Welcome Auditors

1
Welcome Auditors

• To
• UCC Societies Guild
• Training Seminars 0607

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A short but never the less rambling introduction

• With Kris Mcelhinney
• Societies President

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The Guild

• Oooh sounds exciting
• it is similar to opus dei?
• Well, not so much

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Constitution says

• Membership The Societies Guild shall be
  composed of the recognised Societies of the
  college with one vote per society at general
  meetings. A new society becomes recognised when
  the Societies Guild judges in favour of the
  application and the Guild's recommendation is
  endorsed by the Joint Board, Academic Council
  Governing Body

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SG Executive Committee

• The Societies Guild is the umbrella
  organisation of the ninety plus student societies
  in UCC elected by them to act on their behalf and
  co-ordinate activities which includes
  administering funds. The guild fosters,
  co-ordinates and promotes activities of the
  societies in UCC. Each year seven students
  including a President are elected by the
  societies to represent them for the coming
  academic year.

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SG Executive Committee

• The Guild is administrated by an executive
  committee comprising of the following members
• Societies Guild President
• Six students elected by the Societies at the AGM
• An appointee of the outgoing Guild Committee
  selected from its executive members (Paul Flynn)
• Students Union Representative (Richie Morrisroe)
• SU Administrative Officer, Denis Macdonald
• Ass. ASA officer (Grainne Murphy)
• ASA officer (Maura ONeill)
• The officers you should be most concerned with
  are your Reps

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Societies President

• Kris Mcelhinney
• The President chairs all meetings of the
  Executive, and in conjunction with the
  Vice-President/Admin sets the agenda of the
  committee. S/He represents the Societies of UCC
  on a number of UCC committees, for example
  Societies Executive Finance Sub-Committee, Joint
  Board for Student Affairs, SSMG, Student Centre
  policy Board, Old Bar committee, Restaurant
  committee, DLMG, and sits as the Societies
  Officer of the Students Union Executive.
• Tel [phone]
• Email SocietiesPresident_at_Societies.ucc.ie

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Societies Vice President

• Diarmuid Angland - SocietiesVP_at_Societies.ucc.ie
• The Vice-President will take the place of the
  President if the President is unable to carry out
  their duties or is unavailable. In conjunction
  with the President the Vice-President sets the
  agenda for meetings. The Vice -President takes
  minutes of all Executive meetings. S/He is
  responsible for the records of the Societies
  Guild Executive Committee
• Guild Rep for Political/debating and Role-play
  societies
• FF, FG, SF, PD's, Labour, Socialist, Greens,
  Politics, Philosoph, Law, Med and Ren, IR, WARPS.
• Tel [phone]

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Societies Finance

• Seamus O'Ceallaigh - SocietiesFinance_at_Societies.uc
  c.ie
• The Finance Officer is the point contact for all
  financial related queries and questions. S/he
  sits on the Finance sub-committee of the
  Executive as Secretary. S/he in conjunction with
  the president is the lead on financial policy
  formulation. S/he is responsible for financial
  records of the Societies Guild Executive.
• Guild Rep for a number of Departmental Societies
• An Chuallacht (Irish), Accounting and Finance,
  Chem Soc, Classics, Commerce, Economics,
  Engineering, Food Science, Physics and Astronomy,
  Genetics, Microbiological,
• Tel [phone]

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Societies Social Ents

• Olga Seleznova - SocietiesEnts_at_Societies.ucc.ie
• The Social and Entertainments Officer is the
  person responsible for all entertainments and
  social events run by the Societies Guild
  Executive. S/he is the lead on all entertainment
  information for societies.
• Guild Rep for a number of Charitable, Medical
  Language Societies
• Surgeon Noonan, SVDP, Suas, One World, Simon,
  Self-Help, French, Medical, Nursing, Clinical,
  Dental, Surgical, Dramat. English Litt, German
• Tel [phone]

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Societies Training

• Daniel P. McCarthy - SocietiesTraining_at_Societies.u
  cc.ie
• The Training and Development Officer is the
  person assists with the organisation of training
  seminars. S/he is a lead on all training
  information for societies who which to develop
  there societies.
• Tel [phone]
• Rep for Artistic/ Performance Cultural
• Choral, Cumman D, DJ, Film, LMS, Photo, Trad,
  Visual Arts, Cappricio, Muslim, Iona, Christian
  Union, Bahai, FECC Pagan, Children's Aid.

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Societies Projects

• Stephen Crowley - SocietiesProjects_at_societies.ucc.
  ie
• The Projects and Events Officer is assists with
  projects of the Societies Guild Executive. S/he
  assists with the running of special events of the
  Societies Guild.
• Tel [phone]
• Rep for a number of Departmental
• BIS, Archaeological, Computer Science,
  Historical, Science, Management and marketing,
  Sophia, Social work, geography, Psychology

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Societies Alumni

• Philip Healy - SocietiesAlumni_at_Societies.ucc.ie
• The Alumni Officer assists with the formulation
  and administration of the new Alumni scheme of
  the Societies Guild Executive.
• Tel [phone]
• Rep for Social Societies
• ASIESEC, Asian, Gaisce, International Students,
  Flac, LGBT, Macra, Mature Students, Sci-Fi,
  Poker, Post-grad, Networking, Maths.

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The ASA

• The
• Accommodation
• Student Activities Office
• Oh and Conferencing
• but thats not really
• in the title

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The HUB

• Society Resource Centre
• Open daily 9-5
• fax,
• mailboxes,
• computers,
• photocopier,
• scanner, 
• and printers

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Awards
1.6. Accreditation   Whilst the Societies Guild
gives out general society awards, these are only
recognized by the Societies Guild. There are
however a number of awards which have been deemed
so outstanding as to merit UCC recognition on
your academic transcript (your permanent
University record). These are, Society Person of
the Year Award, Bene Merente and Society
Achievement Awards.   
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Award winners
Society Person of the Year Diarmuid Patrick
Angland (LGBT) Society Bene Merente Sonya
Joanna Donnelly (LGBT) Andrew Timothy Hogan (DJ)
Siobhan Mary Lucey (Dental) Fergal Mac
Carthaigh (Medieval Renaissance) John Gerald
Talty (Irish Traditional Music) Jason Turk
(Capriccio) Society Achievement Award 15
winners  
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The Secretary

• With Diarmuid Angland
• Vice President

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The role of the Secretary

• Records

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Meetings

• Committee meetings
• Fixed time.
• Set a deadline.
• Agenda
• Minute the meeting
• List actions and who is to do what

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Sample agenda

• Approval of last weeks minutes
• Matters arising from minutes
• Auditors business
• Finance report
• PR Report
• Ent report
• Conference discussion
• Ball discussion
• AOB

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Sample minutes

• Minutes amended Entertainment Officer feels he
  was blamed in the minutes for a poorly attended
  event
• Auditors business
• Wants people to think up new ideas for contacting
  members, to be done for next week
• Finance report, budget to be done for Nov 1st
  budgets will be make public from the 9th
• Action Finance officer and Auditor to work on
  budget for next committee meeting
• PR report
• Webtexts are great, so are mailing lists.
  Allstudents are not effective.
• Action No more ALLSTUDENT mails to be sent out.

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History of Society

• Secretary may be interested in researching dates
  surrounding the society, est etc.
• May get a Special Project Officer to write up a
  history for website.

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Complaints/Problems

• Traditionally the Vice-Auditor job
• Encourage a complaints procedure
• Try to solve problem in a discreet manner

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Developing membership

• Use ALL media on campus
• Not just ALSTUDENT mails or posters
• Webtexts, mailing, attendence lists
• Buddy scheme, Adopt a gay

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The Handover

• With Kris Mcelhinney
• President

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The Importance of Handing-over

• Ensuring a flow of new members into the group.
• Generating new ideas.
• Empowering new students to take responsibility
  for the society.
• Trying to establish some continuity.

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A good handover is vital to the new committee

• Being able to plan long-term.
• Making sure committees dont repeat old mistakes.
• Making sure new committees can hit the ground
  running without having to re-build everything.
• Warning them of the likely pitfalls and dangers.
• Providing the knowledge, skills, training, and
  contacts they need.

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Imagine if you didnt hand over?

• Not knowing how things worked.
• Not knowing how many members you had or who they
  were.
• No access to bank accounts, mailing-lists,
  equipment stores, and websites.
• Possible break-up and failure of the society
  through a lack of organisation.

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Personnel handover

• A handover pack
• (a) Swap contact details
• (b)Finalise handover date

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A good handover includes

• A handover meeting between the outgoing and
  incoming committees.
• Maybe a social too!
• Individual meetings between outgoing and
  succeeding officers where they talk through what
  their job actually involved.
• Shadowing of outgoing officers by their
  successors for a fixed period or series of
  events/activities.
• Meetings with society contacts to introduce
  replacements.
• Taking advantage of Guild training in May or
  running in house relay training by the outgoing
  committee
• All the relevant paperwork, passwords, equipment
  and so on.

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Handover must include

• All financial paperwork (accounts, budgets, grant
  applications, cashboxes, etc)
• Asset Register (list of all equipment, condition,
  value, and location)
• All society-owned equipment.
• Passwords for mailing-lists and websites.
• The Constitution.
• Minutes of previous meetings and society records
  including an up-to-date membership list.
• Up-to-date Job Descriptions.
• Contact list for all the useful people the
  society has dealt with.

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Optional Extras

•  Mission statement list of society objectives.
• Annual Report an account of what happened the
  previous year, how and why.
• Account of long-term projects and plans with
  suitable explanations so they might be continued

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How to run an AGM

• And not screw it up
• With Daniel P. McCarthy
• Training Development

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Why Have An AGM?

• You Have To Have One
• If You Don't Have one Your Society Doesnt Exist
• Its Democratic

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Purpose of an AGM

• To report on The Years progress
• To elect a new committee for the coming yeAR
• Give members a forum to express their views on
  the societys future

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Agm Publicity

• If Your Agm Is Not Publicised It's Illegal
• Publicity Means Postering Around Campus
• An ALL Student or membership E-mail just wont Do
• Required poster Details Include Time, Date Venue

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General AGM Guidlines

• Check Your Constitution for instructions
• Notify the guild (and your Guild ReP) About it
  Being ON
• Have AN Agenda Prepared for the Meeting

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Sample AGM Agenda

• a) Auditors Report
• b) Financial Report
• c) Elections of Officers
• d) Any Other Business
•  

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Auditors Report

• General Outline of the year Gone BY
• Successes/failures
• Thoughts on the Societies Future
• What The JOB has meant to them

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Finance Report

• Statement of Societies Finances
• Copies of Societies Accounts Should Be made
  available
• DO it!

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Election of Officers

• Check constitution for details of Process
• Nomination Procedure
• Election Procedure

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Nomination Procedure

• Preferred Procedure Prior To meeting Written
  Nominations
• Nominated at meeting and oral nominations
• Candidate for One position or various
• Is The presence of the candidate required?

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Electoral Procedure

• Who Chairs the Elections Chairman or Guild Rep?
• What System is used First passed the post or
  STV?
• Make sure Ballot papers exist (stamped)
• Tellers (Non Partisan) Exist, count not present
  in the hall

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Any other Business?

• Motions
• Amendments
• Back Slapping
• Pints?

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Only God Can Judge you

• Tupac Shakur

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Questions Answers

• With
• UCC Societies Guild

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Entertainments

• With Olga Seleznova
• Social Entertainments

Old Bar Toms Room