Signatory Prom Ticket Made Easy

Signatory prom ticket

hi i'm sarah the new ark clubs coordinator we understand that 2020 has been a tough year with covert 19 changing the way we work live and socialize thank you for taking the time to watch this video so that you are on top of this year's reaffiliation process hey i'm lisa um so i'm the old clubs coordinator and today we're going to be taking you through this process here so basically what we've got is this is just the outline for what we're doing in today's training we're going to take you through some general reaffiliation information um what to do in your agm and then go through all the documents that you need to submit in your application in order to have it processed smoothly so at the end of this um training make sure that you go on to the club forms and files page and complete the quiz on there we need one person per club to complete this quiz um without doing that we will assume that you haven't actually watched the training and then won't process your club's reaffiliation application so do make sure that you get someone in your club to complete that quiz um and submit it to us the actual reaffiliation submissions will open monday the 12th of october in week four we encourage you to prepare yourselves early this year as things have changed due to covert you may need to now shift positions responsibilities or plan for the new year which may require constitutional changes the re-affiliation applications will close friday the 13th of november so in week nine you will receive a response from our team about the reaffiliation process in mid-december so preparation is key this slide is a great visualization to all the elements that you are responsible for during this period on the left we've got all things that you need to be thinking about for preparation uh for your agm then on the right we've listed the documents that you need to have prepared when you're submitting the reaffiliations form we'll come back to this list later on feel free to pause now and take a screenshot of the list if you do want a reminder for later we also have a great agm checklist that is available on the club's form section of the arc website so preparing for your agm before your agm you will need to do the following send an agm notice out to all of your members you'll need to prepare your president and your treasurer's report you'll need to review any constitutional changes if they are required and you'll need to actually prepare for your election please remember that if you have not done these steps correctly your agm will not be valid and this will cause issues with your reaffiliation application we will go into more details now however you can find additional information in the club's handbook in section 9 and 9.1 okay so first things first your agm notice um now remember that your agm notice needs to include the date time and location of your agm so for an online agm that should also include the link and platform that you are going to run your agm on um we definitely recommend using platforms like zoom obviously you know keeping in mind the security restrictions that you can do around there um and um just anything that will be easy for students to access using like their student email or um where they already have would have another account um i know a lot of gaming clubs rely on discord so um that could be appropriate for you guys for those clubs as well um so another thing that needs to be in there um are the details of your election and nomination procedure um we do have some clubs that get confused about this basically you just want to let everyone know what they need to do in order to nominate themselves for a position and how you are running the election process this year those things are really important to include and without them we won't accept your agm notices valid so don't forget about those you also need to just mention who gets to vote at your agm generally this will just be all full club members and any proxy conditions if those apply we'll get into that a bit later as well obviously most of you should know that you need to give at least seven days notice ideally a bit more you need to send it to all club members via email um it does need to be via email um as well as any other advertising that you decide to do but sending us a copy of a facebook notice isn't going to qualify as a valid notice um yeah and don't forget to obviously see us in your agm notice email um some clubs also like to include their agenda and stuff like that great the more thorough you want to be the better so president and treasurer's reports are a great way to update your members on what your society has been up to in the last 12 months it provides upcoming uh it's sorry it provides incoming executives with a great summary uh for them to prepare for a successful takeover aside from these benefits they are also compulsory so please include these in your minutes a president's report should contain details of your club's main activities challenges achievements as well as the overall highlights of the year it should also mention any ongoing issues or goals and include a status of where they're up to similarly the treasurer's report should contain all details of club spending and income in the last 12 months the treasurer should also include a summary of how the club's finances are looking as well as a breakdown of where things were spent perhaps on training or other events so uh well obviously the constitution is a bit flexible there are some key requirements that we expect everyone to include um one of those is the arc delegate role um you guys should all already have this as part of your club um but if it is your first time you should still already have this stuff included since it would have been in your initial affiliation um process but um just worth mentioning anyway um the arc delegate the requirements for quorum for your club so um that normally is 15 members or half of your club whichever's lesser but some clubs do have more specific requirements um so just make sure that those are in your constitution um any membership requirements um and then how executives are elected and removed replaced altered whatever um just worth pointing out sometimes at the end of the year a lot of clubs like to change up their process a little bit which is totally fine um if you want to check in some new positions maybe get rid of some old ones um definitely feel free make sure you do obviously vote on those changes in your agm and also be aware that you can't restrict um executives to like qualify in order to be able to run for a position um some clubs like to say oh in order to get a president's role you need to have a certain gpa or you need to have previous experience being in an exact team but those things aren't valid and your reaffiliation won't be approved if those things are in your constitution so just be mindful that executive roles need to be open to all club members so constitutional amendments um pretty straightforward um but basically here are some things that you need to be doing to prepare to make constitutional amendments um to your constitution um obviously your changes need to meet our requirements like i mentioned previously make sure you include notice of your plan changes in your agm notice a lot of clubs do forget this but it's really important because some students might choose to come specifically because they want to vote for or against a certain amendment that you've proposed so if you don't let them know about it ahead of time they won't be able to base their decision on that and then they might feel like they've missed out or not on an opportunity to have a say so do make sure that you include those um plan changes in your agm notice in some kind of format um we're not fussed about how but just make sure that they're in there um also you need to make sure you excuse me my voice is going you need to make sure that your um uh you give your members an opportunity to discuss and comment on the plan changes most of the time this will go pretty smoothly and most people won't have a lot to say but um do just allow people to comment on and like make any recommendations or any raise any points of discussion at the agm whilst you're voting on the changes um and obviously hold a vote a simple majority is generally the wave we expect you guys to go um we do recommend having a look at your at your current constitution before your agm just to make sure that there hasn't been any kind of editing to it or accidental changes that have been made before you last since you last submitted it to arc because if there have been changes that you haven't voted on um we won't um kind of we won't accept that for your reaffiliation so um if you're concerned or you're unsure feel free to come um to the our club's office obviously it's not currently open so i'm talking about sending us an email making a call um and just getting us to send you a copy of the constitution we currently have on file for you guys and then you can compare and make sure that nothing new has been added in snuck in some somehow throughout the year you'd be surprised how often it happens okay so uh this is just another slide that you might want to take a screenshot of um just to get an idea of the process so you want to chat with your exec decide on any changes that you want to make to your club the way it runs the positions the constitution in some other way um if you're making a lot of changes we'd suggest coming to have a chat with us as well so that we can give you some more advice on what those changes will mean for your club's future and whether or not they meet our requirements just saves you a bit of time really um make sure you let your members know through the notice make sure you raise it at your agm and have a vote allow members to discuss and raise any points of concern and then have a vote if it's accepted most of the time it would be um you just then use that updated constitution when you're submitting your reaffiliation application to us so running elections aren't as scary or confusing as you may think unless you have an alternative election process uh your club should be opening nominee nominations for all executive positions with that seven day notice or at the agm itself you can include this info in your agm notice or in a separate email to your members so remember to cc the club's ark office into it too in the meeting candidates will give a brief statement as to why they should be elected for the position and you need to make sure you give your members a couple of minutes to have a think about what they've said ask any questions if they they would like and then afterwards you should hold a vote by majority in the case of a tie the president does get the deciding vote uh so all of the requirements are will be found in your constitution and they must be followed this includes things like the nomination period campaigning or a voting period the section 10 of the handbook does go into even more detail about running elections um so just something you might want to consider for the new year um a lot of clubs have throughout the last few years started incorporating kind of diversity and inclusion roles such as a women's officer an international officer sometimes even like an aboriginal torres strait islander students officer um those kinds of roles can just give your club an opportunity to engage more members um the whole focus is really just attracting more people to your club and specifically people from um maybe backgrounds that you wouldn't normally that wouldn't normally pick your club out of a crowd and say oh yeah that's that's my crowd um so yeah just something to think about it's always a good idea to try to attract as many people to your society as you can alrighty so holding your agm um obviously now you've kind of you've prepped your reports you've got your constitution constitutional changes planned and ready to go you've sent out your notice um everything's good to go for your a for your actual agm um the things you need to think about at the actual meeting include your attendance form um how you're keeping track of the people that are there basically um also um your minutes um your voting procedures and then collecting the relevant details at the end um from your new executive team so there are two options uh or two main options for holding your agm uh you might like to opt for a fully online agm that could be held through whichever platform you prefer zoom discord there are a few others out there but please make sure that they're freely and easily joinable for your members um considering people are currently all over australia all over the world you need to make sure it's accessible for everyone and do not put your members in any sort of high online security risk considering the state the current status of australia's covert situation we really would recommend you uh conducting a fully online agm however you are also welcome to do a hybrid agm and that is where your meeting will have a physical location but it will also be occurring online at the same time you may have a webcam set up and be allowing your members to join online and also still having the power to vote and things like that you must email notice to your members about uh whether you've decided to hold a hybrid agm and provide them with the location and the link and permit them to join either way um obviously um you can also in theory choose to have an in-person only agm we definitely do not recommend it at the moment the chances of you also getting sufficient attendance at that agm and never mind being able to meet social distancing requirements on campus and all of that stuff is a lot lot harder so please do try to err on the side of caution and just hold it online if you do decide to have an in-person only one with no online component at all you need to make sure that members who don't want to come on campus or don't want to meet people in person can still cast their votes so generally this will be through something like proxy voting just make sure that you do have a very clear system that allows people who even might not have many other connections in the club to have their voice heard at the agm if they choose to do so um so there's some more guidance on proxy voting and the form and everything like that on in the club's handbook and on the club's forms and files page all right holding your agms in person so one of our conditions is having an attendance form so the information we really do need you to be including when you are collecting this information is your club name this needs to be clearly written on the form uh the name of the event so in this case it's the agm the date that you're holding this and then the details from your attendees you can download a copy of an attendance form that we've already got available for you on the ark club's website um if you are holding your agm in person we do need you to also have any members attending that in person to be completing a ark club's contact tracing form so this is a requirement from new south wales health uh for us to document this information it is all um sensitive we we don't really look at it unless we we need to um the link will be available on the club's forms and files section of the website so similar thing if you are holding your agm online we do need you to still be collecting the contact details from your participants that just be mindful that people may have screen names um as the example we don't want corgi but we love hearts um voting we actually do need uh to know which member of your team um was that screen name so please kind of keep that in mind make sure you're you're verifying screen names to potentially student id numbers or things like that um some programs online actually have a registration function so that may assist you with getting that required information when they join the meeting um so just really keep in mind how you're collecting your information online okay so um minutes obviously a key document for your agm that's how we verify that you've done everything correctly during the meeting um the kind of structure that your minutes should have are the apologies and acceptance of apologies so this is anyone who was meant to attend the agm generally members of the exec or even sometimes the president themselves who were unable to make it and then you just vote to accept those apologies a summary of the presidents and treasurer's report again they should be voted on and accepted by your membership um constitutional changes that were proposed any comments that were made by members in response to those and then the outcome of a vote as well elections again nominations and votes um also a count of votes if you had kind of several people running um and then the outcome of the votes as well and finally um the three bank signatories that you've selected should also be listed in the minutes um it is good practice to vote on those with your club membership um however we don't we won't be super strict on that if you did forget it or if your agm was going way too long um generally as long as you within your executive team fairly select those people we're okay with that um but just make sure that you do include them in your minutes um and finally any other points of discussion or things that have come up during the agm um okay so voting um all the items that make up your gem agenda need to be voted on and passed um this is normally just a simple majority vote some clubs do have some special different ways of doing things um you should know if your club is one of those so check your club's constitution if you're unsure most clubs will just have a simple majority to vote on even elections and all the other things um so uh as i mentioned you need to vote on your apologies you need to vote on your presidents and treasurer's reports you need to vote on any constitutional changes and obviously you need to vote on the executive elections as well even if there's just one person running for a position you still need to hold a vote so don't forget to do that um remember that you need to list the outcome in the minutes um common mistake people just assume oh you know one person ran or on nobody had an issue with these constitutional changes so we'll just list them you need to state that they were voted on and accepted um yeah so just make sure you check your constitution to see if there's anything funny or different about the way your club runs it and make use of the minutes template as well of the art club's website that'll kind of help you get the idea of how you should be laying out those votes and decisions so if you are running an online voting system you need to ensure that you are facilitating your agm in a way that um allows you to be vigilant about voting integrity uh and also making sure that it is easy for your members to follow we have listed some ways to easily mimic what is typically done in an in-person meeting so you could have a show of hands to conduct you know show a hand on the webcam to say that uh the member at home is is agreeing and is putting a vote out um potentially instead of writing on a piece of paper your members could actually privately message whoever is chairing the meeting or if you're bringing in a third party um the votes could also be counted through a website or a polling function it is totally up to you how you would like to conduct it but again just try and make sure that that is easy for your members to follow you should also consider the additional security features um such as maybe requiring for that voter to identify themselves for each vote maybe using their full name or you might even want to give out your attendees a unique randomly generated code that they have to use just so you can document those accordingly yeah um those things are basically just gonna help you make sure that um nobody's gonna come back um and have an issue with the outcome of the vote um because they felt like the votes were tampered with or incorrect um which is obviously a much higher risk online than it is in person um all right so open period online election so these are it's a type of voting system that basically allows um members to vote for a designated amount of time um and then the results are announced afterwards generally that occurs at the agm then um so the requirements that we have for this is that it's open for a minimum of 24 hours probably good to have them open a bit longer just to allow people to get on and place their vote but up to you guys a minimum is 24 hours um the link must be sent via email again this just has to do with the fact that maybe not everyone has a facebook account but everyone obviously has a student email so that's how we make sure that nobody's missing out on their opportunity to have their voice heard um and then make sure you forward us a copy of the of that email as well if it's not already a part of your agm notice um so the results need to be shared at your agm this needs to also happen at least kind of 14 days after um the voting has closed um if not closer to it generally clubs are pretty you know they close at the night before the agm or something like that so you should be fine on all of those fronts um but yeah so do keep in mind that you need to have voted this into your constitution prior to using it for your agm um i think at the moment if if your club if you feel like your club is in a position where you really need to use this kind of procedure and it's not in your it's not in your constitution yet um but you aren't able to hold an egm for whatever reason come have a chat with us it's obviously different circumstances this year and we're all kind of still figuring things out so we're definitely open to having those conversations and kind of helping you guys figure out the best best path forward for your club kill um so again we mentioned earlier that you need to have elected uh some signatories so please don't forget to actually do this during your agm uh your signatories uh will have access to your bank account please ensure that you have included this in your minutes um it's vital that you make sure that you have gotten all of their details correctly um otherwise we have found in the past that many clubs have had long delays um in accessing their funds because we've got different details spelling errors things like that so please ensure that you're collecting all of their contact details during this we also go into more on bank accounts which is found in section 18 of the club's handbook so um your executive admin so with your new executive team established at the agm you'll also need to ensure that you are collecting their contact details as well we need to make sure that you've got their full legal name so this is their name that's on their identification passport driver's license something like that please feel free to collect their preferred names as well we need to have you list their position their zed id their email their phone number so by collecting this um we need you to we need you to ensure that this is actually accurate so that you have all of this information ready for when you actually fill in the affiliation form all righty so your affiliation agreement most of you guys should know what this is because you would have signed one previously i would hope um it basically verifies that all of your executive members agree to comply with us requirements for affiliated clubs um all your new execs need to sign this um it's pretty simple part of your application honestly um but um obviously we just wanted to mention this especially considering the new circumstances this year um just grab a copy of the art clubs forms and files webpage um and then get your execs to sign in either physically so in person or just put a digital signature um on a copy online um or sign it and then scan it in um it does need to obviously be a signature not just a typed name um we do need a signature on there so whatever format that takes um but it does need to be the person's actual signature um and then you just scan that in or compile it into one document and submit it as part of your reaffiliation application something to note um subcommittee members don't need to fill out the affiliation agreement um because they're not considered part of the like official executive team um but any positions that are listed as part of the executive team in your constitution need to sign it so even if you consider a position a lower level position or even if a position is something that's not one of the like standard arc positions those people still need to sign it if the positions are mentioned in the constitution as executive positions so congratulations you ran a successful agm now we need you to get ready to submit the reaffiliation application so make sure you have all of these documents on your screen prepared including that copy of your agm attendance form your constitution your executive details financial statements meeting minutes and your affiliation agreement missing documentation will result in your application being rejected or delayed until you can provide all of those relevant documents remember as the outgoing executive team it is your responsibility to submit the form and to ensure that it is done correctly so a couple of reminders on your financials you do need to submit your recent bank statements um so this should be easy to download from your online banking portal and you need to have filled in the financial documents using our financials template please please use the template um so some more info on your bank statements um so we encourage you to be providing us uh with your most recent so make sure that they're not more than three months old um and you should be able to access or most clubs should be able to access these documents um electronically uh so they will get sent to your treasurer or your general email from your bank uh we will need you to submit these pdf we will need you to submit this in pdf form um however if you do normally get your bank statement sent in the post make sure you are contacting us at clubs at arc we'll see if your mail is with us and we will scan and email them back to you you can also contact your bank uh with your signatory uh signatories access to get your statements as well alrighty so this is just hopefully something that you should all be familiar with by now um this is the template for your club's financials um it's compulsory to use this template this year um i know some of you might like to have some fun and do your financials and structured in your own way that's totally fine but just make sure that you copy that information into the template and submit this template we won't accept other formats other templates pdfs random excel files that make little sense to us because we don't have a an accounting background um none of that stuff is going to um have you like passed your application successfully this year so make sure you are using this template um for those who are still feeling a bit unsure about the template basically there's a first um page that's the income and expenditure report and you can see down below i've kind of highlighted the different pages in there um so you've got the income and expenditure report which is an overview and then you've got the general ledgers for term one term two time three um some of the information will also autofill so as long as you're filling in the general ledgers and you're checking that the information on your income and expenditure report is correct um you should be good to go it's very straightforward here's an example of the general ledger so you've got expenses on one side income on the other and then you've got the different kind of categories and fields um so you can find this template on the forms and files website again just make sure that you are using this template when you submit your reaffiliation application this year all right so back to the overview screen we've kind of talked you through a bit about running your agm what to prepare for your agm and then um discussed what to include for your affiliation application um super quickly i'll just touch on the dean's letter um so this is something that constituent clubs need to collect if you're unsure about what club type you are chances are you're a regular club but do just double check your constitution um it should tell you what category you fall under um but the dean's letter pretty straightforward it just needs to be from an academic like head of staff in the faculty department or school that your club falls under and it needs to include how many students are in that department or faculty or school that are covered by your club's offerings essentially alrighty so submitting the form um this is pretty straightforward so i'll go through it relatively quickly but do feel free to pause and kind of follow along if you're feeling a bit unsure or just come back to the video when you get to submitting your application um so first pop onto spark um log in make sure you're obviously a spark admin other non-spark admin can't access spark to submit the form so um do make sure that you are a spark admin and just keep in mind that um you'll you are responsible for submitting the form if you're an outgoing club member so don't just think oh the agm's done now it's everyone else's problem because it's not it's it's actually your responsibility um so go to my clubs on spark click on your club name most people won't have too many clubs there but hopefully you can find yours pretty easily um click the reaffiliate button once you've gone on to the club page um that button might not be there yet so don't be afraid it just means that we haven't actually activated that button yet because the that time frame that we told you about at the start of the training um is outside of that time frame that button won't be available so if you don't see it don't stress um so then uh just make sure that the page you're seeing looks something like this um we have some clubs that sometimes land on some random interesting different pages um so just make sure that you are on the reaffiliation form not an egm form or some other form that lives on spark cool um so we've gone through most of the training we still have a quick q a coming and then um just some further information on how you can get more support um but make sure that after you've watched this video you go on to the forms and files page and you complete the quiz um the questions um are pretty straightforward and you you can change your answer throughout the quiz so you know it's not too serious but it just is us making sure that you have actually watched this and paid attention um and you're not just kind of ignoring the video because you think you know what's happening so just do complete the quiz all right quick faqs um so these are some questions that are coming up more often than not around re-affiliation time so we're just covering them now but obviously feel free to come to us with any more questions that you do have we're so happy to help you out and answer any questions help you plan your agm help you submit your documents anything you need so what if we want to change our membership fees um so some constitutions will state that the executive can determine the club membership fees each year but other clubs have the membership fees included in the constitution that distinction is important because if the fees are listed in the constitution then you can't change them unless you vote on them in your agm so make sure that if that's you that you plan this ahead of time and have that vote during your agm to change the fees of the new year um this includes if you're reducing fees so it doesn't matter what you're doing to the fees if they're listed in your constitution you need to vote on them um if it says your executives can determine the fees it's a bit easier you can just do that at one of your more formal executive meetings um and just decide to shift the fees for the coming year um so uh yeah so um one more quick thing to keep in mind for fees is that um we do have specific um requirements about um setting how you set the fees the main thing is that non-arc members fees need to be double that of arc members fees so essentially an arc member gets 50 off the non-arc member fee rate um also associate members must cost at least as much as the non-arc member price as well more information is in section 8 of the handbook so have a look at that if you're interested in making changes um so another question is how can we make our club more diverse and inclusive obviously i touched on briefly creating some positions that might um promote some more activity and and engagement with more diverse groups but some other things that you can do is develop a specific project for your executive team or subcommittee team which is focused on improving the diversity of your club or focused on engaging a certain subset of people you can also pop onto the ark club's um forms and files page and download a inclusive events checklist so that kind of helps you plan your events in a way that's more inclusive and more engaging to a wider audience you can also send out a survey to your club members and get a sense of how engaged different demographics or groups are feeling and collect suggestions from them as well it's always a great idea to ask because you'd be surprised how many people have ideas to contribute who might not be on the executive team um and finally just kind of be reflective as you're planning events and as you're planning your year and consider how certain events that you might be planning might be promoting a certain type of person to join your club over other people and just see how you can maybe adjust that to make it a bit more um inclusive and friendly and welcoming um and again it when in doubt do ask us we are here to help and we want you to have as many members as possible so have a chat with us if this is something you're interested in doing um and finally how can we encourage members to come to our agm i think this is a very pertinent question at the moment since activity has been a bit slower thanks to covert and the whole situation around that um one of the things to do is just to consider the time and location of your agm are you running it in person are you running it online how does the timing maybe allow people who are working more to not be able to attend or people that might be you know working night shifts how how kind of does it fit into people's days and what effect would it have on their studies or their work requirements and stuff like that another thing to do is to combine your agm with another fun engaging event um i think this is the best piece of the device in this list because it really just pumps up engagement straight away if you say oh yeah we're gonna briefly have it in agm but really the main event is this movie night or this trivia or whatever other activities that you might want to have um another thing to do is just be really organized in the lead-up to your agm if members get a sense that it's organized and it's going to be over quickly and sorted and it's well structured um people will be more prone to want to come along and join in as well and finally you might want to chuck in some incentives for your members to come along to an event so um usually i would use food as an example but that's not really an option right now um but you might want to create some other incentives around maybe like getting first access to um some new information about your club or um getting first access to purchasing tickets for an event in the future or being more favored in subcommittee selection because you know you want people who are actively engaged in the society that kind of thing um yeah have a think about it ask us if you have any questions so that gets us to the questions uh section um the best way at this stage uh to reach out to the club's team is via email so that is our clubs.unsw.edu.edu so just a reminder the club's space is not open at the moment um arc has opened up reception uh just next door um so club services are running um limitedly this term we are slowly waiting for uh unsw to give us the go ahead to do more things please check your emails about the services that we are currently opening as well as the reception opening times but i will reiterate email is the best place to get us you can also submit a callback form which is found under the forms and files page and the staff member from the club's team will call you back during one of your nominated times so don't forget to refresh your knowledge on all things clubs by looking at the club's handbook we have tried to answer as many of your questions there um and again thank you so much for watching this training video please don't forget to submit that quiz at the end of this video um you'll be able to find the link on the club's forms and files website good luck with your meetings and good luck with the new year thanks so much guys bye-bye