Club Alliance General Meeting

Club Alliance General Meeting September 12th

Club Alliance General Meetings: October 17th: SU Auditorium 11:00 a.m. November 14th: SU Ballrooms 11:00 a.m. December 5th: SU Ballrooms 11:00 a.m. (Presidents Luncheon) Specialized Board Meetings Philanthropic: September 19th, 11:00 a.m., Student Union Auditorium Sports: September 30th: 5:00 p.m., Student Union Auditorium Academic: October 17th: 12:00 p.m., Student Union Auditorium Special Interest: October 31st: 11:00 a.m., Student Union Auditorium Religion/ Faith Based: November 14th, 12:00 p.m., Student Union Meetings Calendar *All of these dates can be found on the Club Alliance Website.*

Specialized Board Fairs • Set up always starts at: 9:00 a.m. • Fairs always10:00 a.m. to 3:00 p.m. at the Green • Philanthropic: September 23rd • Sports: October 7th • Academic: October 21st • Special Interest: November 4th • Religion/ Faith Based: November 18th • Want to sign up? Sign up Genius link on website

Club Fest • September 29th • 10:00 a.m. to 3:00 p.m. • The theme will be “Game Night” • Have activities for your booth • Sign Up Genius Link on website to participate • Club Alliance will be giving out • Food: Popcorn, hot dogs, nachos, drinks and barbecue chicken sandwiches • Giveaways: T-shirts, Koozies, and Maze Pens

Club Commons • Can be used for Club meetings during Club Alliance Office Hours • Access tools to make and check out road signs • Room 3002, Student Union, 3rd floor, Student Government. • Where you pick up your mail • FREE Printing Lab

Re-Registration • Re-Registration • September 19th is the last day to re-register • Updates for your Constitutions: Anti-Hazing and Jurisdiction • Link on the Club Alliance website home-page • Consequences for not re-registering on time?

Club Funding • Must complete all steps before the club can receive funding. Yes, this includes Purchase Requests and Reimbursements! • 1. Attend a Club Funding Workshop • 2. Complete a Signature Card • 3. President and Treasurer take the club funding quiz

Club Alliance Handbook Updates! • Attendance Suspension • Only need to attend two (2) consecutive meetings • Constitution Suspension • Accepted, Pending, Denied • Inactivity • Only have one (full semester) to relieve suspension • New Clubs with access to funding • Only need to attend two (2) consecutive meetings

Talon Times • Talon Award: Featured Club and Club of the Month • Apply Online • Deadline to apply is before the 7th or 14th of every month • Great Marketing Tool • Received over 200 students emails just at the Luau • Information on upcoming Club Alliance dates • Past issues on Club Alliance website • Want to be on the mailing list?

Social Media • We post events, pictures, deadlines and Sign Up Links • Twitter and Facebook @UNFClubAlliance

Parents and Family Weekend • Presenter: Katie Delaney • Coordinator of Office of Parent and Family Programs • Family Weekend Carnival • Saturday, October 25th from 11:00 a.m. to 1:30 p.m. • Sign Up Genius: • Contact Information: • Phone: 620-1538 • Email: k.delaney@unf.edu • www.bit.ly/unfcarnival

UNF Thrilling Dead • Presenter: Andrew Coconato • Osprey Productions Assistant Director • UNF Thrilling Dead….

Student Union • Speakers: Lauren Hodge and Brock Ertel • Market Days, Every Wednesday, 10AM-3PM • Special Event Promotions and Activities • Tabling – New policy • Osprey Plaza – Check-in and Out • Green, Library Walkway , and other areas – Check-in and out, responsible for transport, can only table from 8AM-4:30PM • No Show Policy • Late Arrival Policy • Temporary Food Service Permit

The Student Union • Paperwork Deadlines • Green Form – 1 Week • Purple Form – 3 Weeks • Spring Reservations open at 8AM, September 22nd • 1 Special Event • 1 Reoccurring meeting • Additional reservations can be made at 8AM, September 29th

Club Funding Workshop Prezi Time • Questions, Comments or Concerns? • Contact: • Director: Justin Dato • sgacluba@unf.edu • Assistant Director: Katie Jackson • sgacaadi@unf.edu • Drop by: • Room 3002, Student Union, 3rd floor, Student Government. • http://prezi.com/y02xcjqsyzaz/club-funding-workshop/

CBC (Club Funding Board) • Presenter: Morgan Wolf • Student Government Treasurer and Chair of CBC

Accessing Funds Chapter 606.4.1 states “If an RSO fails to access their budget within two weeks of the start of the Fall semester of the fiscal year for which the funds were allocated, unless granted an extension due to extenuating circumstances by the Chair of the CBC, that RSO shall forfeit their budget and may receive funds under Club Funding Process (A).”

Accessing Funds • Re-register your Club • Complete a Club Funding workshop • Complete a Signature Card

Accessing Funds Chapter 606.4.1 states “If an RSO fails to access their budget within two weeks of the start of the Fall semester of the fiscal year for which the funds were allocated, unless granted an extension due to extenuating circumstances by the Chair of the CBC, that RSO shall forfeit their budget and may receive funds under Club Funding Process (A).” • Extension has been granted until • September 19th, 2014.

Purchase Order If the purchase is large, then a Club Option B Purchase Request Form may be picked up from the SG Business & Accounting Office for a Purchase Order. The club will complete the form prior to the transaction and submit it attached with the official detailed, itemized business quote.

Purchase Reimbursement • This same process can be followed for small purchases, for example food from Publix or office supplies, then the club can make the purchase and be reimbursed afterwards. Once you’ve made the transaction, the same Club Option B Purchase Request Form can be picked up from the B&A Office and completed attached with your official, original, detailed, itemized receipts. You will then be reimbursed for the purchase. • All expenditures shall require prior approval with the exception of the expenditure of food items. Failure to do so will result in the purchaser assuming all liability pertaining to the purchase. • Money allocated must be spent for the intended purpose of the line.

REMEMBER • The Purchase Request from the reimbursement must have the original receipts attached. • All the itemized receipts for reimbursements must be submitted no later than five business days (5) from date of receipt. • Reimbursements cannot be made for printed materials. • Reimbursable expenses include; food, event supplies, and non-printed club materials. • Budget authority does not guarantee reimbursement; all purchases are subject to final approval by the SG Business Manager.

Travel Request • RSOs allocated travel funds must provide all proper documentation for the travel three (3) weeks prior to travel. • Normal travel guidelines must be followed according to chapter 606.5.

Budget Amendment Process • Requests for amendments to a RSOs annual allocation may be made directly to the chair, who will arrange a time for the CBC to meet and review the proposed amendments. • Amendments to an RSOs annual allocation may be forwarded to the President by a majority vote of the CBC. The President will then have 5 days to either approve or reject the proposal. • Requests for amendments may be made to a RSOs allocation that alters the total sum of money allocated to that RSO. The difference in the allocation will be either added or deducted from the unallocated balance in the Club Funding Index. • Amendments adding to the amount of travel funding allocated by the CBC during the budget process may not be made. Must still be active and in good standing to receive funding- funding will be suspended until such a time that they are back in good standing.

Budget Process 15-16FY • Funds will be requested by an RSO during the Spring semester • The deadline to submit a proposal will be established by the Chair of the CBC.

If you have any questions, please do not hesitate to contact me: Morgan Wolf sgasbt@unf.edu (904) 620-1760

Club Alliance General Meeting