Running a Club or Society

Governance

Founding documents

Constitution

A constitution is a formal document which creates your society, sets out the purpose and structure of the society, the roles of its office bearers, and so on. If you have already started your Club or Society, you will already have a Constitution. If not, go back to the Starting a Club or Society page and start there.

If you wish to make a revision to your Constitution, this should take place at an Annual or Special General Meeting, and you will need to provide an updated version to the TUU as soon as the change has been made.

Affiliation/Re-Affiliation

In order to have access to TUU Grants, insurance, advertising space and voting rights you need to affiliate.

If you have already started your Club or Society, you will already have been through the affiliation process. If not, go back to the Starting a Club or Society page and start there.

If your Club or Society is planning to continue its affiliation to the TUU then each year you need to submit the re-affiliation form (Club re-affiliation here. Society re-affiliation here), membership list and a copy of your Annual General Meeting minutes. In order to be eligible for the full Running Expense grant (set each year) you have to do this no later than the second Club or Societies Council meeting of the year.

Outgoing Executive members should ensure that the incoming Executive members of their society know where to find information relating to affiliation procedures and general society information.

AGMs

The purpose of the Annual General Meeting (AGM) is to elect a new executive, issue the Club’s or Society’s financial records for the past 12 months (not necessary in the case of new society) and to hear reports from executive members.

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.

Remember to list names of attendees and for all motions list the mover and seconder and whether the motion has passed or failed.

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

We suggest that you elect at least the following office bearers:

  • President
  • Treasurer (and Vice President), and
  • Secretary

In addition, two members of the Club/Society’s executive committee must be nominated as delegates to attend meetings of the Clubs or Societies Council.  One of these members is to be listed as the Delegate, and the other member to be listed as Alternative Delegate. A delegate’s role is to relay information gained from the Council meeting back to their Club or Society.

Executive

It might sound impressive being and office bearer of a Club or Society, but the positions can be stressful and involve a lot of hard work. The duties of the Executive vary greatly according to the role, and the Club or Society, but in general the responsibilities are summarised in these documents:

Audits

Clubs and Societies are required to have their books passed at audit by the TUU at the end of the year.

To assist with your audit please ensure that your books are presented on time and are complete. You will need to bring with you all the relevant documents to cover the entire period since your last audit.

This includes:

  1. Balanced statement of income and expenditure
  2. Journals of payments and receipts
  3. Either:
    • Cheque book(s)
    • Deposit book(s)
    • Bank statements (going back to your last audit)
    • Bank passbook(s)
    • Previous years certificate of audit
  4. Original receipts to vouch for payments made together with records of (and vouchers for) petty cash transactions, and
  5. Duplicate receipts for monies received, including membership fees

Following your audit the Clubs and Societies Officer will issue to you a certificate of audit. This may be kept as your proof of audit (for your re-affiliation in the following year).

If you need help learning how to maintain your records, contact us.

Detailed requirements for audits

  1. Cash Receipt Journal
  • All money received must be receipted in a numbered duplicate receipt book.
  • These receipts must be entered onto the cash receipt journal.
  • The receipts may be grouped together on the journal to enable simplification. For example, assume that the first 15 receipts were for membership and totalled $20, then the following can be entered onto the cash receipt journal: under detail put “receipts 1-15” and under membership put “20”.
  • Any grouping can be made on the cash receipt journal as long as it is clear which receipts it is from and what it is for.
  • Also ensure that when money is received, the receipt clearly shows what the money was for.
  • All items appearing on the cash receipts journal must be banked. Again, this can be done in groups as long as it is clearly marked on the cash receipts journal.
  1. Cash Payments Journal
  • All withdrawals/cheque payments must be entered onto the cash payments journal, except those for petty cash.
  • Withdrawals from the bank for petty cash must be entered onto the petty cash receipts journal.
  • All petty cash expenses must be entered only on the petty cash payments journal.
  • All non- petty cash payments must be entered onto the cash payments journal only.
  • Withdrawals from non-petty cash payments should be split into individual payments. Receipts of payments must be kept. If no receipt is given when a payment is made then there must be a written authorised note stating what the payment was for and why no receipt was given.
  • All entries on the cash payments journal must have corresponding receipts. It would be a good idea to write numbers on the receipts which numerically correspond to the entry on the cash payment journal.
  • All money withdrawn from the bank must be accounted for. If more money was withdrawn than needed for a payment then a note should indicate which date the balance was re-deposited into the bank.
  1. Bank Reconciliation
  • Usually a bank reconciliation is very straight forward. If you start with the balance from your last audit, add the cash receipts and subtract the cash payments you should get to the balance in your bank book.
  • If you do not know the balance from your last audit ask us.
  • Sometimes the bank balance will differ. This may be due to cheques that have not been presented to the bank – a simple check of the bank book/bank statement should show you this.
  • You may have accounts on your cash receipt journal that you have not yet banked. If you take your bank balance, add on any amounts not banked and subtract any payments that have come through the bank, the balance should equal that of your cash book (balance previous audit plus receipts minus deposits).
  • If you use a petty cash system the above applies, except that:
    • (the balance from your previous audit),
    • plus (the cash receipts)
    • minus (the cash payments)
    • minus (the petty cash payments)

               Should equal

    • (the bank balance)
    • plus (your petty cash balance).

If it doesn’t then it is due to cheques that have not been presented to the bank or deposits that have not yet been deposited.

 

  1. Petty Cash Receipts Journal
  • The only receipts that should be included in the petty cash receipts journal should be money withdrawn from the bank. The theory behind having a petty cash system is that money is withdrawn from the bank and kept as a handy fund so that small expenses can be paid from this fund.
  • Any money received (except money withdrawn from the bank for petty cash) must be receipted and entered into the cash receipt journal.
  1. Petty Cash Payments Journal
  • All small payments made out of petty cash must be entered onto the petty cash journal only.
  • Non-petty cash expense must only be entered onto the cash payments journal.
  • Receipts for petty cash expenses must be kept. These receipts tie up to the entries onto the petty cash payments journal.
  • Numerical numbering of receipts corresponding to entries on the petty cash payments journal will make cross-referencing easier.
  1. Petty Cash Reconciliation
  • At the end of the period you must count the money you have in your petty cash.
  • The petty cash reconciliation is similar to a bank reconciliation.
  • Begin with your petty cash balance at the end of your last audit, then
    • add (any money withdrawn from the bank for petty cash),
    • subtract (all your petty cash expenses), then
    • the total should equal the money you have counted.

Grants

One of the major roles of the Societies Council is to assist societies with the funding of their legitimate activities – especially innovative ones that get everyone interested!

The grants are listed below and will hopefully give you some idea of the ways in which the Societies Council can help your Society.

To be eligible for any funding from Societies Council, you must ensure you can prove that more than 50% of your membership is made up of currently enrolled UTAS students.

Activities and Capital Grants

Activities and Capital grants are provided to Clubs and Societies to assist them in holding academic and/or social activities, functions and events for students and society members.

Activities and events must be related to the aims and objectives of the Club or Society claiming the grant and may include such things as productions, exhibitions, travel to conferences, education, equipment purchase, quiz nights, social events, careers nights, producing publications, venue hire, etc. These activities and events can be held both on and off campus.

Running Expenses Grants

Every Club or Society incurs costs in the course of administration and providing services to its members.

This grant can involve expenses other than alcohol and does not prohibit a claim that may be able to be claimed under another type of grant.

These grants do not need the approval of the Sports or Societies Councils.

The amount you may claim for running expenses is determined at the beginning of each year by the Sports and Societies Councils’ Executives.

To be eligible for the running expenses grant, Clubs and Societies must affiliate to the Sports Council or Societies Council by the second Council Meeting of the year, which is held in April.

Applying for a grant

All grant applications are filled out and submitted online using the form appropriate to you:

An application can be made in advance of an event, but payment will never be made until after the event.

Event grants will not be considered unless a budget detailing expected income and expenses for the event is attached.

Capital grants should also contain a couple of quotes detailing the cost of the items.

The application form must be submitted in time for consideration at the next Council Executive meeting. You can check the Meeting Calendar here.

The Council Executive must approve the application.

Claiming a grant

Once your grant is approved, fill in the online claim form and submit along with photocopies of the relevant receipts for the approved funding and a brief report of the event (where applicable). Remember, invoices/receipts/dockets must clearly show dates and be legible.

When all relevant paperwork is received and processed for your claim, a direct deposit will be made to the Club’s or Society’s bank account.

Please ensure that you submit a grant claim form within two months of the event taking place, or funding set aside for your grant may be reallocated by the Council.

Tools & Resources

Organisation

Trello

Trello is amazing for keeping track of tasks with multiple people. You can access it from any device and it updates in real-time. It has great free functionality too!

Asana

We haven’t used Asana, but it consistently comes out on top of ‘Best tools for organisation’ lists. Check it out and see for yourself – the free version looks like it has everything you might need.

Dropbox

Save stuff and share it using Dropbox. A good place to share things that are higher file size too.

Google Drive

You’ll need a Google Account to use this, but it is pretty handy and easy to use for file sharing and saving.

Membership List Management

HubSpot

If an Excel spreadsheet isn’t your thing, you could get fancy with a Customer Database. HubSpot is a good place to start. Don’t get overwhelmed – you’ll probably only need a tiny bit of what they offer!

QPay

QPay is pretty great as far as we can tell, and some of our Clubs and Societies already use it. It can be used to manage sign ups and mailing lists, as well as a few other bells and whistles.

Ticket Sales

QPay

That’s right – Qpay can manage ticket sales too. In fact, there is a lot it can do. Best check it out!

Eventbrite

StickyTickets

Trybooking