1. MSS CLUB EXECS MEET AND GREET GIVEN BY AMY (VP INTERNAL) AND ALEX (VP FINANCE) UPDATED WINTER 2015

2. OBJECTIVES 1.Update on the new regulations that will be in place starting from this year. 2.Recommendations on good bookkeeping, finances and handover 3.Using the gateway 4.Briefing on finances 5.Resolve financial issues and questions

3. GENERAL Naming of the club: Replacing "McGill" with either "MSS" or "McGill Student Club communication – shared exec name list Club of the Year Award - TBA

4. VP INTERNAL BRIEFING

5. EXPLANATION FOR SELECTED ITEMS REQUIRED FOR APPLICATION 1.Planned events for the upcoming semester: 1.How many events do you intend to plan for the upcoming semester. 2.Provide estimated time line - please be realistic 3.For past events, make sure to indicate dates 2.Attendance sheets: 1.New suggested way of signing up and taking attendance - sign up via google form, print, and then make sure the attendees sign when they get there 2.Or download and print out the attendance sheet from the Gateway prior to the event, and ask attendees to sign 3.If you don’t have attendance sheet for an event, that event does not count 4.How to prepare: paste all sheets in chronological order in 1 word document. The date, event name and total # of people per event must clearly be stated. Save as PDF e.g. “MSS Boardgames Interest Group_Fall 2014_Proofs.pdf”

6. 1.Budget/financial statement: No budget by the deadline = no funding!! 1.Follow the FS/B template provided 2.Name file with full club name and semester, e.g.“MSS Boardgames Interest Group_Fall 2014_FS-B.xls” 2.Proofs: 1.How to prepare: 1.Organized into 2 section: proof of expenses and then income 2.Scan/take a picture of all proofs, make sure date+event+amount clearly stated, paste then into 1 word document in order of the list on in Expenses or Income column (in the Financial Statement), save as PDF e.g. “MSS Boardgames Interest Group_Fall 2014_Proofs.pdf” 2.*auditing purpose

7. GENERAL BOOKKEEPING 1.Update income/expenses regularly -- each individual item should be listed! 2.Check bank balance at least once a month 3.Reimburse timely

8. RECOMMENDATIONS 1.Fundraising if they need extra funding e.g. bake sale, samosa sales 2.Possibility of asking the faculty for funding 3.Sponsorships: check the By-Laws of the constitution uploaded onto the Gateway 4.Consider having a VP Finance if you think you will not be able to manage the bookkeeping. 5.Events should be evenly distributed throughout the year/over both semesters, do not repeat similar events in Fall and Winter

9. HANDING OVER President (or another appointed member) must ensure that the club transition goes smooth. Option of having co-presidents - 1 3rd year and 1 2nd year Experience in having clerks as presidents - its difficult to be present and fully committed to running the club when you are in clerkship Each exec is responsible for a procedural manual that they have to pass on to the incoming exec. Having a club email – to facilitate handing over

10. FUNDING 1.The funding formula and how it works: if you plan 10% of the events-attendance for the semester, you get 10% of the total funding 2.The new Special Projects Fund – managed by the SPCI 3.Centralized consolidated page on the Gateway with all sources of funding

11. GATEWAY 1.A designated club exec (VP IT ideally) has to email MSS VP IT for permission to edit and manage the Clubs Page on the Gateway 2.Make sure to UPDATE your club page with the correct and most updated contact info and the club description 3.Each Club can post their own logo onto the Gateway 4.Finding files: File Manager here to find the attendance sheet and sponsorship by-laws 5.Make sure to fill up events on the gateway to avoid overlapping dates

12. VP FINANCE BRIEFING

13. FINANCIAL MANAGEMENT 1.2 signing officers per account minimum, 3 maximum 1.Change of signing officers = use form 2.New signing officers = use form 2.MSS VP Finance has rights to all account 3.New account manager = Emmanuel Philippe 4.All club accounts are OSBL, which is why the banking is free 1.Fees charged = mistake, because badly registered by previous account manager 2.Refund = just send one example of one month where fee was charged to Emmanuel Philippe

14. FINANCIAL MANAGEMENT Past money owed by the MSS  See Alex in person Audit of 5 clubs at the end of each semester  Unexplained discrepancies may face disciplinary action Change of signing officers  See form on Gateway

15. THANK YOU!