Club Planning Session 2020 By Emanuel Curto (Emmy) and STREAM - - PowerPoint PPT Presentation

Club Planning Session 2020

By Emanuel Curto (Emmy) and Mahin Sekendra (Mau)

It’s

*Because sometimes presentations can be a little boring*

themed

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Your Congress Members

President: Laurence Liang (LauLau) Vice-President: Mahmuda Sekendra Mahin (MauMau) VPF: Emanuel Curto (EmEm) Coordinator of Social Justice: Tristan Boucher (TriTri) Coordinator of Student Advocacy: Misha Fotovati (MishMish) Coordinator of Social Activities: Zhaoran Wu (ZhaoZhao) Coordinator of Communications: Maria-Vera Azadian (M??M???) Coordinator of External Affairs: ? Coordinator of Charities and Volunteering: ? Coordinator of Cultural Affairs: ? Coordinator of Internal Affairs: ? Financial Assistant: ? Administrative Assistant: ?

We’re the Plastics (...Congress)

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Congress members whose mandate directly involves clubs

Club Task List

1. Submit an end-year report 2. Submit a financial budget (if applicable) 3. Have a minimum of 2 executives 4. Submit a financial budget (Em will get to that later) 5. Attend the Club Planning Sessions, GAs (?)) and the AGM 6. Clubs must have a fair and detailed procedure for granting membership 7. Keep on file a copy of their constitution, meeting minutes, list of members and execs (if applicable).

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THE MSU

Club Storage Room: The Dungeon

RULES OF THE DUNGEON...

• Labeled boxes of material from past

execs.

• Please see Veronique, Trudy or Adam

should you need any material as they will assist you to the dungeon.

• Use this room to store your club stuff
• KEEP IT CLEAN AND ORGANIZED!!!!!!

** Execs are responsible for stolen/damaged items ** Please report stolen/damaged items to Vice President

THE DUNGEON

THIS DUNGEON AINT TOO CUTE...

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How to Promote Your Club Online:

What’s Up Info-Letter Deadline: every week is Wednesday at 2:30pm. Link: Visit https:/ /www.marianopolis.edu/ and search “What’s up.”

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2.Host Facebook Events

• Information you should include in your

posts: 5 Ws: Who? What? When? Where? Why you should come?

• Post in the Marianopolis Student Union

AND Marianopolis- Class of 2022

How to Promote Your Club Online:

ZUCK IS ALWAYS WATCHING FROM HIS LIZARD HOME

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Want to host an event in school?

1. Reach out to Congress! We might be thinking of doing something similar to what you’re planning and we could think about collaborating:) 2. Reach out to Adam and Trudy! With the right safety measures, any event could be possible.

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Club Exec Cheat Sheet:

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ITS BEAUTIFUL

…….and voila

That’s it from me. If you need any more resources

• r answers regarding club affairs, please please

please reach out to me. Facebook: Mahin Sekendra Omnivox: Mahmuda Sekendra Mahin Email: mahin.sekendra@msucongress.com Number: HAH you thought.

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• u

t t

• s

t a r t t a l k i n g a b

• u

t fi n a n c e ’ s g e t h y p e d ! !

A REMINDER OF HOW IMPORTANT THIS IS:

I know the theme of this presentation is silly and fun. However, I cannot describe how much time you will be saving me and yourself if you listen to this information attentively. So please be attentive.

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Who is this dude? What’s his job?

My name is Emanuel Curto ⇒ Very long name : You can call me Emmy, Em or Mani (choose your favourite) What does the VPF (Vice-President of Finances) do?

• Oversees all financial transactions
• f the student union
• Answers your financial question
• Makes Mean Girls themed financial

presentations

• Accounting (taxes + updating

records etc.)

• Leads Financial Policy

Committee (grant allocations for clubs)

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How do I contact Emmy?

You can write to me by Mio and message me on Facebook, both are simply Emanuel Curto. And also if you’re feeling fancy my email is VPFMSU@gmail.com If you’re looking for Financial Updates and any other messages for congress please join the Mari Club Execs Page 2020-2021. Again Please join: Mari Club Execs Page 2020-2021 https:/ /www.facebook.com/groups/3156 939251052156/?ref=share

Emmy Misha

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Carry-Over:

Good News: You probably have some carry over from previous years’ fundraising. Past Execs should have given you a spreadsheet containing financial data including your current Fundraising balance. Do not panic if you do not have this information… I also have access to your balances and last year’s expenses please contact me and I will provide you with the lump sums

I come bearing Carry-Over

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3 ways of making money

There are 3 ways for a club to receive/make money:

• 1. Congress Grants
• 2. Fundraising/Other Club

Initiatives

• 3. Loans (as a last resort)

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Congress Grants:

What are Grants? Grants: Financial allocations that do not need to be paid back Congress allocates a significant percentage of our budget towards grants. How does my club apply for a grant? There is a grant request form online, on the MSU website:

https:/ /docs.google.com/document/d/1PB sn1zGjiwnYRNbXjtjn0oF3eINmngFPQpvDtrR m6KU/edit?usp=sharing

What will I need to fill it out?

• Name of Executives
• Purpose of Club
• Number of Active Members and

Sign Ups

• Description of Expected

Expenses

SEPTEMBER

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How does my club request for a Grant?

I suggest you meet with your fellow execs and make a plan of out your expenses for the next semester (using the form as a guide for which information you will need to submit). You must submit the form digitally to the email address VPFMSU@gmail.com by the Friday, September 18th at 11:59 pm. I will not accept late submissions, for scheduling reasons. If your grants is not used in the semester to come, it will be absorbed by Winter 2021.

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Emmy

Laurence

Mau

Financial Policy Committee

Loans:

Loans can be requested during the grant request period and throughout the semester but they are a LAST RESORT and will not necessarily granted by the Financial Policy Committee. ⇒ Loans need to be paid back within 2 weeks. If it is not possible for a loan to be paid back within 2 weeks, a financial plan to repay the loan must be made with myself.

THE FINANCIAL POLICY COMMITTEE WHEN YOU ASK FOR A LOAN TO BUY COOKIES

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Fundraising:

Ideas for Fundraisers:

• Bake Sales (normally)
• Bagging Sessions (normally)
• Food Sales (normally)
• Hosting Events (virtually)
• Chapter’s Fundraiser

Feel free to ask myself, Mau, Trudy or Adam for help with fundraiser ideas (we are aware that they will be limited this semester, so we will all have to be creative) Fundraising money does not belong to congress and cannot be reabsorbed by congress, it passes on year on year. You can use this money for any club activities (within reason).

VPF VPF

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Reimbursements: a process told by Regina

Regina wants to buy pink dye for The Wednesday Club. She is a financially responsible club exec so she executes the following steps.

YOU HEARD HIM IM RESPONSIBLE

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• 1. Checking

Financial Records

First she checks her financial spreadsheets and determines that congress had allocated $25 dollars towards pink dye. Great! However, the pink dye she wants to buy costs $35.00. Ok, so she’ll need to use $10.00 from the Wednesday’s club fundraising budget.

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That’s right I check my records!!

• 2. Purchase Dye

Now Regina goes to buy the dye at the store. AND SHE KEEPS THE RECEIPT!!!! SHE TAKES THE RECEIPT WITH HER AND DOES NOT LOSE IT!!!! SHE KEEPS IT!! TAKES A PHOTO OF IT! AND KEEPS THE RECEIPT!

I got the receipts!!

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• 3. Filling out the Reimbursement Form

Then Regina takes her receipt and fills out the reimbursement form at the following link: https:/ /forms.gle/veSCrA79BKrN7Wfr5 What information you will need:

• Email Address
• Your Name
• Your Club’s Name
• Your Position Within The Club
• The Amount You Need

Reimbursed

• What Was This Expense For?
• Will these funds be taken

from Your Congress Grant or Fundraising

• THE RECEIPT!!!
• Preferred Mode of Payment

(Cheque or E-Transfer)

Thank God I Kept My Receipt!

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What is a Receipt? What is not a receipt?

Well Regina is this a Receipt? Are you kidding me? ...You need an example, ok fine! This is a receipt:

NOPE!

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YEP!

How to Keep Track of your Finances?

What should your spreadsheets contain?

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3.7. Within thirty days of the end of each academic semester, all clubs must submit a complete financial report on their budget to the Vice-President of Finance. A spreadsheet such as the one provided above will suffice as a financial report

How Fundraisers are going to work (step-by-step):

There is going to be a google form you MUST fill out after every fundraiser, I’m still working on it but it should be ready in the next week.

In person fundraisers: 1. Club Execs must write to me before they carry out fundraisers at least 3 days 2. Then following the fundraiser two different execs must count the money received and message me the total sum 3. then on the Friday of every week execs must bring the money (I will count it to make sure the sum texted = sum I receive), then I will deposit it at the bank that same day For online Fundraisers it needs to be dealt with on a case-by-case basis because the process is complicated, IF YOU ARE PLANNING AN ONLINE FUNDRAISER YOU MUST CONTACT ME!

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A Final Word from RuPaul.

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What should I have taken away from this presentation?

If anything that you must keep your receipts! And that this presentation will be published on the congress website.

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THE END