Running a Club or Society

Executive Committee

Being on the Executive Committee of a Club/Society is a great opportunity to gain invaluable experience and develop lots of transferable skills which can be taken into other areas of life. It does require a time commitment but is also very rewarding seeing your Club/Society grow. You will meet lots of new people, have many new experiences and learn lots of new skills.

Committee Structure

Each Club and Society is run by an Executive Committee. There are three mandatory roles that each club and society must have in place:

  • President
  • Secretary
  • Treasurer

Clubs and Societies can choose to have additional roles e.g. Vice President, Activities Officer, Education Officer if that is helpful to the running of the club/society.

All committee roles are elected at the AGM at the end of the year and in place for the following academic year to lead and guide the Club/Society.

Roles and Responsibilities

In order for the committee to be successful there needs to be clear roles and responsibilities for each committee member. Everyone needs to understand their role, what is required and expected and when things should be completed.  It is vital to establish these at the start of the year and evaluate throughout as well (different times of the year require different levels of responsibilities).

It is important to know that all roles are equal and as a committee each role is just as important for the Club or Society to be successful.

You can read our guides on the mandatory roles to help you:

If you need any help or guidance with your committee please contact the Clubs and Societies Officer ingrid.lagerewskij@utas.edu.au

Club/Society Finances

Managing the Club and Society finances is an important job. Below we’ve provided some simple steps for Treasures and committees on the key things you need to be aware of. If you would like a more detailed and in-depth guide to Club and Society finances download our Club and Society Finance Guide

Banks Accounts

Every Club and Society have their own bank account with the Commonwealth Bank. Each year when the new executive committee is elected as part of the handover, you’ll need to change your signatories on your bank account.

  • Complete the A153 form from the Commonwealth Bank.
  • Request your letter of support from the Clubs and Societies Officer (they also need to sign the A153 form) (Click to submit your request).
  • The incoming new signatories need to sign the A153 form and support letter.

*TIP – Remember to use the TUU postal address. Bank statements must not be sent to private addresses.

Keeping Track of your Finances

It is important that Clubs and Societies keep a track of all income and expenditure going in and out of the Club/Society account. The TUU have a template that you can use to help with this. At the end of the year you will need to submit this to the TUU, so it is best to keep updating this spreadsheet as you go.

Payments, Invoices and Receipts

Having your own Club/Society bank account allows you to make all your payments either by a electronic payment or by withdrawing cash to pay for something. When you make a payment make sure you include details on your income and expenditure sheet.

Quotes

Where possible getting a quote from a company or person providing a service, purchasing good or equipment is a good place to start. It ensures you are clear on the costs but be aware often quotes are often only valid for a limited time period.

Invoices

An invoice is a formal statement issued by supplier for money owing for goods or service. In some instances, you will be required to pay the invoice up front and for some services the invoice will be send after the activity.

You should also ensure that the invoice:

  • Lists the suppliers ABN number
  • If you are making a purchase and the supplied does not have an ABN number, you will need to ask them to complete an ATO Statement by Supplier form. You are obligated by the Australian Taxation Office to withhold payment until the supplier presents with the ‘Statement by Supplier’ form
    • Details of what is being supplied
    • Total and any tax included

Receipts

  • It is really important that you get and keep the receipts for all of your payments (these can be paper or electronic).
  • All invoices/receipts must include the suppliers from ABN number.

Petty Cash

Why Use Petty Cash

Some Clubs and Societies like to have a petty cash system in addition to the main account to help with small expenses (under $50).  When using petty cash it is important you log any income and expenditure in your finance spreadsheet under ‘petty cash;

When Cash is Needed

People will either want money before they purchase good(s) or will require reimbursement for incurred expenditure. These should be set out in the petty cash account as either advances or reimbursements and relevant receipts should always be obtained.

Topping Up Petty Cash

Whenever funds are running low you can withdraw money from the main account into the petty cash account. Normal practice is to draw as much money into petty cash as is required to bring it to a set amount. For example, when the set amount is $50, and the petty cash is at $2.35, you would draw $47.65 from your main account to bring petty cash back up to $50

Audit

At the end of the financial year Clubs and Societies are required to submit a copy of their financial statements to the TUU Clubs and Societies Office.

You must include:

  • Copy of the bank statements
  • Excel spreadsheet showing income and expenditure
  • Financial reconciliation sheet

Clubs and Societies are encouraged to use the TUU template for tracking income and expenses.

Grants

The TUU has grants available to clubs and societies to help them grow the student experience at UTAS providing quality events, services and programs. Grants are available under the following categories.

  • Capital
  • Activity
  • Maintenance
  • WHS/Safety
  • Conference Travel
  • Events
  • Start Up
  • Capital – Capital grants are available for one off large purchase or for equipment that needs to be replaced that is integral for the running of the club/society. These grants aren’t capped due to the nature of what they are to support
  • Activity – To support the running of an activity that the club or society is looking to do. It must be related to the aims and objectives of the club/society (capped at $250).
  • Maintenance – Helping to support the upkeep of equipment that is integral for a club or society to remain active (capped at $500).
  • WHS – Work health and safety grants are there to support the club/society being run safely ensuring they met and comply with WHS regulations.
  • Conference Travel – TUU recognises the value conferences can have in upskilling and supporting the growth of clubs and societies. Grants are available for local travel up to $250 per student and international travel up to $500 per student (capped at $1,000).
  • Events – Events can play a key part in a club or society. These grants support the delivery or events that support the aims and objectives of the club/society e.g. Chinese New Year Celebrations (capped at $1,000)
  • Start Up – Only available for brand new clubs or societies to help them run the first meeting or event and get the club/society going (capped at $150).

Applying for a Grant

Applying for a grant is very simple, just complete the online form below. You must have a minimum of 10 signed up student members in your club or society. (Make sure you apply at least 4 weeks before you need the grant to allow time for process etc)

You will be required to provide the following information:

  • Type of grant you are applying for
  • The details of what you will use the grant for and how this will benefit your club/society
  • If you are applying for funding for an event information about the event including; costs, income from the event, how many people will attend and a detailed budget for the event

Who Approves Grant Applications:

All grants for clubs and societies are approved by the Club and Societies Committee South/North (depending on the location of the group). The Committees meet regularly and will review applications at every meeting. Once you have applied for your grant, the Clubs and Societies Officer will let you know when the Club and Societies Committee are meeting and when you will be informed on the decision on your grant.

Grant Restrictions:

  • We only support up to $250 for food per event ($5 per head cap)
  • Food grants are not given for balls/annual dinners
  • $100 for the purchase of a banner

What the TUU Doesn’t Support Through Grants:

  • Money to purchase alcohol
  • Prizes for individual club/society events
  • Grambling
  • Gifts
  • Tobacco in any form whatsoever
  • The payment of any fines imposed on a club/society
  • Brewing equipment or equipment related
  • TUU funds being directly sent to support fundraising donations

TIPS on Applying

  • Make sure you provide detail on what you applying for. The committee will be wanting to know in detail about what the money will be used for and how it will benefit your society and the UTAS student community.
  • Be realistic – When asking for funding think about how many people the money will benefit? You won’t get $500 if there are only going to be 20-30 at your event/activity.
  • What is your club/society contributing? TUU won’t fully fund an activity/purchase. Clubs and societies need to try to be self sufficient so how much is the club/society also putting in.

Claiming Your Grant

You will be informed by the Sport and Societies Officer if your grant application was successful and how much you club/society where awarded.

Grants can be claimed once the event/activity or item has been purchased using the Grant Claim Form on the website. You will need to provide receipts of the items the grant is covering (so make sure you keep them) and provide a brief summary or the event/activity.

In exceptional circumstances grants may be awarded up front to a club/society to discuss this option please speak to the Clubs and Societies Officer.

Apply for a Grant

Constitution

A constitution is a formal document which creates and governs each club and society. The club/society constitution sets out the aims and objectives for why the club/society is being created.

For a club or society to be established a constitution must be created and submitted to the TUU Executive for approval. If you are a part of an established club/society your constitution will already exist. If you’re starting a new club/society you will need to write this document see ‘Creating a Club or Society’ for more details.

If you haven’t seen your constitution before email Club and Societies Officer and they will send you a copy of the document.

If you wish to make a revision to your Constitution, this should take place at your Annual General Meeting at the end of the year. If you make changes please provide an updated version to the TUU as soon as the change has been made.

AGM

Every club and society is required to hold an Annual General Meeting (AGM) every year. You need to hold your AGM before the end of the academic year (December). We would recommend you hold this before the exam period so it doesn’t create extra stress and work.

  • Pick a Date – Pick your date, time and venue (book it).
  • 1 Weeks’ Notice – Make your members aware and invite them to attend. Make sure you give them at least a weeks’ notice of date, time and venue and send the agenda. (AGM Agenda Template)
  • Executive Elections – Make your members aware of the roles they can apply for, what’s involved and who they can talk to about those roles

The purpose of the AGM is to:

  • Elect a new executive committee to run the club/society
  • Issue the financial records for the past 12 months (not necessary in the case of new society)
  • Hear the Presidents report for the year and any other officer reports as deemed necessary

At this meeting Robert’s Rules of Order must be observed and minutes taken. You can learn how to do this in our How to Run an AGM document.

You might find these documents to be particularly useful in running your AGM:

 Each Club and Society must elect at the AGM:

  • President
  • Treasurer
  • Secretary

Also electing any additional positions, the club or society might have such as Vice President or Social Officer. Once you have elected your new committee use the New Committee Form to send the details back to the Club and Societies Officer. Please also include a copy of your minutes from the AGM.