!ANUSA!! C Grant!transferred!to! Club/Society!bank!account!! ! ! ! ! ! ! ! Page&14& &&You&are&copy&and&pasting& the&handbook&

FOUR!

RUNNING&YOUR&CLUB/SOCIETY&

RUNNING&YOUR&Page&15&

C Free!ancillary!benefits!to!Clubs!&!Societies! C Food!safety!and!liquor!licensing!regulations! C Events!calendar! C Approval!to!run!events!on!campus!

C Forced!disaffiliation! C Free!mail!service! C AGMs! C Privacy!guidelines!

!4!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

! ONE& part!one!

AFFILIATING&YOUR&CLUB/SOCIETY& AFFILIATING! Why!Affiliate!with!GAC?! • Funding!for!almost!all!of!your!regular!events! • Free!print!quota! • Opportunities!to!win!ANUSA!awards!for!your!Club/Society • Free!access!to!ANUSA!equipment!hire! • Free!access!to!ANU!rooms,!including!the!ANUSA!Boardroom! • Free!BBQ!hire! • Free!pigeon!hole!at!ANUSA!for!mail!delivery! • Cover!under!ANUSA’s!public!liability!insurance!policy! th You!are!copy!and!pasting!the!5 !edition!ANUSA!C&S!handbook! !

How!to!Affiliate! Affiliation!can!be!completed!online!at!anusa.com.au/gac,!and!takes!only!five! minutes!if!your!Club/Society!has!already!organised!all!the!relevant!material.!! ! To!affiliate,!your!Club!&!Society!will!need!to!submit:!  A!valid!bank!account!  An!ABN!  A!valid!constitution!  Three!designated!trustees!  A!list!of!members!that!includes!at!least!15!ANU!students!

! !

! All!Clubs!&!Societies!must!renew!their!affiliation!annually.!!

Not!sure!how!to!do!any!of!the!above?!Read!below!

How!to…!get!an!ABN! You!can!register!an!ABN!or!find!the!ABN!of!your!Club/Society!online: http://abr.gov.au ! As!an!organisation!affiliated!with!GAC!and!ANUSA,!during!registration!you!should! register!as!a!nonCprofit.! th You!are!copy!and!pasting!the!5 !edition!ANUSA!C&S!handbook

How!to!…!get!a!valid!bank!account! You!are!free!to!choose!any!bank,!but!we!suggest!you!choose!one!with!a!branch!on! campus:!Commonwealth!Bank,!National!Australia!Bank!or!Service!One.! ! To!open!an!account,!you!will!be!asked!by!the!bank!to!submit:!  Minutes!from!a!meeting!stating:!! • The!full!name!of!your!Club/Society!! • The!full!names!of!the!trustees!and!their!positions!! • That!the!trustees!are!authorised!to!operate!on!the!bank!accounts!

!5!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!one! AFFILIATING! Method!of!operation!for!the!bank!account! o Whether!accessing!funds!will!require!oneCtoCsign!or!twoCtoCsign! o Whether!you!require!a!cheque!book,!deposit!book!or!debit!card! • That!the!Club/Society!is!(or!will!be)!affiliated!with!ANUSA!! • That!a!new!bank!account!is!to!be!opened!  The!Club/Society’s!Constitution!!  An!ABN!  A!completed!Authority!to!Operate!on!a!Business!Account!Form,!issued!by!the! bank! •

! You!must!use!ANUSA’s!address!to!open!the!bank!account:!!! ! [Club/Society!Name]!! C/<!ANU!Students!Association!Students'!! Facilities!Building!17a!! Australian!National!University!! ANU!Canberra!ACT!0200!! ! !

How!to!…!choose!your!three!trustees! Usually,!the!trustees!are!the!President,!Secretary!and!Treasurer!of!the!Club/Society,! however!you!may!make!alternative!arrangements!if!that!is!preferred.! th You!are!copy!and!pasting!the!5 !edition!ANUSA!C&S!handbook! The!trustees!are!responsible!to!GAC!for:!  Holding!meetings!that!are!open!to!all!members!!  Presenting!the!budget!at!a!meeting!in!accordance!with!the!Constitution!!  Acting!as!authorities!on!the!Club/Society’s!bank!account!  Reconciling!the!Club/Society’s!funds!at!the!end!of!the!year!!  Arranging!handover!to!next!year’s!trustees!  Maintaining! o The!minutes!of!committee!and!general!meetings! o The!Constitution!! o The!current!membership!list! o Documentation!relating!to!the!Club/Society’s!bank!account!! o Accounts!and!receipts!for!the!Club/Society!!  Ensuring!compliance!with!the!Club/Society’s!Constitution!and!the!GAC! regulations!contained!in!this!handbook! ! If!the!Constitution!of!the!Club!or!Society!does!not!make!provision!for!the!appointment!of! trustees,!then!the!President,!the!Secretary!and!the!Treasurer!are!deemed!the!trustees!for! regulatory!purposes.! th You!are!copy!and!pasting!the!5 !edition!ANUSA!C&S!handbook! You!can!have!nonCANU!student/general!public!members;!however!they!must!not!hold! more!than!one!of!the!trustee!positions!and!must!not!be!counted!in!respect!of!funding! decisions.!

!6!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!one! AFFILIATING!

How!to!…!make!sure!your!Constitution!is!valid! ! You!can!either!  Use!the!model!Constitution!available!on!the!ANUSA!website,!or!  Write!your!own!Constitution! ! Should!you!choose!to!write!your!own!Constitution,!it!must!include!the!following!clauses:! ! ! Dissolution!Clause! Affiliation!Clause! ! !! ! ! “The!club/society!can!be!dissolved!by! “This!Club/Society!is!affiliated!to!the! ! decision!of!the!current!membership!at!a! Clubs!and!Societies!Committee!of!the! ! general!meeting!or!when!the! ANU!Students’!Association!and!the! ! club/society!ceases!to!operate!due!to!no! Postgraduate!and!Research!Students’! ! members!being!elected!to!the! Association!and!anything!in!this! ! executive/trustee!positions!and!the! Constitution!which!is!inconsistent!with! ! club/society!ceasing!to!function!through! the!ANU!Students’!Association!Clubs!and! ! natural!attrition.!In!the!case!of!the! Societies!Regulations!is!null!and!void!to! ! club/society!being!dissolved!any!excess! the!extent!of!inconsistency”.! ! assets,!property,!funds!or!money! ! remaining!after!all!debts!and!liabilities! ! are!paid!shall!not!be!given!to!members! ! but!shall!be!given!or!transferred!to!the! ! ANU!Students’!Association.”! ! ! NotCforCprofit!Clause! ! ! ! !! !"The!assets!and!income!of!the!Club/Society!shall!be!used!only!for!the!promotion!of!the! ! Club/Society's!objectives!and!no!portion!may!be!paid!or!transferred!directly!or!indirectly!to! ! members!of!the!Club/Society!except!as:!! ! ! ! C Bona<fide!remuneration!for!services!rendered!by!the!members!to!the!Club/Society;! ! C Repayment!of!expenses!incurred!on!behalf!of!the!Club/Society;! ! C Interest!at!a!rate!not!exceeding!interest!at!the!rate!for!the!time!being!which!is!or!would! be!charged!by!the!Clubs/Society's!bankers!for!money!lent!to!the!Club/Society;!and!! ! ! C Bona<fide!rent!for!premises!let!to!the!Club/Society! ! ! ! Where!a!Club/Society’s!Constitution!is!silent!on!an!issue,!the!ANUSA!Model!Constitution! will!apply.!Dissolution!clauses!may!alternatively!instruct!funds!to!be!transferred!to!an! academic!College!at!ANU,!but!not!any!other!party!besides!ANUSA.! th You!are!copy!and!pasting!the!5 !edition!ANUSA!C&S!handbook! Your!Constitution!must!allow!a!reasonable!degree!of!control!of!the!affairs!of!the!Club!or! Society!by!its!members!by!means!of!general!meetings!and/or!resolutions,!which!may! override!or!amend!executive!actions!or!proposals.

!7!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!one! AFFILIATING!

How!to!…!prove!you!have!at!least!15!members! You!must!maintain,!and!be!able!to!submit!to!ANUSA!upon!request,!an!updated! membership!list!containing!the!following!information:! !



Member!names! !

Student!numbers!! ! Student!and!nonCstudent!members!should!be!listed!separately.!!! 

& !

!! Tip:! Digitising!paper!membership!lists!after!O<Week!Market!Day!can!be!time<consuming!and! tedious!!We!personally!find!it!much!easier!to!provide!registration!through!a!laptop!or! tablet.! ! !

& &!

Tip:&& Our!Clubs!&!Societies!staff!member!is!available!full<time!to!help!you!with!all!Club/Society! matters,!! ! Our!Officer!can!help!you!with!making!affiliation!Club/Society!much,!much,!easier.! ! Feel!free!to!contact!them!at!6125!2444!if!you!are!thinking!about!affiliating!your! Club/Society.! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! ! !

!8!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

! TWO& part!two!

APPLYING&FOR&GRANTS& APPLYING! !

Simple!Steps! ! 1.! ! Fill!in!an!application!! form!at!! ! http://anusa.com.au/gac!

! 2.! ! If!notified!that!your! application!is!approved,!! ! host!and!enjoy!your!event! !

! 3.! ! After!submitting!all!your! receipts!to!ANUSA!at! Building!17a,!receive!your! grant!! !

The!GAC!Committee!sits!each!week.!Applicants!will!be! notified!via!email!by!the!following!week.!! ! If!your!application!is!inconsistent!with!the!regulations!in! this!Handbook,!the!application!will!be!declined!by!GAC! or!we!will!request!that!you!schedule!a!GAC!appointment! to!discuss!the!application.! !9!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!two! APPLYING!

Types!of!Grants! Clubs!&!Societies!may!apply!for!funding!in!any!of!the!following!general!categories:! Major!Event!! C Must!have!80+!attending!ANU!students,!! C E.g.!ball,!festival,!musical,!student!production,!high!profile!speaker!! C Maximum!funding!=!$9!per!ANU!student!in!attendance! Minor!Educational!Event!! C Under!80!attending!ANU!students! C E.g.!careers!fair,!foreign!language!discussion,!debate!!! C Maximum!funding!=!$7!per!ANU!student!in!attendance!! Minor!Social!Event!! C Under!80!attending!students! C E.g.!BBQ,!restaurant!outing,!campaign!not!directly!relevant!to!students!! C Maximum!funding!=!$5!per!ANU!student!in!attendance!! ! ! Alternatively,!Clubs!&!Societies!may!apply!for!funding!in!any!of!the!following!secondary! categories:! Capital!Expenditure!Grant! C E.g.!TCshirts,!website!setCup,!equipment!purchase! C Must!show!that!it!will!be!available!for!use!and!benefit!of!all!your!members! C Max!funding!=!$500!per!application,!max!1!application!per!year!

Transportation!Grant! C E.g.!Flight!or!coach!tickets,!petrol!costs! C For!overseas!or!interstate!travel!only! C Max!funding!=!50%!of!cheapest!economy!class!ticket! C ! ! New!Clubs!&!Societies!StartQup!Grant! ! C E.g.!BBQ!to!solicit!membership,!inauguration!event!for!the!Club/Society! ! C The!grant!must!be!for!a!proposed!event!that!aims!to!solicit!membership! ! C Max!funding!=!$200!per!newly!established!Club/Society!(<!three!years)! ! C ! ! !

Your!club/society!may!be!eligible!for!a!sponsorship!bonus,!which!is!equal!to!30%!of!the! value!of!any!external!sponsorship!obtained,!up!to!$1,000!per!year.!! ! External!means!not!part!of!ANU!C!so!you!cannot!receive!the!sponsorship!bonus!for!grants! from!any!ANU!institution!(e.g.!academic!colleges,!residential!halls!or!research!schools)!

!10!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!two! APPLYING!

Funding!Caps! The!following!limits!apply!to!all!grants!issued!by!GAC!to!Clubs!&!Societies! !  Clubs/Societies!may!claim!up!to!(and!no!more!than)!75%!of!the!total! expense!of!each!event.!! This!does!not!apply!to!startCup,!capital!expenditure,!transportation!or! sponsorship!bonus!grants.! th You!are!copy!and!pasting!the!5 !edition!ANUSA!C&S!handbook!  If!your!final!profit!exceeds!$200,!GAC!is!entitled!to!deduct,!from!your! grant,!the!value!of!any!profit!over!$200.!! th You!are!copy!and!pasting!the!5 !edition!ANUSA!C&S!handbook!  Each!Club/Society!may!be!funded!up!to!the!annual!cap!of!9%!of!the!total! GAC!budget!or!$10,000,!whichever!is!smaller! th You!are!copy!and!pasting!the!5 !edition!ANUSA!C&S!handbook!  The!maximum!funding!for!any!single!event!is!$4,000! ! Still!confused?!Refer!to!the!simple!flowcharts!at!the!end!of!this!Handbook!! !!

How!to!…!fill!out!the!application!form! When!applying,!your!Club/Society!will!be!asked!to!supply!the!following!information:! 

The!type!of!grant!requested!



Basic!details!about!your!event!(if!applicable)!



Likely!number!of!attending!ANU!students!(if!applicable)!



A!budgeted!proposal,!including! !



Relevant!evidence!of!expenses!and!all!other!income!sources!

We!encourage!you!to!upload!any!additional!supporting!documentation!!

Please!note!that!the!following!rules!apply!to!making!an!application:! 

Grants!may!only!be!approved!for!a!single!activity!



If!an!event!is!already!fully!funded!by!alternative!sources,!GAC!will!decline! the!application.!But,!Clubs!&!Societies!may!still!apply!for!a!loss!guarantee!!



If!GAC!believes!that!the!application!includes!unreasonable!expenditure,! GAC!may!decline!the!application!or!request!a!meeting!!



If!a!meeting!with!GAC!is!requested!regarding!your!application,!! !

Your!Club/Society!should!endeavour!to!send!at!least!2!trustees!

You!may!need!to!discuss!cost!or!and!compliance!with!GAC’s!criteria!!

!! Retrospective!Funding! To!guarantee!your!GAC!funding,!your!Club/Society!should!apply!for!GAC!grants!at! least!two!weeks!before!your!event!is!to!take!place.!! ! If!it!is!submitted!after!the!event,!GAC!has!discretion!to!reject!the!application.!

!11!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!two! APPLYING!

Funding!Prohibitions! ! Funding!applications!will!not!be!processed!for: A.

Activities!that!are!not!open!to!the!entire!ANUSA!membership! !

This!clause!may!be!waived!at!GACâ&#x20AC;&#x2122;s!discretion!for!events!that!are! designed!for!specific!year!groups!or!are!genderCspecific!events;!!

Expenses!that!include!donations!to!charities!or!other!external!organisations!

Expenses!directly!intended!to!promote!a!candidate!for!any! office/appointment!

Functions!that!do!not!comply!with!ANU!Facilities!and!Servicesâ&#x20AC;&#x2122;!(F&S)! Functions!!on!Campus!Policy;!!

Funding!for!the!purchase!of!alcohol!or!tobacco;!!

Cash!prizes;!!

The!purchase!of!items!that!become!the!personal!property!of!Club!or!Society! members,!excluding!Club/Society!branded!merchandise;!!

The!payment!of!debts!or!overdrafts!due!to!mismanagement!of!Club!or! Society!finances;!!

Any!activity!by!a!Club!or!Society!which!is!intended!to!promote,!or!is!in!itself,! an!illegal!activity;!!

Any!activities!(including!their!promotion)!that!do!not!comply!with!relevant! federal!and!territory!antiCdiscrimination!legislation;!!

Any!activities!that!discriminate!or!harass!on!the!basis!of!sex,!race,!age,!marital! status,!sexuality,!religion,!or!disability;!or!defame,!coerce,!intimidate!or! physically!threaten!an!individual!or!group;!!

Any!promotional!activities!that!do!not!comply!with!ANUSA!and!University! promotion!policies;!!

Clubs!and!Societies!affiliated!with!ANU!Sport!and!Recreation;!!

Functions!held!at!private!homes;!!

Clubs!and!Societies!that!are!not!affiliated!when!the!event!or!activity!occurs! and/or!have!been!refused!affiliation!for!the!period!in!which!the!event!or! activity!occurred;!!

Affiliation!fees!to!other!organisations!

Funding!for!honoraria!or!stipends!

Funding!for!expenditure!that!is!not!compatible!with!Student!Services!and! Amenities!Fee!(SSAF)!criteria!

Activities!already!funded!by!the!Students!Extracurricular!Enrichment!Fund! (SEEF).!

!12!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

! THREE& part!three!

RECEIVING&YOUR&GRANT& RECEIVING! ! 1.! ! Collect!your!receipts! ! Submit!them!at!ANUSA! (Building!17a)!

! ! ! ! ! ! ! ! ! !

! 2.!

! Grant!funds!transferred!to! your!Club/Society!bank! account!automatically,! once!receipts!have!been! submitted! !

Prospective!Funding!Option! ! In!exceptional!circumstances,!GAC!may!instead!allow!a!portion!of!your! grant!to!be!paid!before!your!event!has!taken!place.!To!do!this,!speak! with!GAC!and!submit!your!invoices/receipts!before!the!event.! ! !!

Summary:!All!grant!funds!are!transferred!to!your!Club/Society!account!only!after!your! Club/Society!has!submitted!the!relevant!receipts.!!

If!you!are!requesting!the!Prospective!Funding!Option,!you!can!submit!invoices!instead.!

! Supplementary!&!Alternative!Funding!Avenues! Alternative!sources!are!a!great!way!to!boost!your!revenues!without!burdening!members.! ! Profitable!events! Events!can!be!run!at!a!profit!to!fund!future!lossCmaking!events.!Economies!of!scale!can! make!it!quite!easy!to!make!a!profit,!even!if!contributions!are!relatively!small.!Students!are! usually!more!than!happy!to!contribute!to!costs.!Events!that!invite!external!parties,! particularly!adults,!are!excellent!opportunities!to!generate!a!profit.! ! Fundraising! Many!choose!to!fundraise,!through!events!such!as!trivia!nights,!raffles!and!cake!stalls.! ! Sponsorship! GAC!offers!sponsorship!bonuses.!It!is!often!easier!to!acquire!physical!gifts!or!inCkind! contributions,!such!as!free!printing,!rather!than!money!â&#x20AC;&#x201C;!these!are!often!useful!for!raffles.! ! Government!and!Community!Grants! There!is!also!a!myriad!of!government!and!community!grants!available!to!nonCprofits.!

!13!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

! FOUR& part!four!

RUNNING&YOUR&CLUB/SOCIETY& RUNNING! Table!of!Contents!

Free!Ancillary!Entitlements!.............................................................................................!14! Running!Events!on!Campus!............................................................................................!14! Selling!Food!on!Campus!.............................................................................................!14! Calendar!.....................................................................................................................!15! Getting!Approval!for!your!Event!.................................................................................!15! Indigenous,!Queer!and!Womens’!Events!....................................................................!15! Managing!your!Club/Society!...........................................................................................!16! Dissolution!.................................................................................................................!16! Forced!Disaffiliation!...................................................................................................!16! AGM!..........................................................................................................................!16! Mail!............................................................................................................................!17! Banking!Tips!..............................................................................................................!17! Managing!Your!Membership!Lists!..............................................................................!18! Amending!Your!Constitution!......................................................................................!18! Table of Contents

Free!Ancillary!Entitlements! Clubs!&!Societies!affiliated!with!GAC!are!entitled!to!the!following!benefits,!at!no!cost:! !

Entitlement! ! Free!print/photocopy!quota!at!ANUSA! Free!room!hire!of!the!ANUSA!Boardroom! Free!hire!of!rooms!on!ANU!campus! ! Free!BBQ/Soup!Urn/Marquee!Hire! (incl.!utensils,!sauces,!serviettes,!cups/plates,!wrap,!oil)!!

! Free!PAQSystem!Hire! (A!bond!deposit!applies)!

Free!Bus!Hire!

How!to!access! ! http://anusa.com.au/gac! ! http://anusa.com.au/boardroom! ! ! functionsoncampus@anu.edu.au! ! sa.studentspace@anu.edu.au! ! sa.studentspace@anu.edu.au! ! ! sa.student.space@anu.edu.au! !

Running!Events!on!Campus! ! Selling!Food!on!Campus! Be!careful!when!selling!food!on!campus:!student!groups!are!not!allowed!to!sell!food!in! Union!Court!or!in!“close!proximity!to!commercial!food!outlets”.!! Legally,!students!are!also!obliged!to!comply!with!policies!set!by!Food!Safety!Standards!of! Australia,!which!is!accessible!here:!http://goo.gl/IfQuL!

!14!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!four! RUNNING! ! Calendar!

! An!Events!Calendar,!on!the!ANUSA! homepage,!features!all!upcoming! Club/Society!events.!! ! To!maximise!exposure!and! advertising,!we!strongly!recommend! that!you!register!all!of!your!upcoming! events!on!the!ANUSA!calendar.!! ! The!Events!Calendar!can!be! downloaded!by!students!for!use!in! iCal,!Microsoft!Outlook!and!Google! Calendar.! ! Submitting!an!event!for!the!Calendar! takes!two!minutes.!! ! http://anusa.com.au/events/submitC eventCtoCcalendar/!! !

Getting!Approval!for!your!Event! All!events!on!campus!(in!any!location!other!than!the!ANU!Union!Building)!must!be! approved!by!ANU!Facilities!and!Services,!regardless!of!the!number!of!people!attending.!! th You!are!copy!and!pasting!the!5 !edition!ANUSA!C&S!handbook! The!application!form,!and!the!relevant!policies!on!topics!such!as!noise,!can!be!found!at!! http://facilities.anu.edu.au/?pid=892! ! ! Indigenous,!Queer!and!Womens’!Events! Your!Club/Society!should!contact!the!following!people!when!planning!any!event!related! to!or!concerning!these!subjects:!! ! ! Indigenous!Events:!ANUSA!Indigenous!Officer!(sa.indigenous@anu.edu.au)! ! Queer!Events:!ANUSA!Sexuality!Officer!(mailto:sa.queer@anu.edu.au)! ! Womens’!Events:!ANUSA!Womens’!Officer!(sa.womens@anu.edu.au)! ! You!should!also!contact!PARSA’s!Equity!Officer!(parsa.anu.edu.au/yourrepresentatives)!!

!15!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!four! RUNNING!

Managing!your!Club/Society! !

Dissolution! If!an!affiliated!Club/Society’s!account!has!remained!dormant!for!more!than!12!months,! the!GAC!Chair!or!his/her!nominee!may!take!one!of!the!following!actions:! A.

In!consultation!with!the!ANUSA!Treasurer,!recover!any!funds!from!the! Club/Society’s!account.!

On!behalf!of!the!GAC,!recover!any!Club/Society!assets!purchased!using! funding!provided!by!GAC!or!ANUSA.!

! Forced!Disaffiliation! The!Grants!and!Affiliations!Committee!may!disaffiliate!any!Club!or!Society!which:! A.

GAC!believes!has!provided!it!with!manifestly!false!information!in!order!to!gain! an!unfair!advantage;!or!!

GAC!believes,!upon!inspecting!the!accounts!of!the!Club!or!Society,!has!been! financially!mismanaged;!or!!

Repeatedly!fails!to!carry!out!the!directives!of!GAC,!provided!that!such! directives!are!allowed!under!these!Regulations;!or!!

D. Manifestly!fails!to!carry!out!its!obligations!under!these!Regulations.!! ! Prior!to!any!decision,!the!GAC!Chair!or!her/his!nominee!must!invite!a!representative!of!the! Club/Society!being!considered!for!disaffiliation!to!appear!before!the!Committee.!A! motion!to!disaffiliate!a!Club/Society!must!be!carried!by!a!twoCthirds!majority!of!the!GAC! committee.! ! The!GAC!Committee!may!require!the!disaffiliated!Club/Society!to!transfer!to!GAC,!within! 14!days!notice,!all!funds!from!GAC!and!all!assets!purchased!as!a!result!of!GAC!funding.! ! AGM! Within!14!days!after!holding!the!Annual!General!Meeting!in!each!year,!the!trustees!of! each!affiliated!Club!and!Society!must!forward!to!the!GAC!Chair:! a)!the!Annual!Report!adopted!by!the!Annual!General!Meeting;!and!! b)!the!names!of!office!bearers!elected!at!the!Annual!General!Meeting;!and!! c)!the!annual!statements!of!income!and!expenditure!and!the!balance!sheet! as!adopted!by!the!Annual!General!Meeting.! • Minutes!of!the!annual!general!meeting!of!the!club/society!which!include:!! a)!Attendance!list!(including!student!numbers),!! b)!President’s!report,!! c)!Treasurer’s!report,!!! d)!Results!of!election!of!office!bearers,!!! e)!Any!constitutional!changes;!! • Ledger!of!all!income!and!expenditure!including!copies!of!tax!!invoices/receipts!for! all!expenditure!(template!available!on!the!ANUSA!!website);!! ! • List!of!transactions!from!30 November!(previous!year)!to!date!of!!submission!of! records!! • The!names!and!contact!details!of!all!incoming!executive!members/trustees.!!!

!16!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!four! RUNNING! ! Mail! ANUSA!provides!a!free!mail!service!to!all!affiliated!Clubs!&!Societies.!All!postal!items! should!be!sent!to!ANUSA,!where!you!can!collect!them!from!the!student!space.!Our! mailing!address!is:! [Club/Society!Name]!! C/<!ANU!Students!Association!Students'!Facilities!Building! 17a!Australian!National!University!ANU! Canberra!ACT!2000! ! ! Banking!Tips!



You!may!use!any!bank!you!choose.!Once!you!are!affiliated,!you!may!be!able! to!use!your!affiliation!letter!to!have!your!bank!fees!waived.!!



Minimising!your!use!of!cash!as!much!as!possible!enhances!security!and!the! quality!of!recordC!keeping.!Banks!charge!fees!for!issuing!cheques.!!!



Many!now!offer!business!debit!cards,!removing!the!need!to!reimburse.!!



If!your!society!has!a!substantial!bank!balance!(over!$1000),!you!should! consider!a!high!interest!online!savings!account.!!



Many!accounts!have!an!overdraft!facility!of!around!$500.!Withdrawing!it!will! make!you!liable!for!any!interest,!in!addition!to!a!monthly!fee.!

! Tip:&& Not!sure!which!bank!to!choose,!or!how!to!set!up!your!back!account?! ! Our!Clubs!&!Societies!staff!member!is!available!full<time!to!help!you!and!your! Club/Society!with!all!matters.!! ! Feel&free&to&contact&them&by&visiting&the&ANUSA&Office&or&by&calling&6125&2444.!

! ! To!change!the!authorities!on!an!account,!you!will!require:! 

Minutes!from!a!meeting!stating:!! •

Full!name!of!the!Club/Society!!

•

Full!names!of!the!trustees,!their!positions!and!a!statement!that! they!are!authorised!to!operate!on!the!account!!

•

Method!of!operation!(one!to!sign!or!two!to!sign!to!access!funds)!



A!completed!Authority!to!Operate!on!a!Business!Account!form!!



All!trustees!who!do!not!hold!personal!accounts!with!the!bank!will!be! required!to!visit!the!bank!together,!together!with!identification!!

! Submitting!these!documents!will!override!any!previous!documentation.!!

!17!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!four! RUNNING! Managing!Your!Membership!Lists! Unless!a!compelling!reason!exists!(as!determined!by!GAC),!no!affiliated!Club!or!Society! may!deny!an!ordinary!member!of!ANUSA!or!PARSA!membership,!provided!that!they!are! prepared!to!pay!the!relevant!joining!fee.!! ! You!may!not!distinguish!between!undergraduate!and!postgraduate!members!in!terms!of! membership!fees!or!rights.!!! ! Your!Club!or!Society!must!respect!the!rights!of!members!in!regard!to!privacy!and! confidentiality:! 

The!forms!your!Club/Society!uses!to!collect!information!should!expressly! state!your!purpose!and!how!the!information!may!be!used!!



Your!club!must!not!contact!members!or!potential!members!for!any!reason! other!than!those!made!explicit!on!the!form!!



If!your!Club/Society!collects!details!without!a!form,!you!should!advise!why! you!are!collecting!the!information!and!how!the!information!may!be!used!!



Never!accept!details!from!one!person!on!behalf!of!another!person!!

 Forms!should!specify!which!details!will!be!passed!onto!ANUSA! ! Amending!Your!Constitution! Any!changes!to!a!Club/Society’s!Constitution!must!be!passed!by!a!General!Meeting!of!the! Club/Society,!and!in!accordance!with!its!Constitution.!! ! Changes!must!be!lodged!with!the!Grants!and!Affiliations!Committee!Chair!by!email! (sa.gac@anu.edu.au)!within!14!days!of!the!meeting,!along!with!minutes!from!that! meeting.! ! !

!18!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

! FIVE& part!five!

APPENDIX& APPENDIX! Summary:!Applying!for!GAC?!Itâ&#x20AC;&#x2122;s!easy!!StepQbyQstep& !! ! 1.! ! Apply!

!! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !! !!

! 2.! ! If!your!event!is! approved!by!GAC!

!! !!

! 3.! ! Run!your!event!

! !! !!

! 3.! ! Submit!receipts! to!ANUSA!

! 5.! ! Funds!transferred!to! Club/Society!bank! account!! !

!19!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!five! APPENDIX! !Summary:!Applying!for!GACâ&#x20AC;&#x2122;s!!

Prospective&Funding&Option& ! Applicable!only!to!extraordinary!situations!on!a!discretionary!basis!(e.g.!very!large!events! that!cannot!be!reimbursed!such!as!balls,!interCuniversity!tournaments,!etc,).!!

! ! 1.! ! Apply!for!the! Prospective! Funding!Option!

! 2.! ! If!your!event!is! approved!by!GAC!

! 3.! ! Submit!large! invoices!to! ANUSA!

! 4.! ! Invoice!amount! transferred!to!Club! bank!account! !

! 5.! ! Run!your!event!

! 7.! ! Remaining!grant! amount!sent!to! bank!account!

! 6.! ! Submit!all! receipts!to! ANUSA!

! !20!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !

part!five! APPENDIX!

Summary:!Applying!for!a!grant!retrospectively& ! We!strongly!recommend!that!you!avoid!this!option,!and!instead!always!apply!for!grants! before!your!Club/Societyâ&#x20AC;&#x2122;s!event!takes!place!(above).!! ! GAC!has!full!discretion!to!reject!any!retrospective!grant!application.!!

! !

! 1.! ! Run!your!event!

! 2.! ! Apply!

! 3.! ! If!your!event!is! approved!by!GAC!

! 4.! ! Submit!all! receipts!to! ANUSA!

! 5.! ! Funds!transferred! to!Club/Society! bank!account!!

!21!|!ANU!Students!Association!Clubs!&!Societies!Handbook! !