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The Australian National University Students’ Association Incorporated

Clubs & Societies Handbook


Published  by  Australian  National  University  Students’  Association     For  executives  of  ANU  Clubs  and  Societies   1st  Edition  2011   Edited  by  Dallas  Proctor      

 

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Quick  Reference  

  Grants  and  Affiliations  Committee  (GAC)   Meets  Thursday  2  –  4pm,  ANUSA  Boardroom   Appointments  necessary  for  grant/affiliation  applications   All  welcome  to  attend     To  update  your  documentation  or  make  a  GAC  appointment   Student  Space  Assistants     student.space@anu.edu.au     To  submit  your  expenditure  receipts   Office  Administrator  Eleanor  Boyle   Level  1,  Students'  Facilities  Building  17a   (Above  the  Student  Space  in  Union  Court)   sa.admin@anu.edu.au,  52444     Any  further  questions/concerns   Social  Officer  Phoebe  Malcolm   sa.social@anu.edu.au     GAC  regulations  and  documentation     http://anusa.anu.edu.au                            

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Getting  involved  in  Clubs  and  Societies  will  be  the  highlight  of  your  university   experience.  You’ll  make  new  friends,  learn  new  skills,  be  offered  unique   leadership  opportunities  and  attend  vibrant  events  –  all  at  highly  subsidised   student  prices.       Our  Clubs  and  Societies  are  formed  by  students  and  open  to  everyone.  They   usually  focus  on  a  particular  interest,  such  as  a  language,  activity,  religion  or   study  area.  You  can  join  by  going  along  to  an  event,  or  by  contacting  the  Club’s   executive.  If  you  can’t  find  a  Club  or  Society  you  want  to  join,  we  encourage   you  to  start  your  own!       To  all  club  and  society  executive  members,  best  of  luck  and  thank  you  for   giving  your  time  and  energy  to  make  our  Clubs  and  Societies  Program  one  of   Australia’s  most  engaging.  

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Contents   Quick  Reference  

2  

Contents  

4  

Affiliation  at  a  Glance  

5  

Benefits  of  Affiliation  

6  

A-­‐Z  of  Administration  

7  

Applying  for  Grants  

14  

Funding  Guidelines  

16  

Alternative  Funding  Opportunities  

22  

Ancillary  Entitlements  

24  

Managing  your  Finances  

26  

Disaffiliation  

29  

Dissolution  

30  

Preferred  Suppliers      

31  

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Affiliation  at  a  Glance   All  Clubs  and  Societies  are  required  to  renew  their  affiliation  annually.  You  will   need  to:   1.  Fill  out  the  online  form,  available  on  the  ANUSA  website   2. Email  your  constitution,  membership  list  and  transaction  list  (past  6   months)  to  student.space@anu.edu.au  ANUSA  will  review  your   application  and  send  you  an  email  confirming  your  affiliation   If  your  Club/Society  has  not  been  affiliated  with  ANUSA  in  the  past  12  months,   you  may  need  to  seek  affiliation  approval  at  a  meeting  of  the  Grants  and   Affiliations  (GAC)  Committee.  If  this  is  required,  we’ll  contact  you  to  make  an   appointment.   As  a  condition  of  affiliation,  you  are  required  to  comply  with  the  requirements   set  out  in  the  Grants  and  Affiliations  Regulations  2006.  The  key  points  of  this   document  are  included  in  this  handbook.        

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Benefits  of  Affiliation    

• The  use  of  the  name  and  logo  of  the  ANU  Students  Association   • Free  O-­‐Week  stalls   • Funding  for  events  such  as  BBQs,  dinners,  balls,  dance  parties,  cocktail   parties,  screenings,  seminars,  camps,  conferences  and  excursions   • Free  print  quota   • Opportunities  to  participate  in  various  ANUSA  events   • Access  to  equipment  hire  from  ANU  Information  Services   • Free  access  to  ANU  rooms,  including  the  ANUSA  Boardroom   • Free  BBQ  hire   • Free  pigeon  hole  at  ANUSA  for  mail  delivery   • Special  deals  on  functions  held  at  ANU  Union   • Free  publicity  on  the  ANUSA  website  and  in  Woroni   • Cover  under  ANUSA’s  public  liability  insurance  policy  

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A-­‐Z  of  Administration    

ABN    

All  Clubs  and  Societies  require  an  Australian  Business  Number.  This  is  the  way   in  which  you  declare  that,  as  a  subsidiary  of  ANUSA,  you  are  a  not-­‐for-­‐profit   organisation.  You  can  register  for  a  new  ABN  or  look  up  the  ABN  of  your  club   or  society  online:     http://abr.gov.au     You  are  obligated  to  update  your  registration  details  each  time  you  change   your  trustees.    

Advertising   All  printed  advertising  material  utilised  by  a  Club  and  Society  must  visibly   contain  the  ANUSA  logo.  The  logo  will  be  made  available  on  the  ANUSA   website.  All  web  advertising  and  facebook  pages  must  make  reference  to  the   ANU  Students’  Association.    

AGM   Within  14  days  after  holding  the  Annual  General  Meeting  in  each  year,  the   trustees  of  each  affiliated  Club  and  Society  must  forward  to  the  GAC  Chair:     a) the  Annual  Report  adopted  by  the  Annual  General  Meeting;  and   b) the  names  of  office  bearers  elected  at  the  Annual  General  Meeting;  and   c) the  annual  statements  of  income  and  expenditure  and  the  balance  sheet   as  adopted  by  the  Annual  General  Meeting.    

Calendar     You  should  submit  all  events  to  the  ANUSA  events  calendar  on  the  ANUSA   website.  You  can  do  this  from  your  Club/Society  page  (refer  to  Website  section   below).  

   

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Constitution    

Each  affiliated  Club  and  Society  requires  a  Constitution  to  govern  its  operation.   You  can  use  the  model  Constitution  available  on  the  ANUSA  website,  or  write   your  own.     Should  you  choose  the  latter  option,  your  Constitution  must  include  the   following:   • Affiliation  Clause   “This  Club/Society  is  affiliated  to  the  Clubs  and  Societies  Committee  of   the  ANU  Students’  Association  and  the  Postgraduate  and  Research   Students’  Association  and  anything  in  this  Constitution  which  is   inconsistent  with  the  ANU  Students’  Association  Clubs  and  Societies   Regulations  is  null  and  void  to  the  extent  of  inconsistency”.     • Not-­‐for-­‐profit  Clause   "The  assets  and  income  of  the  club/society  shall  be  used  only  for  the   promotion  of  the  clubs/society's  objectives  and  no  portion  may  be  paid   or  transferred  directly  or  indirectly  to  members  of  the  club/society   except  as:   o Bona-­‐fide  remuneration  for  services  rendered  by  the  members  to   the  club/society;   o Repayment  of  expenses  incurred  on  behalf  of  the  club/society;   o Interest  at  a  rate  not  exceeding  interest  at  the  rate  for  the  time   being  which  is  or  would  be  charged  by  the  clubs/society's  bankers   for  money  lent  to  the  club/society;  and   o Bona-­‐fide  rent  for  premises  let  to  the  club/society”   • Dissolution  Clause   “The  club/society  can  be  dissolved  by  decision  of  the  current   membership  at  a  general  meeting  or  when  the  club/society  ceases  to   operate  due  to  no  members  being  elected  to  the  executive/trustee   positions  and  the  club/society  ceasing  to  function  through  natural   attrition.  In  the  case  of  the  club/society  being  dissolved  any  excess   assets,  property,  funds  or  money  remaining  after  all  debts  and  liabilities   are  paid  shall  not  be  given  to  members  but  shall  be  given  or  transferred   to  the  ANU  Students’  Association.”     Where  a  Club/Society’s  Constitution  is  silent  on  an  issue,  the  ANUSA  Model   Constitution  will  apply.  

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Your  Constitution  must  allow  a  reasonable  degree  of  control  of  the  affairs  of   the  Club  or  Society  by  its  members  by  means  of  general  meetings  and/or   resolutions,  which  may  override  or  amend  Executive  actions  or  proposals.       Any  changes  to  a  Club/Society’s  constitution  must  be  passed  by  a  general   meeting  of  the  Club/Society,  and  in  accordance  with  the  constitution.  Changes   must  be  lodged  with  the  Grants  and  Affiliations  Committee  Chair  by  email   (student.space@anu.edu.au)  within  14  days  of  the  meeting,  along  with   minutes  from  that  meeting.  

  End  of  Year  

  The  following  records  must  be  submitted  to  ANUSA  by  email  before  30   November  each  year:      Minutes  of  all  general  meetings  (or  equivalent  meeting  as  specified  in  the   clubs/society’s  constitution)  of  the  club/society;    Minutes  of  the  annual  general  meeting  of  the  club/society  which  include:   a) Attendance  list  (including  student  numbers),   b) President’s  report,   c) Treasurer’s  report,   d) Results  of  election  of  office  bearers,   e) Any  constitutional  changes;    Ledger  of  all  income  and  expenditure  including  copies  of  tax   invoices/receipts  for  all  expenditure  (template  available  on  the  ANUSA   website);    List  of  transactions  from  30th  November  (previous  year)  to  date  of   submission  of  records    The  names  and  contact  details  of  all  incoming  executive  members/trustees.  

Events   All  events  on  campus  (in  any  location  other  than  the  ANU  Union  Building)  must   be  approved  by  ANU  Facilities  and  Services,  regardless  of  the  number  of   people  in  attendance.  The  application  form  can  be  found  through  the  following   URL.    

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The  Functions  on  Campus  Policy  is  also  available  here,  containing  guidelines   regarding  noise,  alcohol,  fires,  etc.  as  well  as  a  link  to  the  application:   http://facilities.anu.edu.au/?pid=892  

Indigenous  Events   When  planning  any  event  related  to,  or  concering  any  Indigenous  issue  or   event,  the  ANUSA  Indigenous  Officer  must  be  notified  via  the  below  email   address.  They  will  then  determine  if  consultation  is  necessary  prior  to  the   event  being  held.     sa.indigenous@anu.edu.au  

Mail   All  postal  items  should  be  sent  to  ANUSA,  where  you  can  collect  them  from  the   student  space.  Our  mailing  address  is:     [Club/Society  Name]   C/-­‐  ANU  Students  Association   Students'  Facilities  Building  17a   Australian  National  University   ANU  Canberra  ACT  0200  

Membership    

You  must  have  a  minimum  of  15  ANU  student  members  at  all  times.     You  can  have  non-­‐ANU  student/general  public  members;  however  they  must   not  hold  more  than  one  of  the  trustee  positions  and  will  not  be  counted  in   respect  of  funding  decisions.     As  part  of  your  own  records,  you  must  also  maintain  updated  membership  lists   containing  the  following  information:   • • • •

Member  names   Student  numbers   Contact  details   Signatures  

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Student  and  non-­‐student  members  must  be  listed  separately.     Unless  a  compelling  reason  exists  (as  determined  by  GAC),  no  affiliated  Club  or   Society  may  deny  an  ordinary  member  of  ANUSA  or  PARSA  membership,   provided  that  they  are  prepared  to  pay  the  relevant  joining  fee.  You  may  not   distinguish  between  undergraduate  and  postgraduate  members  in  terms  of   membership  fees  or  rights.     Your  Club  or  Society  must  respect  the  rights  of  members  in  regard  to  privacy   and  confidentiality.  The  following  points  should  be  adhered  to  in  order  to   ensure  this  occurs:   • The  forms  your  Club  or  Society  uses  to  collect  information  on  new   members  and  potential  members  should  be  explicit  as  to  why  you  are   collecting  the  information  and  how  the  information  may  be  used   • Your  club  must  not  contact  members  or  potential  members  for  any   reason  other  than  those  reasons  made  explicit  on  the  form  on  which   details  were  gathered   • In  the  event  that  you  collect  details  without  the  use  of  a  form,  you   should  advise  the  person  providing  details  as  to  why  you  are  collecting   the  information  and  how  the  information  may  be  used   • You  should  never  accept  details  from  one  person  on  behalf  of  another   person   • Membership  forms  must  specify  which  details  will  be  passed  onto   ANUSA  as  part  of  the  (re)affiliation  process    

Queer  Events   When  planning  any  event  related  to,  or  concering  any  Queer  issue  or  event,   the  ANUSA  Queer*  Officer  must  be  notified  via  the  below  email  address.  They   will  then  determine  if  consultation  is  necessary  prior  to  the  event  being  held.     sa.sexuality@anu.edu.au  

     

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Responsibilities  of  Trustees   Each  club  and  society  must  have  at  least  three  trusties  that  are  held   responsible  for  day-­‐to-­‐day  business.  Usually,  they  are  the  President,  Secretary   and  Treasurer  of  the  Club  or  Society  -­‐  but  you  can  also  use  other  titles  if   preferred.           It  is  the  responsibility  of  the  trustees  to:     • Hold  meetings  that  are  open  to  all  members   • Present  the  budget  at  such  a  meeting  in  accordance  with  the   Constitution   • Reconcile  the  Club/Society’s  funds  at  the  end  of  the  year     • Arrange  the  handover  to  next  year’s  trustees  -­‐  all  club/society  records   must  be  passed  to  the  incoming  office  bearers/trustees  and  contact   details  of  all  office  bearers/trustees  for  the  club/society  must  be   updated  with  ANUSA   • Have  the  minutes  of  committee  meetings  and  generals  meetings,  the   Constitution  and  the  current  membership  list  available  for  inspection  by   GAC  at  any  time   • Have  any  documentation  relating  to  the  bank  account,  as  well  as  an  up   to  date  account  book,  available  for  inspection  by  GAC  at  any  time   • Keep  accounts  and  receipts  of  the  Club  or  Society   • Act  as  authorities  on  the  Club/Society’s  bank  account   • Ensure  that  the  Club  or  Society  complies  with  the  Grants  and  Affiliations   Regulations  the  directives  of  GAC  and  the  contents  of  this  handbook,  as   well  as  those  others  set  down  in  the  Constitution  of  the  Club  or  Society     If  the  Constitution  of  the  Club  or  Society  does  not  make  provision  for  the   appointment  of  trustees,  then  the  President,  the  Secretary  and  the  Treasurer   are  deemed  the  trustees  for  regulatory  purposes.    

Womens  Events   When  planning  any  event  related  to,  or  concering  any  Womens  issue  or  event,   the  ANUSA  Womens  Officer  must  be  notified  via  the  below  email  address.  

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They  will  then  determine  if  consultation  is  necessary  prior  to  the  event  being   held.     sa.womens@anu.edu.au  

Website     The  ANUSA  website  enables  Clubs  and  Societies  to  publish  information  about   their  activities.  Visit  http://anusa.anu.edu.au  for  instructions

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Applying  for  Grants     Key  Steps   1. Submit  the  grant  application  online  form,  available  on  the  ANUSA   website   2. Your  application  will  be  considered  and  may  be  approved  straight  away.   If  not,  we  will  contact  you  to  schedule  a  GAC  appointment,  at  which  you   will  discuss  the  application  with  Committee  members   3. Any  approved  funds  will  be  made  available  retrospectively  upon   presentation  of  receipts  for  event-­‐specific  expenditure,  in  the  form  of  a   bank  transfer  to  your  society’s  account  

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Helpful  Tips   If  a  meeting  is  required,  you  should  endeavour  to  send  at  least  2  trustees  along   to  the  meeting  in  order  to  best  explain  and  justify  your  application.   You’ll  need  to  tell  us  about  your  planned  event(s),  how  much  you  expect  to   spend,  and  how  much  you  expect  to  recoup  on  your  own.  You’ll  also  need  to   show  how  your  events  satisfy  GAC’s  comprehensive  criteria  for  grants  (see   Funding  Guidelines).     Post-­‐event  grants  will  be  considered,  but  are  not  guaranteed.  We  suggest  that   you  submit  an  application  before  each  event  in  order  to  be  exactly  sure  how   much  ANUSA  support  you  will  have  to  work  with;  otherwise  your   Club/Society’s  executive  may  be  left  personally  out  of  pocket.   Also,  the  Committee  likes  to  consider  applications  in  the  context  of  your   society’s  long  term  plans  and  wider  financial  situation  –  We  encourage  you  to   upload  additional  supporting  documentation  when  you  apply  for  grants.   Certain  prohibitions  apply,  for  example  you  can’t  request  money  for  the   purchase  of  alcohol  or  tobacco,  and  you  can’t  apply  for  more  than  $5000  in  a   year.  Please  be  mindful  of  these.   You  are  obliged  to  spend  any  grant  money  as  stated  in  your  application.  Each   year,  ANUSA’s  accounts  are  audited  –  this  includes  those  of  your  club/society.   However  the  receipts  that  you  supply  to  ANUSA  for  reimbursement  do  not   need  to  be  related  to  the  event  for  which  money  was  granted.   For  example  if  GAC  granted  $150  for  an  event  to  be  held  next  month,  but  your   society  had  already  spent  $150  for  unrelated  purposes,  you  would  be  entitled   to  submit  those  unrelated  receipts  in  order  to  obtain  the  $150  immediately.   This  is  just  a  brief  snapshot  of  the  grants  process  –  you’ll  need  to  read  the   Funding  Guidelines  section  of  this  booklet  before  submitting  a  grant   application.  

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Funding  Guidelines    

ANUSA  Regulations   Affiliated  Clubs  and  Societies  may  make  an  application  for  a  monetary  grant.     Clubs  and  Societies  must  submit  a  budgeted  proposal,  including  relevant   evidence  of  income  and  expenses,  to  the  Committee  prior  to  the  event,   outlining  the  costs  for  which  the  grant  is  required.     The  following  is  an  extract  from  Grants  and  Affiliations  Regulations  (2006):     3.2.2 New  Clubs  and  Societies  may  make  an  initial  application  for  a  grant   not  exceeding  $200,  which  may  be  paid  prospectively  at  the   discretion  of  the  Committee.    Such  a  grant  may  only  be  awarded  for  a   proposed  event,  the  purpose  of  which  is  to  solicit  membership.   3.2.3 Such  applications  must  be  approved  by  2  office  bearers  of  the   relevant  Club  or  Society   3.2.4 Monetary  grants  may  only  be  approved  for  a  single  activity*   3.2.5 Affiliated  Clubs  and  Societies  will  not  receive  funding  for  profit-­‐ making  ventures,  but  may  apply  for  a  loss  guarantee   3.2.6 The  Committee  must  not  consider  an  application  for  a  loan  to  a  Club   or  Society  under  any  circumstances.     3.2.7 The  Committee  may  approve,  or  partly  approve,  any  application  for  a   monetary  grant  which  it  believes  will  bring  benefits  to  students  at  the   University.     3.2.8 In  determining  the  level  of  grant  to  be  awarded,  the  Committee   should  take  into  account   a) the  intrinsic  value  of  the  Club  or  Society  (or  the  specific  event  for  which   funding  is  being  requested)  to  the  University  and  in  particular  to  the   student  population;  and     b) the  contribution  made  by  the  Club  or  Society  (or  the  specific  event  for   which  funding  is  being  requested)  to  university  life  and  the  University’s   public  profile;  and     c) the  degree  of  self-­‐help  (e.g.  sponsorship)  undertaken  by  the  Club  or   Society;  and     d) the  degree  of  membership  support  through  membership  fees  and   members’  financial  contribution  to  events;  and    

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e) f) g) h)

the  number  of  participants  taking  part  in  or  benefiting  from  the   activity/event  for  which  funding  is  being  requested;  and     the  efficiency  with  which  the  Club  or  Society  operates;  and   the  extent  of  publicity  of  events;     the  extent  to  which  the  activity/event  furthers  the  aims  of  the  Club  or   Society;  and     any  such  reasonable  criteria  as  the  Committee  deems  appropriate.    

i)   *Where  a  club  or  society  submits  an  application  which  comprehensively  sets   out  the  club/societies  planned  activities  for  the  entire  year,  as  well  as  accurate   expected  income  and  expenditure  figures  related  to  those  events,  GAC  may,  at   its  discretion,  take  “single  activity”  to  mean  that  club/society’s  annual  program   of  events  in  its  entirety.  

Grant  Structure   Clubs  and  societies  may  apply  for  funding  in  the  following  categories:   • Major  event   100+  attendees,  e.g.  ball,  musical,  high  profile  speaker   Max  funding  =  $8  per  ANU  student  in  attendance   • Minor  educational  event   Small  event  of  a  productive  nature,  e.g.  careers  fair,  foreign  language   discussion,  debate   Max  funding  =  $6  per  ANU  student  in  attendance   • Minor  social  event   E.g.  BBQ,  restaurant  outing,  campaign  not  directly  relevant  to  ANU   students   Max  funding  =  $2  per  ANU  student  in  attendance   • Capital  expenditure   Includes  T-­‐shirts,  website  establishment,  equipment  purchase.  Will  only   be  funded  if  the  Club  or  Society  can  demonstrate  that  the  item(s)  will  be   available  for  the  use  and  benefit  of  all  members  of  the  society.   Max  funding  =  $500  per  application,  max  1  application  per  year   • Transportation   Includes  flight/coach  tickets  or  petrol  where  Club/Society  members  plan  

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to  travel  interstate  or  overseas   Max  funding  =  50%  of  cheapest  economy  class  ticket   • Sponsorship  bonus   See  Sponsorship  paragraph  in  Alternative  Funding  Opportunities  

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Funding  Caps   You  can  claim  up  to  50%  of  your  expenses  for  each  event,  as  long  as  your   expected  event  profit  is  not  more  than  $200.  Should  your  final  profit  exceed   this  In  this  case,  ANUSA  is  entitled  to  deduct,  from  your  grant,  the  value  of  any   profit  over  $200.  In  addition,  any  profits  retained  must  be  expended  on  other   events  during  the  year.       Over  the  course  of  a  year  (January  to  December),  ANUSA  may  fund  each   affiliated  Clubs  and  Society  up  to  an  annual  funding  cap  of  9%  (or  $5000)  of  the   GAC  budget.  

Payment  of  Grants   The  payment  of  monetary  grants  to  affiliated  Clubs  and  Societies  will  be  made   by  a  bank  transfer  of  ANUSA’s  funds  to  the  bank  account  of  the  relevant  Club   or  Society.       The  trustee  presenting  the  required  receipts  (up  to  the  value  of  the  agreed   grant)  must  sign  a  declaration  undertaking  that  the  money  has  been  spent  in   the  fashion  agreed  to  by  GAC.    

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Funding  Prohibitions   Funding  applications  will  not  be  processed  for:   i. Events  or  activities  which  are  not  open  to  the  entire  ANUSA   membership,  or  are  not  open  to  the  entire  membership  of  the  Club  or   Society  holding  the  event  or  activity.  This  clause  may  be  waived  at  the   Committee’s  discretion  for  events  that,  for  instance,  are  designed  for   specific  year  groups  or  are  gender  specific  events;   ii. Events  or  activities  for  which  the  inclusion  of  the  ANUSA  logo  and  other   acknowledgement  of  ANUSA’s  support  on  promotional  material  is  not   present;   iii. Expenses  incurred  at  events  held  by  a  Club  or  Society  when  such   expenses  are:   a) donations  to  charities  or  other  external  organisations;  or   b) directly  intended  to  promote  a  candidate  or  candidates  for  any   office  or  appointment   iv. Functions  that  do  not  comply  with  ANU  Facilities  and  Services’  Functions   on  Campus  Policy;   v. Funding  for  the  purchase  of  alcohol  or  tobacco;   vi. Cash  prizes;   vii. The  purchase  of  items  that  become  the  personal  property  of  Club  or   Society  members,  excluding  Club/Society  branded  clothing;   viii. The  payment  of  debts  or  overdrafts  due  to  mismanagement  of  Club  or   Society  finances;   ix. Any  activity  by  a  Club  or  Society  which  is  intended  to  promote,  or  is  in   itself,  an  illegal  activity;   x. Any  activities  (including  their  promotion)  that  do  not  comply  with   relevant  federal  and  territory  anti-­‐discrimination  legislation;   xi. Any  activities  that  discriminate  or  harass  on  the  basis  of  sex,  race,  age,   marital  status,  sexuality,  religion,  or  disability;  or  defame,  coerce,   intimidate  or  physically  threaten  an  individual  or  group;   xii. Any  promotional  activities  that  do  not  comply  with  ANUSA  and   University  promotion  policies;   xiii. Clubs  and  Societies  affiliated  with  ANU  Sport  and  Recreation;   xiv. Functions  held  at  private  homes;  

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xv. xvi.

Clubs  and  Societies  that  are  not  affiliated  when  the  event  or  activity   occurs  and/or  have  been  refused  affiliation  for  the  period  in  which  the   event  or  activity  occurred;   Affiliation  fees  to  other  organisations.  

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Alternative  Funding  Opportunities   Please  appreciate  that  the  capacity  of  ANUSA  to  fund  your  Club/Society’s   activities  is  somewhat  limited.  Alternative  sources  of  assistance  are  a  great   way  to  boost  your  revenues  without  having  to  increase  the  burden  on  your   members  or  event  attendees.  

Profitable  Events   Although  Clubs  and  Societies  are  not  for  profit  entities,  you  should  not  be   hesitant  to  run  specific  events  at  a  profit  in  order  to  generate  surplus  cash  to   contribute  to  future  loss-­‐making  events.   You  should  not  forget  that  students  do  gain  a  lot  from  participation  in  your   activities  and  are  usually  more  than  happy  to  contribute  to  the  costs  incurred   by  the  Club/Society.  Often,  the  economies  of  scale  involved  can  make  it  quite   easy  to  generate  a  profit  from  an  event  despite  student  contributions  being   relatively  small.   Some  Clubs  and  Societies  have  the  capability  to  run  events  where  external   parties  are  involved,  for  example  invitational  tournaments,  productions  and   concerts.  Such  events  are  excellent  opportunities  for  generating  revenues   completely  independent  of  member  contributions.  Especially  where  adult   guests  are  involved,  Clubs  and  Societies  are  encouraged  to  charge  prices  which   fully  reflect  the  value  one  receives  in  attending  the  event.  

Fundraising   Many  clubs  and  societies  choose  to  fundraise  in  order  to  fund  their  activities,   through  events  such  as  trivia  nights,  raffles,  cake  stalls,  chocolate  drives,  etc.   Be  careful  when  selling  food  on  campus;  you  may  not  sell  food  in  Union  Court   or  in  “close  proximity  to  commercial  food  outlets”.  You  must  also  comply  with   all  relevant  food  safety  regulations.  Refer  to  ANU  Facilities  and  Services’   Functions  on  Campus  Policy  for  more  details.  

   

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Sponsorship   ANUSA  suggests  that  Clubs  and  Societies  seek  sponsorship  from  external   sources,  such  as  the  university,  local  businesses  and  large  professional  firms.   International  groups  may  like  to  apply  to  embassies.   In  order  to  encourage  this,  GAC  is  currently  offering  to  pay  a  bonus  of  30%  of   the  value  of  any  external  (not  including  from  ANU)  sponsorship/grant   obtained,  up  to  $1000  per  year.     In  our  experience,  it  is  easier  to  acquire  physical  gifts  or  in  kind  contributions   (e.g.  printing)  rather  than  money  –  such  contributions  are  often  useful  as  raffle   prizes  etc.     There  is  also  a  myriad  of  government  and  community  grants  available  to  not   for  profit  organisations.  This  website  is  a  great  place  to  start:   http://www.aph.gov.au/library/intguide/sp/spgrants.htm  

Student  Productions   Any  student  group,  including  those  associated  with  a  Hall  of  Residence  or   Affiliated  College  may  make  an  application  for  a  monetary  grant  for  the   purpose  of  staging  a  production.     Such  grants  will  be  awarded  from  a  separate  Productions  Budget,  pursuant  to   regulations  set  out  in  Section  4  of  Grants  and  Affiliations  Regulations  (2006).  

Special  purpose  grants   Any  student  or  group  of  students  may  make  an  application  for  a  monetary   grant  for  a  special  purpose.     This  is  defined  as  productions/activities  with  a  deep  cultural  focus,  not   encapsulated  by  Clubs  and  Societies  and  excluding  those  projects  undertaken   for  academic  reward.   The  award  of  special  purpose  grants  is  pursuant  to  regulations  set  out  in   Section  5  of  Grants  and  Affiliations  Regulations  (2006).  

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Ancillary  Entitlements   Printing   You  can  apply  for  print/photocopy  quota  by  submitting  the  form  available  on   the  ANUSA  website.  Privileges  are  allocated  on  a  needs  basis,  so  Clubs  and   Societies  with  newsletters  or  publications  will  receive  more  points  than  those   without.   Clubs  and  Societies  may  apply  as  necessary;  however  we  suggest  you  apply  on   a  term  or  semester  basis.     Clubs  are  encouraged  to  take  environmental  responsibility  for  their  actions.   Double-­‐sided  photocopying  is  strongly  encouraged!  

Room  Hire   All  rooms  on  campus  are  booked  by  sending  an  email  to   venue.hire@anu.edu.au.  You  can  request  a  specific  room,  or  ask  to  find  out   which  rooms  are  available  given  the  expected  number  of  attendees.  There  is   no  charge  for  affiliate  Clubs  and  Societies.   To  book  a  sporting  facility,  fill  out  the  online  form  available  at  the  ANU  Sport   and  Recreation  website.  The  charge  varies  depending  on  the  venue.   http://www.anusportandrec.com.au/facilities/bookings.html  

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BBQ  Hire   BBQs  can  be  hired  through  the  Student  Space  (Email   student.space@anu.edu.au).  You  can  also  borrow  a  BBQ  kit  from  ANUSA,   containing  BBQ  utensils,  sauces,  serviettes,  cups,  plastic  knives  and  forks,   paper  plates,  cling  wrap  and  oil  spray.    

AV  Hire   Audio-­‐visual  equipment  is  available  to  hire  through  the  Audio-­‐Visual  Hire   Centre  (call  55909  or  visit  the  Space  Service  Desk,  Copland,  Bld  24,  Rm  GO37).   This  service  is  not  free.  ANUSA  also  has  a  PA  system  available  for  hire  at  no   charge,  subject  to  availability.  Please  contact  the  Student  Space  for  bookings.  

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Managing  your  Finances   Banking   All  affiliated  Clubs  and  Societies  must  have  a  bank  account  in  order  to  receive  a   grant.  You  are  free  to  choose  any  bank,  although  we  suggest  you  choose  one   with  a  branch  on  campus:  Commonwealth  Bank  of  Australia,  National  Australia   Bank  or  Service  One  Members  Banking.   In  order  to  open  an  account,  you  will  require:   • Minutes  from  a  meeting  stating:   o Full  name  of  the  Club/Society   o Full  names  of  the  trustees,  their  respective  positions  and  that  they   are  authorised  to  operate  on  the  account   o Method  of  operation  (one  to  sign  or  two  to  sign  to  access  funds)   o Whether  you  require  a  cheques  book,  deposit  book  and/or  debit   cards   o That  the  Club/Society  is  (or  will  be)  affiliated  with  ANUSA   o That  a  new  bank  account  is  to  be  opened   • Society’s  constitution,  containing  a  mission  statement;  short  term  goals;   long  term  goals;  and  meeting  frequency   • An  ABN   • A  completed  Authority  to  Operate  on  a  Business  Account  form,  with  the   names  and  signatures  of  all  trustees  (as  well  as  their  personal  account   number  if  they  are  a  customer  of  the  bank)   • All  trustees  who  do  not  hold  personal  accounts  with  the  bank  to  visit  the   bank  together,  with  a  Australian/NZ  drivers  licence  or  passport   You  must  use  ANUSA’s  address  to  open  the  account:   [Club/Society  Name]   C/-­‐  ANU  Students  Association   Students'  Facilities  Building  17a   Australian  National  University   ANU  Canberra  ACT  0200  

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In  order  to  change  the  authorities  on  an  account,  you  will  require:   • Minutes  from  a  meeting  stating:   o Full  name  of  the  Club/Society   o Full  names  of  the  trustees,  their  respective  positions  and  that  they   authorised  to  operate  on  the  account   o Method  of  operation  (one  to  sign  or  two  to  sign  to  access  funds)   • A  completed  Authority  to  Operate  on  a  Business  Account  form,  with  the   names  and  signatures  of  all  trustees  (as  well  as  their  personal  account   number  if  they  are  a  customer  of  the  bank)   • All  trustees  who  do  not  hold  personal  accounts  with  the  bank  to  visit  the   bank  together,  with  a  Australian/NZ  drivers  licence  or  passport   • Whether  the  new  trustees  require  debit  cards   Please  note  the  submission  of  these  documents  will  override  any  previous   documentation.  In  other  words,  even  if  only  one  trustee  changes,  the  existing   two  will  have  to  go  through  this  process  again.   Be  sure  to  include  the  account  name,  BSB  and  account  number  on  your   affiliation  forms,  as  well  as  the  names  and  contact  details  of  all  trustees.  We   cannot  affiliate  you  without  a  bank  account.  If  the  bank  account  trustees   change,  please  forward  details  of  changes  to  GAC  within  14  days.     Once  you  are  affiliated,  you  can  use  your  affiliation  letter  to  have  your  bank   fees  waived.  If  the  bank  refuses  to  waive  your  fees,  think  about  changing   banks.   You  should  ask  the  bank  to  set  up  internet  banking,  so  that  you  can  view  and   print  statements  yourself,  and  reimburse  people  via  internet  transfer.  Please   minimise  your  use  of  cash  as  much  as  possible,  for  both  security  and  record-­‐ keeping  reasons.  Also  try  to  avoid  writing  cheques,  as  you  will  be  charged   when  they  are  cashed.   Many  banks  now  offer  business  debit  cards,  allowing  you  to  administer  your   finances  without  ever  needing  to  reimburse  individuals.   If  your  society  has  a  substantial  bank  balance  (over  $1000),  you  should   consider  a  high  interest  online  savings  account.  Certain  banks  have  minimum  

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balances  for  business  savings  accounts,  however  others  do  not.  Please  discuss   this  when  you  meet  with  GAC  to  find  out  the  best  offers  currently  available.   Also  note  that  many  business  accounts  have  an  automatic  overdraft  facility  of   around  $500.  Be  aware  that  withdrawing  these  funds  will  make  you  liable  for   any  interest  charged,  as  well  as  a  monthly  fee  for  use  of  the  facility.  

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Disaffiliation  

  The  Grants  and  Affiliations  Committee  may  disaffiliate  any  Club  or  Society   which   a) GAC  believes  has  provided  it  with  manifestly  false  information  in  order   to  gain  an  unfair  advantage;  or     b) GAC  believes,  upon  inspecting  the  accounts  of  the  Club  or  Society,  has   been  financially  mismanaged;  or     c) repeatedly  fails  to  carry  out  the  directives  of  GAC,  provided  that  such   directives  are  allowed  under  these  Regulations;  or     d) manifestly  fails  to  carry  out  its  obligations  under  these  Regulations.       The  GAC  Chair  or  her/his  nominee  must  invite  a  representative  of  any  Club  or   Society  who  is  being  considered  for  disaffiliation  to  appear  before  the   Committee  prior  to  any  decision  being  taken.     A  motion  proposing  the  disaffiliation  of  a  Club  or  Society  must  be  carried  by  a   two-­‐thirds  majority  of  the  Committee.       The  Committee  may  require  the  funds  and  assets  of  a  disaffiliated  Club  or   Society  be  returned  to  the  Committee,  provided  that  any  assets  recovered   were  purchased  using  funding  granted  by  the  Committee.       The  signatories  of  the  disaffiliated  Club’s  or  Society’s  bank  account  must   transfer  the  required  funds  and/or  assets  within  14  days  of  notice  being  given   to  the  trustees  of  the  Club  or  Society  by  the  Chair.      

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Dissolution  

  The  GAC  Chair  or  her/his  nominee  may,  in  consultation  with  the  Treasurer  of   ANUSA,  recover  the  funds  from  the  account  of  any  affiliated  Club  or  Society   whose  account  has  remained  dormant  for  more  than  12  months.     The  GAC  Chair  or  her/his  nominee  may,  on  behalf  of  the  Committee,  recover   assets  from  any  affiliated  Club  or  Society  whose  account  has  remained   dormant  for  more  than  12  months,  provided  that  such  assets  were  purchased   using  funding  granted  by  the  Committee.    

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Preferred  Suppliers  

  In  later  editions  of  this  handbook,  we  hope  to  include  a  short  listing  of  ANUSA-­‐ friendly  businesses.     If  your  Club  or  Society  has  got  a  great  deal  somewhere,  or  simply  received   outstanding  service  from  a  particular  business,  we  want  to  know  about  it!     Email  the  ANUSA  Social  Officer:  sa.social@anu.edu.au      

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ANUSA Gac Handbook