Running your Club or Society
Here is some best practice hints on how to run your club or society.
To affiliate with the SRC a club must have at least three committee members. We recommend you use the titles of –
President – The president is the figurehead of the club. In most cases the president takes ultimate responsibility and is essentially the manager of the society.
Vice President – A Vice President is elected to act as a support to the President, and should make themselves familiar with the duties carried out by them. In certain circumstances, a VP might need to step in to take the place of the President, or be otherwise charged with specific responsibilities in the running of the club or society. Not all clubs will choose to have this position.
Secretary – The secretary is generally responsible for the administration of the club, arranging meetings and taking and the circulating minutes and matters regarding the constitution.
Treasurer – The role of treasurer is very specific. They must keep accurate and up to date financial records for your club. They will oversee the clubs’ bank account, and are responsible for recording all sources of income and all outgoings.
Committee members must
- Be current registered students of the University of Glasgow*
- Ensure that an updated list of committee members, their student numbers and position is submitted to firstname.lastname@example.org whenever there is a change of position.
- The committee members are also responsible for ensuring that regular up to date membership lists are submitted to the SRC.
*past presidents and honorary positions are the exception to this rule but they should not have any administrative powers or financial responsibilities.
- Be available to all current registered students of the University of Glasgow
- Consist of at least 80% current registered students of the University of Glasgow
- The committee are responsible for keeping an up to date membership list.
The membership list must include –
- Members names
- Members GUID numbers, all of whom must be current students
- Members that do not have their student number listed will be considered non-student.
The SRC may contact members to verify numbers and there is an example membership list clubs and societies can download and use here.
It is advisable to host regular committee meetings to organise the activities of your club/society. As an affiliated club you are eligible to book rooms through Central Timetabling and the Williams Room, the Gilchrist PG club and the Kelvin Theatre.
If your club is linked to a university department, they may be able to provide a room for meetings, contact the departmental secretary to see if this is the case.
- Have an agenda (usually agreed between the president and secretary)
- Have a person appointed to take the minutes, record those unable to attend and take a note of any action points
ANNUAL GENERAL MEETING
Most clubs hold an AGM in semester two. The SRC would recommend societies try to hold an AGM before the end of term in March each year, as this gives time for society executive members to tie up loose ends and begin the process of handing over society administration such as society bank accounts to the new executive.
An AGM is an opportunity to:
- Inform members about what has been achieved
- Elect the new committee
- Approve the minutes of the previous AGM
- Present the president’s report to the members
- Present the treasurer’s report to the members
- Discuss any other business that is relevant
As not all registered students are over 18, The SRC discourages holding meetings in premises that require patrons to be over 18 to enter.
We would also advise against the use of private flats for club/society events, although we appreciate that it is not always possible to avoid this.
Associate members must not exceed 10% of voting members at any general meeting.
General accounts need to be made available to all members at the AGM and its important for the club’s finances be transparent to its membership.
Many clubs charge a fee for membership, to enable the club to raise some funds. Membership fees can be collected at any point during the year but you must be sure to advertise that there is a fee when members sign up and that all members are charged the same amount.
Clubs wishing to apply for grants must have a society bank account. Many banks on the high street offer treasurer accounts to small scale clubs or societies. A club should shop around banks to find a bank account that works best for their needs. The SRC cannot give recommendations on which banks to approach for an account.
These accounts –
- Should be treasurer’s accounts with two signatories
- In the name of the club that is listed on the affiliation form
- Under the current committees’ control.
Banks may require proof that you are affiliated to the SRC before they allow you to set up an account.
Please note that many banks will not allow clubs or societies to open an account with ‘University of Glasgow’, ‘Glasgow University’ or ‘GU’ in the name. Therefore the SRC recommends that clubs and societies avoid including this in their name if possible.