Society Presidents’ Meeting

September 22nd , 2011

Introduction

Thanks for an awesome Society Night! Society Coordinator – Michael Cadegan Office Hours : (Room 416 4th Floor SUB)

› Monday: 10:15 – 11:05› Tuesday: 11:15 – 1:05› Thursday: 11:15 – 12:05› Friday: 9:15 – 10:05

www.stfx.ca/people/su_soc

Guests: Taylor Smith: Vice President

Communications › Marketing team, Social Network (begin

making accounts once ratified) Meaghan McNeil: Vice President

Student Relations› Societies and house points

Mitch Hodgson & Telsyn Doucette: Students’ Union Student Bar Managers› Societies and The Inn

Forms

› Class Forms, Ratification Forms, Budget Request Forms and Constitution Forms are due:

Thursday, Sept. 29th by 4:00 pm at the Information Desk, 3rd Floor SUB

Society Presidents’Handbook

Online at www.stfx.ca/people/su_soc PLEASE read over.

› A lot of the questions you guys ask me can be answered from reading over a specific section

The more familiar you are with the handbook the more informed you will be as a society president

Refer to President’s Quick Reference

Financial Matters

All societies must record accurate statements of all financial transactions.

Societies may be reimbursed only for legitimate business, including but not limited to postage, phone calls, photocopying, speakers, registration fees, competition fees, and advertising or campaign awareness supplies, at the discretion of the Budget and Finance Committee.

Parties, food, alcohol or pub crawls are not considered legitimate business and will not be funded.

The Union will not fund societies with a political affiliation or those which attempt to impose a religious view on others. NDP, Conservatives, Liberals, Catholics @X, XCF, etc.

The Union will only fund those societies which present an accurate budget allocation statement at the beginning of each semester.

The Union will not fund societies that have failed to present a mid-term or year end report to the Society Coordinator.

Societies shall be notified no later than one week after allocations are ratified

by Council.

Financial Matters: Reimbursements

You make purchase Pick up reimbursement form outside VP

Finance office or at:› http://www.theu.ca/node/662

Fill out form, bring back to VP Finance with proof of purchase attached › KEEP RECIEPTS!!

Financial Matters

To apply for funding, download the form from my W Drive at people.stfx.ca/su_soc› Society Budget Request Form› The more detail you put on it, the better

we can judge what we should allocate! i.e. don’t put you need $500 for a

competition – break it down: $50.00 for gas, $10.00 for competition fees, etc.

[Example: StFX Field Hockey]

Financial Matters

Each Society shall be categorized into one of four different categories of societies.

10.1 Social Societies: those created to bring individuals with similar interests 10% of total funding allocated at each semester.

Ex. X-Gaming 10.2 Academic Clubs: are clubs whose central mandate is to

encourage peer to peer learning 20% of total funding allocated each semester.

Ex. Human Kinetics Society 10.3 Competitive Societies: are clubs which are created to bring

individuals together to compete together and against other students 35% of total funding allocated each semester.

Ex. X-Debate 10.4 Charitable or Community Awareness Clubs: are clubs whose

central mandate is to promote a cause or raise funds for outside charities or organizations 35% of total funding allocated each semester.

Ex. X-tending Hope

Special Donations Fund After your society has received it’s funding, decided by the

Budget and Finance Committee and voted on by Council, you may apply for a donation from the Students’ Union Special Donations Fund.

Important points:› Societies can receive a maximum of $300.00 of the Students’

Union Donation Fund.› Any society that has received more than $400.00 through

society allocations in a semester is unable to apply for donations within that semester

› Any society that has received more than $1000.00 from the Students’ Union Annual Giving Fund within the current year will not be eligible to apply for funding from the Students’ Union Donations Fund.

› Go to: http://theu.ca/finance/donationsrequest and fill out a form online! Note: PLEASE send an informed representative to the council

meeting when your request is being looked at! › Go to www.stfx.ca/people/su_soc and click on the

Bylaw and Policy for Special Donations Fund.docxlink for more info!

Classes

› Class 3: All new Societies› After at least 3 months since ratification as

a Class 3 society, the society may apply for Class 2 Status. To be granted Class 2 status, a society must:

› i. Hold regular meetings for at least a three month period (take minutes)

› ii. Host activities and events› iii. Retain an established membership

Classes cont.

› Once the Society Coordinator has granted a society Class 2 Status, the society may apply for Class 1 Status by submitting a Class 1 Application Form to the Society Coordinator. To be granted Class 1 Status, the society must:

› i. Maintain accurate minutes and budget statements

› ii. Elect a President, Vice-President, Treasurer and Secretary

› iii. Receive the support of one faculty member› Societies granted Class 2 or 3 Status will retain

their status year to year and will not be required to repeat the above process.

Classes cont.

The rights of ratified societies are as follows: Class 3 Societies have the right to: i. reserve rooms for meetings without charge, in accordance with

Bloomfield Centre room allocation policies ii. request a table for Society Night iii. use Union communication resources, including but not limited to

advertising, publicity, and media services, provided at the discretion of the VP Communications

iv. call upon the VP Activities and Events for assistance in organizing events

v. apply for society funding up to $100 Class 2 Societies have the right to: i. all privileges of Class 3 Societies ii. apply to operate the Bloomfield Centre coat check iii. apply for society funding without limitations Class 1 Societies have the right to: i. all privileges of Class 2 Societies ii. first priority in applications to operate the Bloomfield Centre coat

check

Coat Check Only Class 1 and 2 societies are eligible I am going to be offering times where I will

be available to train you TBA Avoid losing money Responsible to replace coats when

they go missing If any coats are left over you are

responsible for taking them home Must bring own float with coin – Info

desk doesn’t make change but you can buy it from them in advance

Coat Check cont.

Dates for signing up are as follows:› Tuesday October 11Class 1 Societies

(11:15 am)› Wednesday October 12 Class 2 Societies

(9:15 am)› Come to my office (Room 416 4th Floor

SUB) to sign up. First come first serve basis.

› Societies will not be permitted to work coat check for “Super SUB” events this year i.e. Winterball, X-Ring

Email Accounts You can get a TSG so_society account

(must begin with “so_”) Makes it easier for incoming executive

each year By the end of the year, we’d like every

society to have one Form on website, under “TSG Account

Request”› Fill it out, bring it to Olwyn Foley (SU

Pres) and then bring it back to TSG

Email Accounts TSG is in charge of email accounts!

Therefore, If your society already has an account but you cannot access it:› Contact TSG (I’m not in charge of email

accounts)

If you forget your password contact TSG to have it reset

› Actually for when societies have an email account but cannot gain access to it they should contact me with the name of the society, email address and the name of the President of the Society or whomever will be the primary contact for the email account. 

› If they have forgotten their password then usually they can just contact TSG and have it reset but in most cases they account will have been closed (usually because I wasn't able to submit a President's name to TSG in May) and they'll need me to email TSG on their behalf to have it reopened.

› Cheers!› Olwyn

Room and Table Booking (For SUB)

Room booking policy & Room and Table booking form (for SUB) can be found at www.stfx.ca/people/su_soc

You make book the following:› Council Chambers (4th Floor, capacity in ½ = 30; capacity in full = 75)› Jack’s Meeting Room (3rd Floor, at back of MacKay Lounge, capacity =

15)› Students Union Board Room (4th Floor Foyer, Capacity = 14; pref to SU

Exec & Council events)› Table Space on 2nd & 3rd Floors (2nd Floor = 2; 3rd Floor = 4)

Forms are also available at Information Desk fill out and bring back to Info Desk staff

Table booking: No bake sales (unless authorized by Sodexo), no promotion of pubcrawls,

Marketing

The marketing team is a FREE resource Must fill out a PEPP form, found on my

website under “Marketing Team Promotion Form”

Email to su_pub at LEAST two weeks before you want your posters to go up

Elections

All societies must hold a year-end election to choose incoming executive

Have nominations, then a voting process› Try to make this anonymous› Every member must have an equal chance

to be nominated› Unbiased!

Be sure sure to keep a detailed record of what you did this year (events, future plans, etc.) to be sure your legacy lives on!

Due November 25th , 2011› Reports should be typed › Any society which does not fill out a mid year report

will not receive funding or be able to rent space the following semester.

› Mid-term reports should include:› A list of events that were carried out during the term› Meeting details› Participation numbers› Any ideas/ concerns you or your group would like to

address to me or council.› Plans for the next term

Mid Year Reports

Comments Again, please refer to the President’s

Handbook on my site for more information!

Power Point will be available online Not enough forms here so go to

www.stfx.ca/people/su_soc and print them off› All forms that begin with: “PRESMEETING”

you need to pass in to me by Sept 29th! Email me at su_soc@stfx.ca Drop in to my office during office hours Thanks for coming!

Questions?