1. Clubs Academy 17
leadership to success

2. Successful Societies Introduction What Is Leadership? Comfort Zones
Holding Meetings
Time Management
Running an Election
Conclusion

3. Leadership!

4. Leadership I never liked this term or its connotations.
…then… leadership is a concept which we all apply, with certain groups of friends, in academic work or paid work.
More and more opportunities will present themselves for you to be a leader, so it is important to consider what type of leader you aspire to be and what skills you want to refine.
Today is the start of that initial reflection.
Leaders come from many sources, how does someone become a leader?
It can be inherited, through election, necessity (as a situation demands). It can also come about through their dedication to a cause, charisma, aspirations or development.

5. Leadership Individual Work: Your Personal Leader
When did they influence you?
Three things they made you believe about yourself?
How this person communicated with me?
How this person made me feel?
A difficult time this person helped me through and HOW?
How this person motivated me to do things?
The skills this person used with me?
The knowledge that this person showed me?
The attitude that this person held with me?
Explain own struggles with identifying a clear leader

6. Key Skills & Attitudes
The floor is open!

7. Comfort Zones Where do we find ourselves? Comfort Zone:
Ideas, activities that feel safe, natural and comfortable
Stretch/Growth Zone:
Those that push you, make you nervous, require learning. Where growth happens
Panic Zone:
When nervousness becomes fear, anxiety and distress reign. Pre-occupation may prevent true learning.
Possibility to run outside?
Scenarios:
A member of the society has publically criticised your decision in a meeting.
Two of your committee have fallen out, or broken up, and refuse to interact together
A member of your committee attends meetings drunk
A member of your society makes national news, for all the wrong reasons.
You’ve made a mistake, and paid the ceilidh band £100 extra.
Regular members aren’t showing up to your meetings.
A member has approached you to say the meetings are boring.

8. Toolbox
We cannot do much more than touch on leadership in the given time.
Now consider some things to help you lead your club:
Meetings
Time Management
Elections

9. Responsibilities
What are the responsibilities of each role before and during a meeting?
President
Secretary
Participants
Before Meeting
During Meeting
Post-It Exercise, ask participants to identify suggestions of responsibility for each of the boxes. Begin with cut-outs of key responsibilities and discussion amongst the whole group, then divide groups to complete the table as they see best works.
Cut-Outs/Shout-Outs:
Highlighting Controversial Areas
Summarising & Clarifying When Necessary
Creating the Agenda
Noting Action Points
Formulating Personal Opinions
Contributing Own Views

10. Agendas Agendas are the most useful resource!
It is the chairperson’s responsibility to ensure a meeting adheres to the agenda, but by doing so can help curtail meandering discussions and check everything is covered
It is useful to have a template agenda for every meeting
What would go onto a template agenda?

11. Example Agenda Welcome & Apologies Minutes & Matters Arising
Discussions and Decisions
Something raised by the President
A matter from the general membership
A standing discussions item; a project/event
Any Other Business? AOCB
Date of Next Meeting
Apologies are important, check your constitution. For example, Paintball (and many others) have a clause where missing three meetings without offering apologies then subject for election. Same applies to Communities Zone Executive positions. Check your own club’s constitution and update as you require!
Minutes don’t need to be laboured! A short summary of discussion outcome and action points are all that is required.
Cultural issues arose, included this slide because in working with US colleagues they didn’t understand most of the agendas we used!
Secretary should note who is in attendance, who submitted their apologies and who is not in attendance without apologies. This is important as many club constitutions will consider a committee member to have resigned if they have not presented apologies for a certain number of meetings (2 or 3).
Minutes & Matters Arising – can be optional in detail, but it is good to record every meeting and revisit it at the beginning. This may flag up action points agreed from the previous meeting
Discussions and decision are the main points for that meeting, they may include the issues raised by the committee or membership. Agree action points and assign them to a member present as they arise. These should be noted in the minutes of the meeting.
Always set a date for the next meeting when people are present! It is far easier than waiting until next time

12. Minutes Record who was in attendance and who wasn’t
Note if previous minutes were agreed
Discussions and Decisions
Something raised by the President – What was discussed and what is the resolution?
A matter from the general membership – Who will take this forward?
A standing discussions item; a project/event – How are developments?
What else was raised at the meeting?
The Minutes are the responsibility of the secretary, but do not have to be laborious!
Many people find it easier to record a meeting on their phone when writing up discussions – worth doing for any contentious discussions which are flagged up by the chair/president
Include a clear section of action points; what was the topic, what was discussed, what is to be done, who is to do it and by when.

13. Minutes
Members Present: Alban Dickson (AD), Jess Logan (JL), Dave Keenan (DK). Apologies: Wendy Forbes (WF), Absent without apologies: Jess Morris (JM)
Minutes: Approved by AD, seconded by JL.
Discussions & Decisions:
Clubs Ball – Discussed relocating to Stirling Castle, but too expensive. AD suggested building a shed to host it. AD to find costs from Wickes.
Club Grant – Discussed giving all money to AD. JL to put proposal to Communities Zone.
Communities Zone Executive – Naked calendar discussion brought up again. Voted to discard idea.
AOCB:
DK requests regular karaoke day for Union staff and part-time officers. DK to take forward
Date of Next Meeting: 25th December 2017
Remember, reserved discussions should not be minuted!
This level of detail is sufficient for a meeting, of course more detailed discussion should probably be recorded, especially if they are likely to be revisited.

14. Scenarios
Somebody raises a contentious item of business, without any notice. They suggest the society takes a public stance on a political issue which will divide the room.
The secretary is on their phone during the meeting, clearly browsing social media, but when you ask what they are doing they say they are typing out the minutes.
An agreement about continuing with an event is being made at a meeting. However, the meeting is not quorate and a decision has to be made before deposits for the venue are paid by tomorrow.
In small groups, discuss each scenario and how you would handle it as a chairperson.

15. Haud on pal, this isnae exhaustive!
Who Does What?
Presidents
Secretaries
Treasurers
Responsible for guiding societies to its role.
Accountable for overall running of the society
Chairs meetings
Room bookings, communication, events, forms.
A leading, and visible, role for all members
Assists in all committee meetings
Finance!
Ensure the club’s balance is healthy
Sign off on expenditure
Look to new channels of funding
Haud on pal, this isnae exhaustive!
Open floor to suggestions for other roles or duties which aren’t listed.

16. Clubs Academy 17
how to hold an election

17. Elections 101
Only current Stirling Students may stand and paid members vote
Quoracy = 50% total membership +1
VP Communities or Clubs & Societies Officer can oversee to help the process and count votes!
Uncontested or contested
Show of hands or using a paper ballot (which includes RON, a.k.a. Re-Open Nominations).
For quoracy, only current Stirling students have voting rights, although non-student members may attend. This is critical to our the clubs and societies being student-led.
An example is a club membership of 20, 11 need to be present. For 55, 28 members would be required and so on. Simple majority of membership

18. Uncontested Elections
Example
The law society had 50 members, 35 come to the AGM (the meeting is therefore quorate). Jenny is running as the only candidate for Law Society Secretary. She speaks for a minute then leaves the room.
Votes in favour: 32
Votes against: 2
Abstentions: 1
Jenny is elected.
Votes in favour: 12
Votes against: 18
Abstentions: 5
Jenny is not elected.
If you wish, you can add in an element of anonymity by suggesting members look down or close their eyes during the vote. Even if uncontested, but you suspect there may be some controversy, resort to pen and paper formats and use a Union officer to oversee.

19. Contested Elections
Alban, Lauren and Wendy are standing in the Alpaca Society AGM.
They all wish to go for the role of Head of Events. They each speak for one minute and return to their seats. Voters are then each given a piece of paper with which to cast their vote.
Ballot papers should look like this:
Head of Events
Alban
Lauren
Wendy
R.O.N
Ballots could be written in advance, printed out and cut, or hand written by the voters (although increases likelihood of errors!).
Strictly speaking, notice of standing for an election should be presented in advance.

20. Ballot papers Head of Events Alban 4 Lauren 1 Wendy 2 R.O.N 3
I don’t care

21. Counting the Votes
Once you have counted all the valid ballot papers, write down the total and you can work out the quoracy.
In this scenario Drama have 44 Student Members. 39 are present at the meeting, so therefore the meeting is quorate.
Of that 39, candidates will have to achieve a certain number of votes in order to be successful in the election. There is a simple method of calculating the number of votes required.
In this election there are 38 valid votes cast and 1 spoiled ballot.
(38/(1+1))+1 =
19+1 = 20
Candidates would need 20 votes to be successful in this election

22. Counting the Votes
You count the votes with everyone’s first preference.
Alban - 18
Lauren - 5
Wendy - 12
R.O.N - 3
As none of the candidates reached 20 votes, the candidate with the lowest number is eliminated and their second preference is added to the remaining candidates. Votes are then re-counted

23. Counting the Votes
You count the votes with eliminated candidate's second preference.
Alban - 19
Lauren - 5
Wendy - 14
R.O.N -
As none of the candidates reached 20 votes, the candidate with the lowest number is eliminated and their second preference is added to the remaining candidates (if second preference is already eliminated, go to their third preference. Votes are then re-counted

24. As Alban has passed quoracy (20 votes) he has been elected.
Counting the Votes
You count the votes with eliminated candidate's second preference.
Alban - 23
Lauren -
Wendy - 15
R.O.N -
As Alban has passed quoracy (20 votes) he has been elected.

25. After the election Send an updated list of your new committee to
Organise a hand-over workshop for outgoing committee to impart their wisdom onto new committee members.
Remind the new committee to attend Clubs Academy so they can get a better idea of how to run a society.

26. Question!
Tell me what you think about me.

27. Keep an eye out for future club development next semester
Thank You!
Keep an eye out for future club development next semester