CLUBS @ MASSEY…

Joining a club is another way to experience university life, and the benefits of the extra-curricular activities extend from your social life to your CV. Clubs add vibrancy to student life and enhance the sense of community, branching out into every part of campus to provide support and fellowship for their members. They’re also a great way to learn new stuff, enjoy timeout with likeminded individuals, have some wicked experiences, and get more out of university life than just study notes and an enormous student loan.

MUSA (the students’ association) and SLACS (the people who run the Rec Centre) are very supportive of clubs, and the two organizations provide facilities, run workshops, offer grants funding and give advice and support whenever your club needs it.

Starting a club is easy and the information in this handbook will help you to set up and run your club. Read it carefully, don’t be afraid to ask if you don’t “get it” and make sure you keep a copy with all your other club stuff to refer to when you need it.

Getting involved in the administration side of a club can also be very rewarding. The involvement can provide both personal satisfaction and help you to develop organisational skills that will stand you in good steed for the future. This manual has been designed to help administrators run a successful Massey University arts, cultural, sporting or activities club. It is full of information that you should find both helpful and easy to follow.

Much of the information is aimed at first time club administrators and it is hoped that the manual will help to provide a bridge between outgoing and incoming club administrators to aid continuity in clubs from year to year.

THE PEOPLE IN THE KNOW...Mission Control…

The Massey University Students Association (MUSA) assists Sports, Leisure and Cultural Services (SLACS) in the care and management of clubs. This ensures that every possible service is available to benefit clubs and support their activities, whatever they may be. Both organisations are committed to the welfare of students outside the purely academic; to assist students with having a bit of extra-curricular fun and maintaining a good balance between study and play. It’s all about harmony…

The Sport and Activities Coordinator…

The Sport and Activities Coordinator (SPC) has an office in the Whitehouse, next to the Recreation Centre, and should be your first port of call for any enquiries. The SPC knows that there is a lot involved in running a club so they are there to provide you with the best advice and as much information as possible to help you out and ensure your success. They can help with fundraising, affiliating to MUSA, setting up a constitution, organising events to help promote your club, applying for grants and sponsorship, learning roles of the executive and general administration. They also have lots of contacts within the wider community that they can put you in touch with if needed. This in turn will hopefully encourage new members to seek you out. The SPC is responsible for organising Clubs Day twice a year, training sessions for club executives and other club activities on campus.

SLACS Administration Officer

The Sport, Leisure and Cultural Services Administration Officer is based in the Recreation Whitehouse (beside the Recreation Centre). This is the person you need to see to make any bookings for recreation facilities.

M U S A

The Students Association are great. They have rooms you can use and stuff you can borrow – and most of it’s free!Room and equipment bookings can be made at MUSA Reception, upstairs in the Students Association building, on Concourse. MUSA is also where you book the Concourse for events and apply for a liquor licence for social functions. You will need to show evidence that your club has been affiliated or granted dispensation from the SPC. The following are the MUSA people that you will deal with in running a club…

Reception StaffThe reception staff can help with photocopying, faxes and club mailboxes. They can also take money you want banked into your club account and bookings for MUSA rooms.

Recreation and Leisure OfficerThe Recreation and Leisure Officer is a member of the MUSA Executive. Their job is to provide a link between the Student Association and the clubs. They will be able to help you with advice about affiliation, grants and anything to do with the Students’ Association, or if you have an issue you want taken to the MUSA Executive. You’ll find them in the Executive Workroom, upstairs at MUSA - the same place where you will find the International Students’ Officer and Pacific Islands Students’ Officer.

Accounts OfficerThe MUSA Accounts Officer deals with all club financial matters. They can give you statements for your club’s account and help you to organise payments (cheques, order numbers etc). This is the person to approach if you have any queries about how the MUSA Clubs financial system works. WHO TO SEE IF.....• you want to start a club and get the necessary forms etc SPC• you want advise on any administration matter SPC• you want to have a matter discussed at a MUSA meeting R&L Officer• you want an account printout, cheque requisition or order number MUSA Accounts Officer• you're making a club grant application SPC • you want to organise Team or Club uniforms SPC• you want advice on fund raising or sponsorship SPC• you want to book any of the Recreation facilities SLACS Admin Officer• you want to book rooms at MUSA MUSA office staff• you're making a Sporting Blues nomination SPC • you're making an Outstanding Contribution nomination SPC • want to place information in the Sporting Pulse newsletter SPC• you want advice on the Travel & Accommodation fund SPC

FORMS

The following forms are available from the MUSA office:

Affiliation **Draft Constitution **Grant Applications **Cheque Requisition (to withdraw funds from your club account)Liquor Licence Application (for functions)MU Blues Nomination **Motion Forms (for MUSA Exec meetings, SGM's...)

** Indicates that these forms are also available from the SPC at the Recreation Whitehouse. Some are in your Club Pack on Clubs Day.

RESOURCES

MUSA and the Rec Centre provide resources to help your club run more efficiently. Some of the stuff you get for your very own includes:

MailboxesLocated in the upstairs corridor of the Student Association building, on Concourse. It is a very good idea for all clubs to have their mail sent care of MUSA (Private Bag 11 222, Palmerston North), as this ensures continuity of the club’s postal address. The mail will then be deposited in the club’s box.

Use your club’s full name on mail, as many clubs share the same acronyms. Check your mailbox weekly, and when giving out your address don’t put the box number, as these are liable to change.

Craft Room and Art SuppliesThere is room space available upstairs at MUSA (which can be booked at MUSA Reception), and there are supplies of paint, glue, gun staplers, scissors and paper. These materials are ideal for making banners, posters and the like. Don’t forget to get a poster ready for Clubs Days or promotions on campus.

The Recreation Centre also has a craft room which is available during the centre’s opening hours and a key can be obtained from the Rec Centre reception.

Photocopying and FaxingAll affiliated clubs can use the MUSA photocopier and fax machine. The Office Administration Manager will inform you of the costs (photocopying 10c per page, faxing $1 national, $2 international per page) and will bill your club accordingly if your club has funds in its account. If not, you are required to pay cash for use of the photocopiers so please bring enough money. The fax number is: (06) 350 5665

E-mail and Web PagesIt is mandatory for clubs to have an e-mail address. It is the responsibility of the Club Secretary to set up the e-mail account and check it regularly, as many web-based organizations have limited storage space and bulk mail filters. MUSA will provide you with an address using your club’s acronym or name (eg: mucf@musa.org.nz) so you won’t need to worry about your private email address being published anywhere. It is also possible to set up your own web page, connected or linked to the Clubs web page. The SPC will assist with this.

NoticeboardsThe best space for notices to club members is in the Kiwitea Lounge (at the end of the MUSA corridor). These noticeboards are reserved for clubs. All other noticeboards are open to clubs, but it should be noted that they tend to get covered over very quickly.

There are also clubs noticeboards in the Rec Centre. To arrange your own individual noticeboard in the Rec Centre (good for Sports and Activity Clubs), talk to the SPC, or Facilities Manager (Dave – nice guy) at the Rec Centre. Also in the Rec Centre is a noticeboard for International Clubs. It is located in the squash courts’ corridor, on the way to the back staircase, across from the Movement Room. This board is for international students to post notices, mount sports challenges, advertise gatherings, sports evenings etc.

Also, at the base of the Library stairs on Concourse, is the Clubs and Recreation Centre noticeboard. This is where you will find club notices from the SPC, Rec Programme posters and timetables. Keep an eye on it – there’s always something exciting happening!

Meeting RoomsMUSA and the Recreation Centre house a variety of rooms, suitable for any type of gathering – from small meetings to concert-sized functions. To book rooms, see MUSA, or the SPC. Please note: You may have to pay a bond and/or hireage fee for some rooms/items.

You can make ongoing bookings for regular meetings, but will need to do this as early on in the year as possible to ensure regular time slots can be allocated to you.

Please contact the MUSA office staff, phone 350 4500, to book any of the following:

The Boardroom Available for meetings of up to 50 people.

Kiwitea Lounge A lounge area that can be used for functions/ meetings of up to 100 people. Equipment Megaphone, BBQ, Tent, Staging, PA System, Digital Video Camera

SPORT LEISURE AND CULTURAL SERVICES (SLACS)

Please contact the SLACS Administration Officer in the Recreation White House, phone 350 4310, to book any of the following:

The Seminar RoomIn the Recreation White House – this room is suitable for meetings of up to 30 people. There is a whiteboard, OHP and TV and Video available for use in this room.

Club House Just past the Recreation Centre – there are 3 rooms, a fairly roomy kitchen and a large decking area. Suitable for small social functions. Clubs can have alcohol in the house, but a liquor permit must be applied for through MUSA Campus Arts.

Indoor Facilities Recreation Centre Sports Hall, Dojo/Dance Room, Indoor Climbing Wall, Squash Courts. Hokowhitu Sports Hall.

Outdoor Facilities Turitea Sports Fields, Tennis and Netball Courts, Outdoor Volleyball and Streetball Courts, Manawatu Community Athletics Track, Equestrian Arena. Hokowhitu Sports Field.

Events CentreSituated behind the Recreation Centre and suitable for meetings and large functions - there is a large kitchen and the adjoining Woolshed Bar can also be hired through MUSA. Your club may use the

Events Centre for social functions (eg. concert or ball, games tournament, cultural group practice etc), and this privilege is bestowed at no cost to the club UNLESS you leave a mess, in which case the club gets charged the cost of the cleaning – and believe me, it isn’t cheap! At the time of booking, your contact person will need to sign a bond form and be back at 10am on the day after the event, for an inspection. Payment will come directly out of your MUSA account, so to avoid being stung for your precious club dosh – make sure you clean up after your event!

If you want to sell alcohol at any function on Campus the you need to book the Events Centre at the Whitehouse (2 weeks before the function) They will give you an Alcohol / Liquor Permit application that you need to fill in when you make the booking. This can also be done at the MUSA office.

Attached to the Events Centre is the Woolshed Bar, which is open from Wed – Sat in the Evenings. If you don’t want to sell alcohol yourself you can utilise the Woolshed bar services instead. A fee is applied for a Duty Manager, any additional staff required and security. The bar also has a Big Screen TV with Sky channels and pool tables.

EquipmentMUSA and the Rec Centre have a stock of equipment available, including DV cameras, TV and video player, overhead projectors, whiteboards, screens, desks and tables. This equipment is usually free, but may require a bond payment. Other equipment prices are listed below.

Hire Prices (Per Day)

HAILER Free ($20 bond)BBQ $10 ($20 bond)TENT $10 ($50 bond)SONY DIGITALVIDEO CAMERA $20 ($100 bond)KIWITEA LOUNGE $20 ($100 bond)

STAGE $25 ($100 bond)1.2m x 2.4m sections. Height 800cm9 x new lightweight sections8 x older heavy sections 2 x 300cm riser sections1 x stairs

PA SYSTEM $50 ($100 bond) 2 x Microphones2 x Microphone Stands2 x Microphone Cables2 x Speaker Stands3 x Speaker Cables2 x Speakers1 x Powered Mixer- 400 watt , 8 XLR/Line inputs, Built in Effects, 2 x Aux .1 x Powered Monitor1 x AC (power) extension lead1 x AC (power) 4 Plug3 x Instrument Cable

AFFILIATION to MUSA

WHY AFFILIATE?

So we know what you’re up to. We can’t help you if we don’t know you exist – Funny That. All Massey University Clubs are required to be affiliated to MUSA. An affiliation is an agreement that your club will abide by the MUSA Constitution and it legally binds your club with MUSA; giving your club the legal protection of being affiliated to an incorporated society. It also allows MUSA to be aware of your intentions, finances, membership etc to protect both itself and the members of the clubs.

And for so many other reasons…

Financial grants and support Travel & accommodation fund Administrative assistance and advice Training workshops Equipment and storage Use of club house and Events Centre

Access to Sports Hall and playing fields Events & competitions Social Sports Leagues Eligibility to enter the Blues & Cultural

Awards or receive an Outstanding Contribution Award

HOW TO…

To affiliate your new club to MUSA (which you can do at any stage during the year), you need to:

1. Fill out a "MUSA Affiliation Form". 2. Type up a current membership list (include student ID numbers)3. Draw up a Club Constitution (see section on Constitutions)

REAFFILIATION OF EXISTING CLUBS…

All existing Massey University clubs must reaffiliate by 31 March of any year. To do so, your club needs to:

1. Fill out a "MUSA Affiliation Form" 2. Type up a current membership list (include student ID numbers)3. Draw up a Club Constitution (unless your club already has a current one on file at

MUSA).4. Attach a printout from your MUSA Bank Account.

CONDITIONS OF AFFILIATION…

The terms and conditions for affiliation are covered in detail by the MUSA Constitution. In brief:

1. Any club with no less than 20 MUSA members (students) can apply for affiliation. Membership must be open only to MUSA members, with the exception determined by the MUSA Executive (usually over 10% non-student membership is not accepted.) Membership must be open to all

MUSA members, although it can be limited to a particular sex or members of a particular faculty or hall, eg. MU Women's Synchronised Swim Club, Dip Ag Choir.

2. The rules of the affiliated body are subject in all respects to the rules of MUSA.

3. Clubs affiliated to MUSA are not permitted to be affiliated to any other body without the consent of MUSA.

4. Clubs must conduct their banking and financial management through the MUSA Office and Accountant. No club may operate an account at any bank or financial institution outside Massey University.

5. Acceptance of an affiliation application is subject to the discretion of the MUSA Executive. In general, a club is declined affiliation if it does not meet the criteria laid out for an affiliated body in the MUSA Constitution, or it has failed to provide the necessary information.

6. Affiliation automatically expires on 31 March in the year following the Executive granting affiliation, unless the club applies for reaffiliation.

DIS-AFFILIATION… will occur if a club is deemed to be acting unconstitutionally or abusing its status as a MUSA Affiliated Club. If a club gets heavily into debt MUSA may close it down and seize its assets in order to pay the debt. If MUSA deems the club to have permanently lapsed, the bank account will be closed and club assets forfeited.

CONSTITUTIONS

You need a Constitution to affiliate to MUSA. You can write your own or use the model provided (ask the SPC for a form). All you need to do is fill in the gaps, but don’t rush it because it is a legally binding document that formalises the conditions and rules of the club. Give careful consideration of what is going into it.

UPDATING YOUR CONSTITUTION

You can only make changes, additions or alterations to the constitution at a General Meeting of the club. No club constitution can over-rule or conflict with the aims and objectives or provisions of the MUSA constitution.

USING YOUR CONSTITUTION

Your Constitution should not be seen as merely a static, and somewhat meaningless legal document. A well thought out Constitution can be a valuable working base and directive for your club. It’s your Blue Print, all club planning and decision-making should follow the rules.

BANKING WITH M U S A

Affiliated clubs are required to bank with MUSA. Bank fees are not charged to affiliated clubs, neither is GST. MUSA doesn’t pay interest, but you save on fees and all that hassle banks seem to love so much! Your club’s money is treated as separate from that in the MUSA floating account and will not be touched unless you want to make a payment.

Monetary deposits are made at the MUSA Reception. Banking with MUSA works best for large purchases. Day to day transactions may be better accumulated and later paid out in bulk. Don’t forget to keep all your club’s receipts! That’s imperative and your Treasurer will love you for it!

To open an account with MUSA all you need to do is visit Michael, the friendly (truly – he is) accountant. Michael is situated along the MUSA corridor, upstairs… (you know the rest). He’s also the man you see to extract funds, via a Cheque Requisition Form, which the MUSA office can supply you with.

Club Grants go straight into your MUSA bank account, after you have provided the SPC with the appropriate receipts.

PLEASE NOTE: Print outs always show funds excluding GST

CLUB ACCOUNTS

It is a requirement of clubs reaffiliating to MUSA to present their accounts for auditing, or an auditors certificate, to the SPC. It is therefore important that all clubs have systems for keeping their funds in order.

To manage your club's finances you will need:-• an account held at MUSA• a receipt book for incoming money• a folder or box for receipts from all purchases• a cash book

MUST DO'S

1. Request regular printouts / bank statements for the financial year, to keep on file.

2. Keep a record of all receipts issued by your group, by way of a receipt book.

3. Keep a record of all subscribers to the club for the year with the amount of the subscription. Issue receipts for the amount received.

4. Keep ALL invoices and receipts received when the club has paid money out in a separate file in chronological order with the date when it was paid or given to MUSA to process payment.

5. A Cashbook must be kept. This should have a receipts side (at the back) and a payments side (at the front).

RECEIPTS

All money received should be documented in the cashbook stating: 1. who the club received the money from 2. what the money was received for3. the date the money was received and the amount.This should correspond to receipts issued by the club from their receipt book. It should also correspond to amounts subsequently deposited into your club's bank account at MUSA.

Subscriptions at the start of the year are a bit different. When subscriptions are taken at the start of the year a separate book or computer spreadsheet should be kept with the amount of the

subscriptions (for small clubs the receipt book itself should be adequate). Whenever these amounts (either cash or cheques) are to be deposited they will have to be totalled. This total amount should be written in the Cash book and this will be the amount deposited at MUSA, and will subsequently appear in your club printout as a credit

PAYMENTS

When money is to be paid out by the club it should always be cleared and processed by MUSA. The cashbook should have all cheque amounts written down, with the date, stating what they were for and/or whom they were made out to. These amounts should have corresponding invoices, and should also match up with the debits on your club printout. The ORIGINAL invoice or receipt must go to MUSA.

It is important that all cash received is deposited and that cheques are written out for all amounts paid. It is not satisfactory to pay cash to someone out of the cash receipts taken that day.

If someone paid out of their own pocket for something and needs to be reimbursed that is fine, however, this person must give the club all receipts or invoices and a note should be attached to these explaining why the name on the invoice is different from the club's name etc.

All Payments and Receipts will be exclusive of GST in your account with MUSA.

PETTY CASH

Obviously some amounts are too small to write out cheques. This is where petty cash comes in. A cheque should be made out to cash for (say) $30. This money should be kept to pay out for small amounts. A notebook should be kept to document money spent on small items and wherever possible receipts should be kept.

Keeping the accounts is simply a matter of documentation. If everything is kept, explained and recorded properly it is much easier to keep track of your finances and audit the books.

The Treasurer should have sole possession of your chequebook and accounts. That way they are aware of all income and expenditure and are responsible for keeping accurate records of it. All the bank statements should be given to the Treasurer.

If you are in any way in doubt about what needs to be done go and see the MUSA Accounts Officer at the MUSA office, before you find yourself getting into difficulties.

The Cash Book is the single most important document for auditing. It records all transactions and provides a reference for receipts.

All expenditure must be accompanied by a receipt or statement. These should be collected together in a ‘receipts folder, which connects cheque references to receipt numbers.

Payments made by cheque should refer to the cheque number in the cashbook. Payments made in cash should refer to a receipt number in the cashbook.

BUDGETING

A budget is a guideline for your club. It is a not hard and fast directive but rather an indication of how much you expect to spend in a year.

WHY BUDGET?

• To make you plan, and therefore present an overall view of the financial implications for the club's activities for the year.

• To enable members to evaluate the actual performance of the club in financial management, by comparing between actual and budgeted results.

• To present a detailed analysis of income and expenditure in order to obtain club grants, subsidies or sponsorship from MUSA and other bodies.

• To enable you to assess your cost for the year and get an indication of how much of a short fall will be required to be met by grants, subscriptions, fundraising etc to balance income with expenditure.

• To allow you to identify areas of high cost which you can target for sponsorship e.g. travel, uniforms etc.

• To establish a guideline for the club's programme for the year.

HOW TO DO A BUDGET

1. If possible look at last year's budget and compare it with the actual income and expenditure for the year. Note any areas that were over or under budget. If there was no budget done then look at the accounts from the previous year to get an estimate of how much was spent in the various budget areas. Although the activities and projects of your club may change, there will always be some areas included each year such as postage, stationary etc.

2. Consider your year plan (and your development plans for the next few years) with the rest of your Committee to initially indicate the areas of spending. What are the activities or projects planned for the year?

3. You will need to take into account the size of your club. Will there be any increase or decrease in the number of members compared with past years that will change income or expenditure? Will you require extra equipment to cater for an increase in numbers?

4. Check with several sources to get quotes and estimates on all your budget areas. There is no need to exaggerate or pad out budget areas, this will only give a false impression of savings etc and will lead to cutbacks in the following year if you are not careful. Remember a budget is only a guideline.

5. It is often a good idea to include the actual expenditure for the previous year in this year's budget as a comparison.

6. Reassess your budget throughout the year to keep a track of changes between the estimates and actual spending. Some things may cost more than was initially thought and therefore cutbacks may be necessary in other areas or an increase in fundraising may be required. Unplanned events may arise for which club funds may need to be allocated.

NB. As a guideline, being conservative when writing your club's budget pays off.

BUDGET EXAMPLE

Budget For The Massey University Chocolate Appreciation Club.

ACTUAL (2001) BUDGET (2002)INCOMESubs 2200 2500Sponsorship - 200Raffles 500 700Functions 150 200T-Shirt/Sweatshirt 800 1000MUSA Grant - 800Other Grants - 100

TOTAL INCOME 3650 6000

ACTUAL (2001) BUDGET (2002)EXPENDITUREAdministrationTolls 75 90Postage 120 130Photocopying 50 100Stationery 20 20EquipmentMaintenance 350 500Uniforms 1000 -Sled Hire 1000 500Sled Purchase - 4000SubscriptionsChoc. Lovers of NZ 150 150Magazines 65 30GeneralSeminars/Coaching Clinics 150 250Amenities 96 100Membership Drives 25 60

TOTAL EXPENDITURE 3101 5930

SURPLUS/DEFICIT +549 +70

GETTING STARTED…

Some clubs are run by a core committee of one. This presents problems, as very often burnout will occur, or academic commitments will cause club affairs to be neglected. Also, when the person in question graduates, the club will be left stranded without any leadership of any kind and could end up disbanding.

People looking to start clubs from the inception seek to involve other people. In particular, it is recommended that an absolute minimum of 3 people share club responsibilities. These are, of course, the President, Secretary, and Treasurer. There are sample job descriptions for the club

president/chairperson, secretary, and treasurer in the Appendix. These are designed to give prospective committee members an idea of what the job involves and what they'll get out of it (there should be rewards!). Your club committee should use the descriptions in the appendix as an example on which to base job descriptions for your own club. These should be updated as necessary, so that they stay relevant.

The committee is elected by the members of the club at an AGM (see the section on Meetings). This committee takes on the responsibility for organising activities and administering the affairs of the club.

Members of a Committee: President/ChairpersonSecretaryTreasurer(Vice President)(Club Captains)Committee members

Without a committee or leading group, many active clubs would struggle to survive. The committee members perform important tasks, and their input into the clubs is often overlooked. While many committee members 'fall into' their position (e.g. "No one else would do the job"), they should WANT to do the job for their own reasons. The club should also recognise and acknowledge what the volunteers do for their club.

The President:This will be the driving force behind the club. The president is the person with the responsibility of holding the club together – they will direct the club, plan events, act as spokesperson and run meetings.

Main Aim: To provide leadership and oversee the overall workings of the club. They perform most of the management tasks and act as spokesperson for their club.

Duties: Chair club meetingsContact and public spokesperson for the clubHave a working knowledge of the club constitution and the duties of the other officersKeep in contact with all other organizations involved with the club and keep abreast of any changes which may affect the clubSet measurable, realistic goals for the club to achieve in a specified timeframeEnsure that the club is progressing towards these goalsBe one of the signatories on the club chequesMotivator and mediator for the committee

The Secretary:As the administrative manager, the secretary is responsible for all communications, keeping accurate membership lists and recording the minutes of club meetings.

Main Aim: To handle all the communications for the club. All incoming mail (and e-mail) is collected by the Secretary and all routine correspondence to members and other organizations is sent by them.

Duties: Keeping a record of club activities and decisions made by committees (usually in the form of a minute book)Maintaining communication between members (newsletters, notice of AGM etc)Set up and administer the club’s e-mail account

Contact person for clubHandle all incoming and outgoing mail, sending it on to the appropriate people or answering it as requiredWork with the President to set agendas for all meetings, arranging time and place, informing club members, taking and storing the minutesKeep an up to date phone/e-mail list of all club members and other contactsKeep important correspondence on file so it can be referred to in the future

The Treasurer:Usually a club will appoint a Treasurer at its AGM to look after the financial side of things. In most cases this person doesn't need to be an accounting genius, all they need as an orderly approach and an efficient system to keep track of things. The treasurer controls the club’s finances, keeps financial records and ensures the club stays out of debt.

Main Aim: The correct financial management of the club. They must keep an accurate record of all incomings and outgoings and must be able to provide information on the club’s financial situation and spending ability

Duties: Prepare a budget for the year on all estimated sources of income and expenditure and present it to the IGM (first meeting annually)Provide a written statement on the club’s financial position at the AGM and present this statement to MUSAMaintain accurate records of income and expenditure throughout the yearPrepare financial accounts for auditing and present the books to MUSA for annual auditingKeep a register of the equipment in the club and record all new purchases and salesAdminister all income/expenditure and issue receipts and invoicesPresents the financial statements at the AGMBe a signatory on the club’s cheques

NB: It is crucial that club subscriptions/ fees are collected as soon as possible in the year; members are less likely to pay up when most of the year is over. Enlist the help of other committee members, in sports clubs team managers should forward the full team payment and list of paid members to the Treasurer.

Register of MembersThis should include details of all members - name, address, email address, phone numbers, MUSA member/non-MUSA member, date joined, subscription payable and the amount paid or still owing. The Treasurer should note any arrears and inform the committee. Most of this information should be obtained when a new member joins the club. See the Appendix for an example of a Member's Information Form.

Equipment InventoryA register of current club assets and equipment should be kept. This should be updated regularly to keep track of where things are, but more importantly at the end of the year/season when people are bringing equipment back. This is important for insurance. See Appendix for a basic Equipment Inventory Form.

The Treasurer should keep a record of all purchases. This is usually done as part of the column cashbook.

Financial ReportsThe Treasurer presents the annual financial statements of your club at the AGM. This includes a balance sheet and a statement of income and expenditure.

The balance sheet includes such things as:-Current assets – e.g. clothing stocks, investmentsFixed assets - e.g. equipmentCurrent liabilities - e.g. amount owed to other organisations

The income and expenditure statement looks like a budget, but the figures are actual rather than estimated.

Vice President: Some clubs may have a vice-president. This person takes over the role of President in the president's absence. They may be given other special tasks, projects or responsibilities depending on the club.

Club Captains:Some clubs may have a club captain or several club captains on their committee. It is a good idea for larger sport clubs that have many teams to have Club Captains to act as a liaison person between the teams and the committee. Many sports clubs have a women’s club captain and a men’s club captain.

Some of the responsibilities of a Club Captain may include:-• organising trials, preseason games etc. communicating important information to Team Managers and their teams• taking any team/player concerns to the committee• collecting registration forms and ensuring that player transfers have been completed

General Committee Members:The role of the committee depends a lot on the club. Some larger clubs have specific portfolios for committee members (e.g. publicity officer, equipment officer, fundraising coordinator, social convenor). Other committees will have everyone working on all the tasks but be careful this doesn't lead to the president and secretary doing all the work.

If the committee is divided into portfolios it pays to have clear objectives, tasks and goals laid out by the whole committee for each portfolio area. This way the person knows exactly what is expected of them and there is some gauge as to whether they are doing their job.

Often committees will have a system whereby each committee member reports back on their "progress to date" at each meeting. This allows the whole committee to detect any areas that are falling behind and may need working on. Be careful however that the people reporting back don't feel like they are on trial.

…AND GETTING SORTED

Subscriptions

Clubs should charge a minimum $5 membership fee. It’s also a good idea to issue a membership card on receipt of the sub. The fee will help feed the coffers, and the card will provide an identity – especially good if you’re a club who might seek special deals with outside organizations, eg. Sporting goods stores, or other equipment providers. The Club Administration grant can help with the cost of making the cards, and you can design a funky logo for your club too. It’s also worth noting that clubs that don’t charge subs aren’t usually eligible for Club Grants.

Match the sub to your likely running costs – if costs are going to be high, don’t charge a ludicrously low membership fee, as MUSA won’t subsidise members’ costs when they themselves are not contributing a fair proportion.

Club ContactsThe SPC and MUSA must be kept informed of the current contact details of the Executive Committee. The SPC sends electronic mail and newsletters out to all clubs, so it is important that you keep your contact details up to date, and check and clear your email messages regularly. This is especially important over the summer and other holiday periods when people tend to leave town.

ReportsEvery year the President and Treasurer present a report to the club AGM. These reports must also be presented to the SPC. Additionally, MUSA must also be kept informed of anything which is likely to cause a problem, for example - if the club gets into debt or damages equipment.

A report must also be presented to the SPC after a club sends delegates to national conferences. Club grants can help fund such excursions, which are also extremely beneficial to club management strategies and good for the old CV! This report will be published in Chaff, so make sure you check your spelling!

BudgetAs a guideline for your club, a budget will give you an overall view of what the club hopes to achieve in the year, and how. It will help you to assess your running costs, identify areas of high cost and get an indication of how much of a shortfall will need to be met by grants, subscriptions or fundraising. Budgets also help to evaluate your club’s financial performance, and allow members to see where it all goes. They also make getting a grant much easier for everyone concerned!

ConstitutionThis is the legally binding document that formalises the conditions and rules of the club – so word it carefully! You’ll need one to affiliate to MUSA, and may only make changes, additions or alterations at a General Meeting of the club. A well thought out constitution can be a valuable working base and directive for your club – you can write your own or use the model provided by MUSA. Download from http://clubs.massey.ac.nz

MEETINGS

The style depends on your purpose. Formal meetings have a set structure and follow rules agreed upon by the committee as expressed in the club’s constitution. They’re controlled by the Chairperson and recorded as minutes by the Secretary. These meetings are where official reports get presented, specific topics discussed and decisions made. Committee meetings can adopt whatever meeting style is appropriate to them at the time, formal meeting styles aren’t always necessary – you can facilitate open, creative discussions and “brainstorm” sessions, based on an open agenda and just record the major outcomes as notes. Whatever’s appropriate. Be aware that there can be cultural differences in protocol and procedures.

INFORMAL MEETINGS

It is not always necessary to use formal meeting procedure with a chairperson and motions etc. Informal meeting style is good for planning and problem solving tasks. Emphasis is placed on open discussions and participation of all individuals to the discussions.

Informal meetings may appoint a "facilitator" instead of a chairperson whose role is to keep the meeting flowing and ensure everyone gets a chance to be heard.

An agenda may be developed at the start of the meeting from the suggestions of those present. Minutes or notes may be kept, especially of major outcomes.

FORMAL MEETINGS

Formal meetings have a set structure and follow an established set of rules and regulations. The meetings are controlled by the Chairperson.

Formal meetings tend to be for straight decision making rather than creative problem solving. There is often less open discussion compared to informal meetings, however, the degree of formality in the meeting depends a great deal on the style adopted by the Chairperson. They may adopt an informal style for the discussions, but with the formality of keeping minutes, following the set agenda and motions.

Although it is probably not necessary for your club to follow all of the rules and regulations of a formal meeting it is useful to be familiar with correct meeting procedure especially if you are attending other organisation's meetings.

For more information on meeting procedure, the SPC has a resource they can copy for you.

How to Chair a Formal Meeting

Chairing meetings is usually one of roles of the president, however the Chair can be another member of the committee, or may be rotated around the committee.

1. Before The Meeting• Call for and decide on items for the agenda with the Secretary.• Circulate the agenda and any relevant papers among the committee members a

reasonable time before the meeting (ie a week if possible or at least two days) to give people a chance to read it before the meeting.

2. The Meeting - an example of the agenda and proceedings may be:-

a. Apologies - from members who have notified someone that they can't attend or will be late. Acceptance of these needs to be moved and voted on.

b. Minute s - ratification of the accuracy of the previous meeting's Minutes. The accuracy of these needs to be moved and voted on.

c. Matters Arising from the Minutes - discussion or questions on any matters recorded in the previous meeting minutes (e.g. relating to actions that were to have taken place etc)

d. Correspondence - the main points of the inward and outward correspondence received and sent by the secretary. A motion receiving the inward correspondence and approving the outward correspondence needs to be in put and voted on.

e. Accounts for Payment and Financial Statement - outstanding accounts need to be presented and a motion made and voted on approving the payments be made. An indication of the club's financial situation is presented by the treasurer and noted in the minutes.

f. Sub-Committee/Committee Member/ Club Captain Reports - individuals or subcommittees report to the meeting on activities in their area of responsibility and further action that needs to be taken. Highlights are noted in the minutes.

g. Other Reports - reports dealing with other specific topics (as listed in the agenda) are presented, discussed and noted in the minutes.

h. General Business - minor items are brought up such as questions, proposals and sharing of information. (The Chair has the right to decide if any matter brought up in general business should be discussed).

The Role of the Chair

The Chair's role is to lead the proceedings of the meting without dominating. They need to be both firm and fair, and maintain control over proceedings without stifling valid decisions. Here are some tips:

• be a good listener and impartial. Listen to all points of view. The Chairperson should maintain neutrality at all times.

• be prepared to start discussions.• make sure everyone gets the right to express their opinion without interruption or background

private conversations. If necessary, adopt a speaking order so that everyone gets a chance to have his or her say on a matter. Don't be afraid to come down on people who want to dominate the meeting or cause interruptions.

• diplomatically discourage irrelevant contributions. These only waste time and confuse the real issues.

• keep the meetings moving and on track.• when the meeting "feels" ready to make a decision sum up the discussions (you may have to

take notes throughout the discussion to do this), present the meeting with options, and clarify issues involved.

• if someone has to leave early, adjust the agenda so that relevant issues are discussed before that person has to leave.

Ground Rules for Formal Meetings

At you first meeting it pays to lay down appropriate ground rules for meetings agreed on by the whole committee. These are designed to keep group harmony and are the responsibility of the whole group to uphold.

Examples may be:-• no side conversations• only one person talks at a time• everyone has the right to express their opinion without personal criticism• everyone is allowed to finish what they are saying uninterrupted

• if you have to leave early, say so at the start of the meeting• try to stick to the topic at hand• no smoking

How to Keep Minutes

Minutes are the written record of the club's meetings. They should include:-

1. the group's name, meeting place, time meeting opened2. who was present, who arrived late or left early (and at what time), apologies3. all resolutions/motions/amendments etc (including those lost)4. details on matters of importance to the club/society, its members and finances. This includes a

brief record of any relevant discussions that may aid future debate, for those not present etc.5. date set for the next meeting6. time the meeting closed

Usually the Secretary takes down the minutes during the meeting. Later, these are written neatly into a Minutes Book or typed up and filed. The minutes should be photocopied and distributed to the committee members as soon as possible after the meeting.

The Secretary should ensure that the Minutes Book/folder/file is stored in a safe place as it is usually the main records for the club. The Minute Book can be stored in the Recreation White House over summer with the CDO.

ANNUAL GENERAL MEETING (AGM)

As the name suggests, the AGM is an annual meeting for all members of the club. It is where the Executive Committee - who will be the group’s representatives and decision makers - is democratically elected. It is also an opportunity for members of the club to keep a check on the decisions made on their behalf, and the management of the group's finances and assets. An AGM should be held, whether your club usually holds formal OR informal meetings. Your AGM should be in the Second Semester to allow incoming and outgoing committees to exchange information, so that the club can start the next year with a clear direction and established leadership. Have the AGM just before your end of year break-up, photos or last club event for the year. It shouldn't take too long, and you are likely to get a higher turn out of club members to vote. The AGM is generally a formal meeting with rules outlined in your Constitution regarding notice of the meeting (usually at least 14 days), elections, quorums etc.It is mandatory that an AGM be held, and several things must take place at an AGM:

A record of minutes of the meeting and the last AGM Election of officers (president, secretary etc) and general committee members for the following

year. Try to get a balance between experienced and less experienced members standing to ensure continuity in future years.

Presentation of the annual report of the year's activities by the president. Presentation of the annual accounts by the treasurer. (Copies of these two reports must be given

to the CDO after the meeting) Amendments to any rules, Constitution of the club (check your Constitution carefully for

guidelines of how to do this). Setting of the next year's levies/subs

After your AGM get a list of the new contacts for your group to the SPC a.s.a.p.

Inaugural General Meeting (IGM) is held at the beginning of the year (or soon after the club starts up). This is an opportunity for new members to get onto the committee and have a say about the year’s activities.

IGMs are not compulsory, but they are a good idea, as first year students should always be given a chance to get experience in club management. Training up new members will also ensure that there will always be someone to take the helm when other Executive members graduate and move on.

PROMOTION

Publicising your club’s activities and events is the best way to get noticed and attract members. Good PR improves your image and helps to raise the club’s profile around campus.

Clubs DayDuring Orientation Week at the beginning of the year, Clubs Day features as many Massey clubs as the Clubs Officer can rustle up. Clubs Day is absolutely the most important event for clubs to take sign-ups and attract new members. The point is so that First Years can see what’s available in the realm of extra-curricular activity, and so your club can recruit fresh faces for the year ahead and groom tomorrow’s club leaders. Clubs Day is an ideal opportunity to promote your club and its activities.

The SPC is the main organiser of Clubs Day. They will provide the basics (tables, chairs, sound system, entertainment) and you do the rest. Whatever you wish to use to promote your club is entirely up to you (within reason!) and this will usually consist of posters and banners, fliers with information about the club to handout. Make a list of new members, not forgetting student ID numbers, contact phone numbers and email addresses. Make sure you provide potential members with your contact details as well!

Details about Clubs Day will be distributed to the summer contact for your club. If possible, organise what you are going to do before the end of the previous year. It is heaps easier to find people at the end of the year than at the beginning.

It helps if you have the following information about your club available for potential members:• what you do - activities, meetings, competitions• when and where you meet/train/play (include time/date of first meeting/gathering)• when team trials are• how much your subs are • social activities• participation in tournaments etc• contact names, email addresses and phone numbers

If possible have this information on a photocopied handout for people to take away with them.

In addition to giving out information, you will want details from prospective members. Have forms and membership lists for people to register their interest and/or join the club. A typed form will look more organised than a sheet drawn up on the day. Think about what information you may need from a new/potential member and include it on the form.

ConcourseThe major arterial route through Massey is a great place to hold any kind of event or function. Your club can run food stalls to fundraise or set up displays for passers-by to peruse. You will need to

book to use the Concourse at the MUSA office, so your event won’t clash with something else going on.

Chaff NewspaperChaff is the weekly campus newspaper. The Chaff Office is just down the corridor from MUSA reception and their mailbox for letters and notices is in the foyer outside MUSA, upstairs in the Students Association building. Alternatively, you can email them: chaff.ed@musa.org.nz

Clubs are also encouraged to submit articles for publication, which is a very good way to generate publicity. Submissions to the letters, columns or classifieds page are completely free but advertising isn’t. You can also supply photos or images with your article, and regular contributions are welcomed! Details for deadlines can be obtained from the editor in the Chaff office, or from the website: http://chaff.musa.org.nz. You can also email them via this page. Affiliated clubs are obliged to advertise their meetings and events on the classifieds page (free).

99.4 FM RADIO CONTROL

Radio Control is the student radio station at Massey University. It is primarily targeted at students and other young people around Palmerston North. There is a wide range of shows offered through the week to suit a wide range of tastes. In addition to the usual music shows, Radio Control also offers many information and news bulletins. Located behind the Rec Centre and broadcasting live all day everyday, Control is a great way to advertise group meetings and events, and they welcome voluntary DJs with ideas for new shows. www.radiocontrol.org.nz

What does Radio Control Offer Clubs?• Urgent Notices If you have an urgent notice (e.g. cancellation of an event, a change in venue

etc) you can phone the Radio Control office.• Community Notices If you have any notices that you want Radio Control to broadcast, just phone

them up during office hours (Monday to Friday).• Saturday Morning News Show The station runs a news show every Saturday morning, if you

have any ideas for the show just phone the station.• Sports Reporting and DJ's Any Student that is interested in Sports Reporting and/or being a DJ

contact Radio Control.

Advertising ext. 4522, Programme Manager ext. 4517, Studio phone ext. 4994

DISPLAYS & DEMONSTRATIONS

As well as on Clubs Day, you may want to publicise your club's activities, events etc or increase your profile at some later stage during the year.

The Concourse and the area outside the main entrance to the MUSA Student Centre are used by many groups to set up displays or run an information desk during lunchtime. Before you do this you need to get permission from the MUSA office. They will also be able to help you with desks, chairs, display boards, etc.

If you want to do something way out of the ordinary that you think may raise a few eyebrows, check it out with the "authorities" first. That will save you getting arrested or kicked out of university, or both!

INTRODUCTORY SESSIONS

If your club is activities based, you may want to hold introductory, have-a-go sessions to encourage people to try your activity and subsequently join your club. Check with the SPC first, there may be an opportunity to incorporate it into the Recreation Programme or they may be able to assist you with publicity and/or organisational advice.

NON-STUDENT MEDIA

If an activity you are running is of interest to non-student groups or is in some way interesting to the general public as well as students, you may be able to use the Community Notices in the Guardian or Tribune newspapers or on RadioWorks and Radio Network radio stations. The SPC can give you the contact details of all media in the Manawatu

If you have an actual news story you may want to write a media release and send it to the above media and the Evening Standard. Check with the SPC first, as they can help you write a media release and MUSA must also approve all media releases sent out concerning clubs.

COMMUNICATION

The SPC keeps in touch with clubs via e-mail, so if you’re the contact person for your club, or you’d like to be included in mail-outs, provide your @ddress and keep an eye on your in-box. Don’t provide a web-based email address if at all possible, because emails are often broadcast out to all the clubs at once, and organizations such as hotmail treat bulk emails as SPAM. The SPC is very easy to get hold of… d.okeefe@massey.ac.nz.

Another way to stay up to date with what’s happening is to read Chaff (the campus newspaper) every week. If you’d like to have an article published in Chaff, contributions are always welcomed.

Radio Control is also in on it all. The team at Control are dedicated to promoting clubs on campus, so listen in to 99.4 fm, and if you’d like to feature on the Breakfast Show, the Gig Guide, or the Community Notices, let the SPC know. This is a great way to advertise a club event.

The clubs website can be found at: http://clubs.massey.ac.nz. Here you will find regular newsletters, affiliation and grants forms to download, and lists and links of all the clubs at Massey University.

MOVING ON…

One of the biggest problems facing university clubs is the extremely high turnover of members. This can mean a large, hugely successful club one year ceases to exist the next, as all the committee leave university and no one is trained or willing to take their place. There are strategies a club can adopt to avoid this happening.

Such as: Get younger members involved. It is today’s First Years who will (if trained well) go on to run

the club. Elect next year’s executive committee at the club AGM (usually in September or October) Use the IGM to draft new club members onto the Executive Committee (usually in secondary

roles such as Publicity or Events Officer) Make sure the new officers attend some club meetings to learn the procedure Ensure that all relevant documentation is handed over to the new officers

Don’t let the club collapse over the Summer break – it might never recover

MASSEY UNIVERSITY BLUES AWARDS

The Massey University Blues and Cultural Awards Dinner is held every year around October. At this function, Blues Awards are presented to Massey University students who have excelled in sport while also pursuing their academic qualification and Outstanding Contribution Awards are presented to individuals who have made an exceptional contribution to their club and/or campus life.

The MUSA Campus Sportsman and Sportswoman of the Year Awards and the overall Massey University Sportsman and Sportswoman of the Year Awards are also presented at this function. The winners of these awards are selected from the year’s Sporting Blues Award recipients.

Massey University Blues Sporting Award Criteria

1. The time period considered for Blues Awards is from 1 September the previous year to 31 August.

2. The qualifications for the award of a Blue shall be: Exceptional merit of honour in the particular sport concerned as displayed in open

competition during the season (the SPC has a list of the actual criteria for each individual sport).

Have participated at a University Tournament except:- Sports that are not included in the University Games or any other USNZ tournament.- In exceptional circumstances.

Excellence of play and sportsmanship. The Blues Selection Panel in awarding Blues shall have regard to the necessity to maintain

the integrity and high standard of the award and in so doing award Blues only to those persons who are deemed to fulfil the standards implicit within the award itself.

3. Eligibility for Blues – the nominee for a Blue shall be eligible if: Enrolled as a student at Massey University during the qualification period of the award. Paid the appropriate Students’ Association fee. Undertaking at least 37.5 points in academic papers during the qualification period of the

award or completing a degree or diploma that year. A member of a Massey University club and competing regularly for that club except

Where a person plays for an outside club in order to play at a standard high enough for their capabilities.

Where no Students’ Association affiliated club caters for that sport. Where there are other exceptional circumstances that prevent the athlete playing for a

Massey University club (these will be considered on a case by case basis by the blues committee).

Nominations for Massey University Blues

Nominations for MU Blues can be made by anyone: a club representative, the sportsperson him/herself or a friend/family member of the nominee.

Nominations must be made on the official MU Blues Nomination Form available from the MUSA office, the Recreation Centre or the SPC.

Please note: - Nominations must be signed by the nominee AND the nominator- Nominations close in August each year.

Outstanding Contribution Award Nominations

This is an award that recognises exceptional contribution over an extended period, towards administration or support of a particular Massey University club or activity.

Nominations for this award are taken at the same time as Sporting Blues Nominations (closing in August each year) and can be made by any person who is familiar with the contributions of the nominee. Nomination forms are available from MUSA, the Recreation Centre and the CDO.

UNIVERSITY SPORT NEW ZEALAND BLUES AWARDS

University Sport New Zealand (USNZ) has an annual Blues Awards Function at which New Zealand University Blues Awards are presented and the New Zealand University Maori Sportsperson of the Year and overall Sportsperson of the Year are named. This function is usually held around the middle of the year.

Nominations for Massey University BluesThe Massey University Blues nomination form also doubles as a NZU Blues application form so students who would like to be considered for both awards do not need to fill out any additional forms. There are quite strict criteria regarding who is eligible for a NZU Blue (generally the athlete needs to be a New Zealand representative) and the SPC forwards nominations through to USNZ for all Massey University Blues recipients who meet the NZU Blues criteria.

TRAVEL & ACCOMMODATION GRANTS FOR INTERNATIONAL REPRESENTATIVES

Massey University and MUSA have a funding scheme to provide financial assistance to students who are selected to represent New Zealand in their chosen sport at an international event. The fund is administered by the SPC and the Blues Committee makes allocation decisions.

Applicants must meet eligibility criteria as for the MU Blues, must be making satisfactory progress with their studies, and must show evidence of formal national selection. The committee will consider the cost of attending the event when making its decision.

Applicants must use the official application form, available from the SPC and applications can be made at any time of the year but they must be made prior to the event.

SHOW ME THE MONEY!

MUSA and Massey University share a commitment to support and encourage the participation of students in sporting, social and cultural activities. Clubs foster a sense of community, and club activities enrich the university experience outside the classroom, by providing a place to meet people, enjoy oneself and achieve. Club Grants reflect this by providing financial support and assistance to promote clubs’ development and well-being.

Clubs cannot receive a club grant unless they are affiliated to MUSA.

APPLICATION FOR A GRANT

There are TWO funding rounds per year for Club Grants. One usually closes just before Easter and the other at the beginning of August.. Reminders are advertised in your Sporting Pulse newsletter.

Applications that come in outside the funding rounds will be considered according to their merit but may have to wait until the next Grants Committee meeting. In special circumstances, the Club Grants Committee will hear urgent grant applications.

ONCE YOU HAVE BEEN ALLOCATED A GRANT

Club Grant policy is that grants money will be paid out to the club on production of receipts for the goods or services purchased. This is to ensure that the money given out is in fact being used for the purposes it was allocated for. Once you have made your purchase, you take your receipts along to the SPC. The SPC will then notify the MUSA Accounts Officer who will release the funds into the clubs account.

Please Note: You must present receipts for the total cost (not just the amount granted) of your project e.g. if your total costs for a special function are $500 and you have been granted 75% then you would still need to produce receipts to cover the full $500.

In some cases this is not possible as your club may not have the funds available to make the initial purchase. Talk to the SPC as there are two options available here:

We can arrange with the MUSA accounts Officer to take an order form to make your purchase of the product(s) or service(s) then take the invoice back to MUSA, they will arrange with the Accounts Officer for the invoice to be paid (NB only invoices that relate to the specific item(s) that the grant was given for will be paid).

The SPC purchases the product(s) or service(s) and you receive the item(s) from him/her.

You have until the 31st August to spend your 1st Round grant and until the end of the year (late December) to spend your 2nd Round grant. If you have planned well in advance and your event hasn’t happened you can ask the SPC to carry the funds over of you.

WHERE DOES THE MONEY COME FROM?

The Club Grants pool is made up from $1 per/student from the MUSA Recreation Levy, which is matched dollar-for-dollar by Massey University.

WHAT CAN THE FUNDS BE USED FOR?

Club Grants are to assist clubs at Massey in being successful and in promoting themselves, MUSA and Massey University (Palmerston North). The committee will give priority to projects promoting the overall well being of a club (rather than individuals) and to projects involving the hosting of an event/function at the University.

WHAT CAN’T THE FUNDS BE USED FOR?

Grants will not be made for projects of a political, ideological or evangelical nature, or which are not inline with MUSA and/or Massey University policy. Grants are not intended to get clubs out of debt.

WHO MAY QUALIFY?

Clubs that show real commitment and drive to help themselves to achieve their goals are likely to receive favourable consideration (eg. show evidence of active fundraising). Clubs are discouraged from becoming dependent on grants for ongoing operating expenses. Requests must be made on behalf of an affiliated club, not from an individual. Clubs cannot apply for a club grant unless they are affiliated to MUSA.

A minimum of 20 financial members is required to apply for a Club Grant (other than the small club grant). Membership fees must be realistic and should reflect the costs of the activity associated with your club, (social or activity clubs need a reasonable contribution from members eg. $10 - to help with admin. costs, printing and postage etc). Evidence of membership fees having been paid will be required.

Training and Development Workshops are offered annually to all clubs. Ensure that your club seeks details on when and where these are to be held. Attendance at these workshops will give clubs priority for grants.

CONSENT TO AUDIT

The Club Grants Committee has a responsibility to ensure that any grant paid has been spent efficiently and effectively on the purpose/s intended and that all conditions associated with a grant have been met. Grants (and club assets/equipment) are audited each year.

Massey University and the Students Association may require further information concerning any grant to confirm it has been received in full and spent for the purpose(s) stated. The club making the application for a grant accepts as a condition of receipt of the grant that it will be liable for any cost associated with any such commissioned audit/ or inspection, and the audit may be conducted in the manner and within the time frame as specified by Massey University or the Students’ Association.

The audit and/or inspection may be conducted by: The Sport and Activities Coordinator The MUSA Recreation and Leisure Officer An elected appointee from the Club Grants Committee

TERMS AND CONDITIONS

Clubs must hand in an annual financial report and budget for the club, with their affiliation forms

Confirmation of the club’s affiliation to external bodies must also be provided with affiliation forms

Clubs must hand in an annual equipment register to be audited by the appropriate SPC in order to be considered for any funding allocation, particularly for Equipment Grant applications

Clubs may not apply to any external organisation for a similar grant. As any applications to external funding sources go through MUSA first, this can easily be checked by the SPC

Funds must be spent in New Zealand for New Zealand goods and services where possible Clubs must list all other applications for funds applied for or received over the last 12 months Any club that brings the University or MUSA into disrepute will be disqualified from receiving a

club grant for a period of time that the Club Grants Committee sees fit

PRIVACY ACT

The Students Association require various information to be publicised, and signatory parties to this application for allocation of a grant acknowledge this and waive any Privacy Act provisions as to disclosure of any information contained within the grant application.

GUIDE ONLY

The information contained in this application form is intended as a guide. The Club Grants Committee will treat each application on its own respective merits. Completion of the application does not constitute approval of the request.

NB: GRANTS ARE CAPPED AT $1000 per club per year.Clubs can apply for up to $2000 and may receive 50% of the amount requested as long as they show evidence of having collected the other 50% themselves. However, under special conditions this may be increased, depending on the amount of the necessary purchase(s).

SMALL CLUBS GRANT (up to 100% of costs)

The purpose of this grant is to help small clubs to attract new members - by hosting an event or special meeting. This fund is only available for clubs with less than 20 financial members.

Examples of items that the SMALL CLUBS GRANT will support:

Special Functions (to help increase membership - must list objectives) Hosting a meeting or gathering Cost of bringing in a guest speaker, motivator etc. Essential equipment (up to 50% only) Essential promotional material (fliers, posters etc, up to $50) Website construction (maximum of $200 – will not fund ongoing maintenance or ISP bills)

The SMALL CLUBS GRANT will not support:

Clubs who qualify for any other grant Any projects where the primary aim is to generate a profit for a club. Any consumable product

NEW CLUB (Up to 100% of costs)

The aim of this grant is to enable new clubs to get started, the money helping develop the club. A new club is one that has not affiliated to MUSA in the last three years. Members of the executive must have attended all of the training workshops in order to benefit the establishment and success of the club.

Examples of projects that a NEW CLUB Grant will fund:

Purchase of essential equipment (maximum $1000) Set up cost associated with a particular club Website construction (maximum of $200 – will not fund ongoing maintenance or ISP bills)

A NEW CLUB Grant will not fund:

Any Clubs that have applied for a grant in the last three years Any consumable product

ADMINISTRATION ALLOWANCE ($25)

The aim of this grant is to help clubs with their administration costs, particularly those clubs that would not normally receive a grant.

This grant will help clubs fund newsletters, posters, telephone calls etc. This grant will not automatically be given to a club and is only available once a year Members of the club’s executive committee must have attended the training workshops offered

at the beginning of the year.

EQUIPMENT GRANT (Up to 50% of equipment cost)

The aim of this grant is to assist clubs to purchase equipment that might otherwise be financially impossible. Any item of equipment that is purchased by a club, with a club grant, MUST remain the property of the club and must be accounted for at the end of the year. Storage space is available at the Recreation Centre and International Community Centre. Any club that dissolves must hand all equipment back to the SPC.

Examples of items of equipment that an EQUIPMENT grant will help fund:

Cultural assets which can be reused (eg. costumes and flags) Essential playing uniforms for sports (must be retained by club) Essential sporting equipment (eg. Martial arts mats) Essential operational equipment (eg. Photographic equipment) Sporting balls (clubs can only receive funding for balls once every two years)

An EQUIPMENT Grant will not fund:

Equipment with an expected life of less than one year (special circumstances may apply) Equipment that will primarily be for personal use Any Club that is not prepared to fund a minimum of 50% of the equipment costs Any item that could be borrowed from the Recreation Centre Social sports teams not affiliated to a recognised national body or Massey sports club

NB: Uniforms will only be funded if they are essential playing uniforms for sport/physical activity or if they are cultural costumes for performances and must last at least 2 years

Uniforms must remain the property of the club – not individuals.

SPECIAL FUNCTION / PROJECT (Up to 75% of function/project cost)

The aim of this grant is to help clubs host special functions or fund projects that might otherwise be financially impossible. This grant recognises that the club is prepared to put some of their own resources and time into the project. Only genuine clubs will receive funds.

Examples of items that a SPECIAL FUNCTION / PROJECT Grant will help fund:

Travel for a special guest(s) Venue Hire Hire of special props/equipment Advertising and promotional material associated with the function Expenses related to a special coaching clinic or cultural workshop Expenses related to hosting an event i.e. a tournament, conference, jubilee or centenary A building Trophy engraving Website construction (maximum of $200 – will not fund ongoing maintenance or ISP bills)

A SPECIAL FUNCTION / PROJECT Grant will not fund:

Any consumable products (special circumstances may apply) The clean up cost associated with any functions Costs associated with attending a special function or tournament outside Palmerston

North. Monetary gifts or “koha” The purchase of equipment Any club that is not prepared to fund a minimum of 25% of the project costs

NB: If the event has a cultural content (eg an international festival or the club is hosting a national conference) extra funding can be requested through the Club Grants Discretionary Fund.

TRAVEL & ACCOMMODATION (Up to 50% of costs)

This grant is to assist clubs with travel to a recognised national event or conference outside Palmerston North. It is based on a dollar-for-dollar system (up to a maximum of $1000), whereby the club must be prepared to fund at least half of the costs associated with the event. This grant is designed to help boost the club’s own efforts, so every dollar the club contributes will be matched. Sport clubs are strongly encouraged to first apply to external sports funding agencies.

This type of grant will only be approved where an itinerary endorsed by the host’s national body is supplied with an itemised cost breakdown.

Applications must show that the club is going to benefit from their members attending the event and a report about the event (that can be published in Chaff) must be handed in before the grant will be released.

Examples of items that a TRAVEL & ACCOMMODATION Grant will help fund:

Travel & accommodation costs

Registration costs associated with conferences

A TRAVEL & ACCOMMODATION Grant will not fund:

Consumables (special circumstances may apply) Travel to the University Games Any non-MUSA or non financial club members Any Club that is not prepared to fund a minimum of 50% of the costs themselves

NB: GRANTS ARE CAPPED AT $1000 per club per year.Clubs can apply for up to $2000 and may receive 50% of the amount requested as long as they show evidence of having collected the other 50% themselves. Under special conditions only may this be increased through the Club Grants Discretionary Fund.

PREPARING A GRANT APPLICATION

This applies to Massey Club Grant applications but it is also a useful guide if applying elsewhere for financial assistance.

1. Use the correct application form. 2. Type or print legibly.3. Answer all the questions on the application form. If you need more space, use an appendix

sheet.4. Make sure your figures add up.5. Make sure your application is for a specific purpose.6. Make sure you have done the necessary background work in planning the project. Get quotes

for relevant costs before you make your application. Include a budget for the project for which you are applying for the grant.

7. Know exactly what you are asking for and ensure that is relevant to the application.8. Never ask for the full cost. Applications will be better received if the club shows genuine

interest in obtaining its goals by helping raise funds itself.9. Think about what you are asking for:

• why is it necessary?• is it a high or low priority project?• does it help fulfil your club's goals and objectives?• how does it fit in with the longer-term development plans of the club?• how many people will benefit from it?• how are you going to raise the extra funds required?

NB: These questions are likely to be asked by the Grants Committee. Be prepared to answer them!!

10. Make your application as clear as possible.

Remember a correctly filled out application may improve your chances of getting a grant.

ACTIONS THAT FAVOUR A CLUB'S APPLICATION

1. Attendance at Clubs Day.

2. Attendance at the Sponsorship and Funding Training Workshop3. The club has made its own efforts to fundraise, obtain sponsorship etc.4. The club has realistic membership levies or subscriptions.5. The club actively promotes itself on campus.6. The club produces a clear breakdown of funds in its budget.

If you have any questions regarding applying for funding or sponsorship talk to the CDO.

AND LASTLY…

Above and beyond all else, clubs are about having FUN!! If you’ve thoroughly read this survival guide and actioned all the points therein, then you’re well on your way to running a successful, possibly profitable, Massey University Club. Congratulations, now get back there and enjoy it!