Society Presidents’ Meeting

January 19th , 2012

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

› Tuesday: 11:15 – 1:05› Wednesday: 12:15 – 2:05› Friday: 10:15 – 12:05

www.stfx.ca/people/su_soc If you have any questions throughout the

presentation, raise your hand and ask away! Thanks for tolerating all my emails, I’m aware

that you are likely all annoyed at this point lawl.

Guests: Danielle Couturier

› Community Manager for the Social Network StFX with Square Crop Studios Will discuss the Social Network, how to use

it, and how you will benefit from it

Social.theu.ca

How many of you are signed up on the social network already?

Do you know how it works? How many of you have created a

page for your society?

For some of you, your society already has a page but you are not listed as the society president› Currently in the process of switching

over the old presidents to new presidents (but to do this you all need to be signed up)

Central hub for societies › Can send out messages to all society

members› The option to email, inbox message, or

both at once

Reminders for Previously Ratified Societies:

Refer to President’s Handbook on www.stfx.ca/people/su_soc if you have any questions!

This is a document that contains all the information with regards to the role of s society president.

Reminders cont.

Funding› How you access your society budget and special

donations money:

1. Pay for whatever it is you need to purchase

2. Get a reimbursement form from outside VP Finance’s office on 4th floor SUB or at www.stfx.ca/people/su_soc

3. Fill the form out and attach your proof of purchase (receipt) to the form

4. You will receive an email notifying you when a cheque has come in reimbursing you for your purchase

Reminders cont. The Budget and Finance Committee will

be meeting Thursday Jan 26th at 6:00 pm to allocate funds

I will send an email shortly after indicating your “unofficial allocations”› Be cautious about spending money before

the budgets are ratified. Although they are unlikely to change, it is possible.

The funds will be officially ratified at the next Council Meeting taking place on Sunday Feb 5th .

Budget Forms/Class forms If you haven’t handed in your budget

forms yet, please do so! The deadline has passed (for previously ratified societies)... [I can be flexible]

If you have not applied to go from Class 3 to Class 2 or Class 2 to Class 1, you can still do so given you fulfill the necessary requirements. Please hand in a form before next Thursday!

If you do not want funding or cannot recieve funding then do not hand in a form.

Reminders cont.

If you feel as though you did not receive enough money from society allocations.....Apply for funding from the Special Donations Fund!

› Can get up to $300 from the Students’ Union in additional funding

› Few societies are turned down› Go to www.stfx.ca/people/su_soc for the

link to the online application!

Reminders cont.

Marketing of Society Events› You can use the Students’ Union Marketing

Team as a free resource› Refer to (3.0) Link to online PEPP Form.txt

on www.stfx.ca/people/su_soc if you want posters made

› Email the marketing manager at su_pub@stfx.ca for more information

Email Accounts

You can get a TSG so_society account Your inbox will be less crowded! 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 (SU Pres) so

she can sign it and then bring it back to TSG

Coat Check

Still some days left (Many Thursdays, some Saturdays). › Send me an email

Left over coats? ..................................Bring them to my office during my

office hours! Remember to bring a float! If you need training, email me! (It takes

less than 10 mins)

Classroom Booking Classroom booking no longer goes

through the Registrar’s office It is under Conferences Services. If you wish to book a classroom:

› Contact Conference Services via email at conference@stfx.ca 

› by telephone at 902-867-5245 › in person at the Conference Services

office, located just off the main foyer at the Keating Millennium Centre.

Note: The process for booking rooms/tables in the SUB has not changed.

Events – Risk Assessment

The Event Review Committee will be meeting on Tuesday’s this semester. 

A completed risk assessment form(must have all signatures, a short event description attached,  and all other relevant documentation) must be submitted to Aaron Norris VP Activities and Events (su_activ@stfx.ca) no later than 4pm on the Monday the week prior to your event.

Example;› If you are planning an event for Friday January 20th, you

would need to have your form in on Monday January 9th

If you have any questions with regards to planning events or risk assessment email VP Activities.

Food on Campus Remember if you wish to give out food

on campus, you MUST contact:› Kevin Fraser, director of StFX's Sodexo

Food Services› SU is legally bound by contract to do this

Kfraser@stfx.ca Office is on Ground floor of Morrison Hall

If you wish to sell food in the SUB, you must book a table at the Info Desk› Form online or at Info desk

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!

I will let you know in the future when you have to have a list of names for me

Be prepared to elect: President Vice President Secretary Treasurer

Due Monday March 26th (tentative)› Reports should be typed › Any society which does not fill out a year end report

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

› Year end reports should include: A list of next year’s society executives:

President, vice president, secretary, treasurer 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 upcoming year

Year End Reports

Information for New Society Presidents

(Presidents of “old” societies can leave)

Society Presidents’Handbook

Online at www.stfx.ca/people/su_soc Contains ALL the information you need to know

with regards societies and the role of a society president (some info is oudated)

PLEASE read over.› A lot of the questions you will 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

Forms To be ratified as a society by the

Students’ Union Representative Council you must fill out the following forms found at www.stfx.ca/people/su_soc :› Class 3 Form (because you are new

societies)› Ratification Form› Constitution Form› Budget Request Form

Examples of properly filled out forms can be found on my website above.

Forms cont.

Please pass a Hard Copy of:› Budget Request Form› Class 3 Form› Ratification Form› Constitution Form

To the Information Desk at the Students’ Union Building (3rd Floor) no later than Tuesday Jan 24th 8:00 pm.

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.

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

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.

› Refer to Sample Forms on my website

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, allocated 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 Avoid losing money Responsible to replace coats when

they go missing If any coats are left over you are

responsible for taking them home You can bring coats to my office

during my office hours Must bring own float with coin – Info

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

Email Accounts

You can get a TSG so_society account Your inbox will be less crowded! 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 (SU Pres)

and then bring it back to TSG

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 (must be authorized by Sodexo), no promotion of pubcrawls,

Marketing

The marketing team is a FREE resource Must fill out online PEPP form. The link

can be found on my website under “Link to Marketing Team Promotion Form”

Must fill out the form 2 weeks before you want your posters to go up.

Email Marketing Manager at su_pub if you have any questions.

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!

I will let you know in the future when you have to have a list of names for me

Be prepared to elect: President Vice President Secretary Treasurer

Due Monday March 26th (tentative)› Reports should be typed › Any society which does not fill out a year end report

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

› Year end reports should include: A list of next year’s society executives:

President, vice president, secretary, treasurer 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 upcoming year

Year End Reports

Comments Again, please refer to the President’s

Handbook on my site for more information!

Power Point will be available online› Both first semester and second semester

presentations will be available 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 Jan 24th! Email me at su_soc@stfx.ca Drop in to my office during office hours Thanks for coming!

Questions?