SESSION 3: Roles & Responsibilities of Execs Zoë Buckland, Sports Officer

1. SESSION 3: Roles & Responsibilities of Execs Zoë Buckland, Sports Officer

2. Charity Law! • The Union is a registered charity, and as such we are bound by Charity Law. • As clubs within the Union, you too are bound by the same law, and should see yourselves as “mini-charities”. • The money in your accounts is charitable money and should be spent according to your primary purpose to benefit all of your members equally.

3. What does this mean for my Club? • Can’t spend hundreds of pounds of club money on champagne or pricey meals in swanky restaurants • This would be like Cancer Research spending all their money on Dominoes Pizzas • Can’t spend a disproportionate amount of money on a minority of people, i.e. no freebies for execs • This would be like Cancer Research spending all of its money providing support for just the Trustees’ families and no-one else. • Money spent on food and alcohol cannot be excessive

4. What does this mean for my Club? • Clubs can’t trade • Your club funds are donations not revenue. • Consequently, events can’t be run to make a profit. You are simply running events to break even at 65% attendance. • Money fundraised for charity is processed through the RAG account • There is special dispensation for this in the Charities Act, 2011.

5. Constitutions & Primary Purpose • What is my club’s primary purpose? • The stated aims and objectives of your club as outlined in your constitution. • Every club has their own constitution, and it can be found on your club webpage. • It’s so important that you keep it up to date!

6. Changing your Constitution You, as Exec, can play around – add things, change bits etc. • Proposed changes need to first be approved by the Sports Officer. • This acts as a safeguard to ensure that Sports Club aren’t acting out of line with the SU’s governing documents. • This should be done by emailing sports@warwicksu.com outlining the proposed changes. • THEN, the changes must be approved by a quorate AGM. (This can be an email/online vote). • Quorum levels are given in your constitution. Most quorum levels are 20% of membership, but these are going to be lowered for larger clubs and societies soon. • Once passed, upload your new Constitution to your club webpage.

7. Legal Responsibilities • You are all legally responsible for your members on events and socials. • If there was an incident, you would be responsible for the students involved in a Court of Law. • You therefore have a Duty of Care to all of your members (and those that they come into contact with).

8. Legal Responsibilities • What does this all mean? • You have to fill out a Risk Assessment for all of your events, to demonstrate that you have thought about, and minimised, the risks involved. • If one of your members is outrageously drunk and can’t get home, you have a responsibility to ensure that they are looked after and that they make their way home safely. • Eeek –pretty daunting?

9. Legal Responsibilities It is a whole lot of responsibility to hold! But don’t worry, we’ll help you through it. • Duty of Care training – compulsory for all execs; now online at www.warwicksu.com/execresources/training/toolkit • Event Planning Process is there to ensure that the risks of your events have been considered. This helps to cover you if things go wrong! • First Aid Training – compulsory to have a qualified first aider on trips and tours and large events. Sign up at www.warwicksu.com/execresources/training • Contact Gerard.Henry@warwicksu.com if you’re worried, or are organising a big/risky event.

10. Legal Responsibilities • You are all covered by Warwick Sport Personal Liability Insurance (paid for by the WS Membership fee) What does this mean? • If something fell from the ceiling during a session and injured one of your members, then you as an Exec member would not have to pay the legal costs associated with that claim. Awesome! • But, we are only insured for the activities that we know about – hence the importance of Event Planning!

11. Legal Responsibilities • There is absolutely no cover for personal accidents off-campus. What does this mean? • If one of your members broke their leg on tour, then they are not covered by any of our insurance. • You will need to make your members aware of this, and they will need to purchase their own travel/accident insurance for any trips and tours.

12. Inclusion • In addition to all of this, you have a commitment to ensuring equal opportunities to all your members. • How do you do this? • Equal Opps position on every exec • Complete the online Equal Opps training at www.warwicksu.com/execresources/training/toolkit • Make sure your events are accessible to all kinds of students • Beyond that… • Some Sports Ball Awards criteria are based on inclusion and diversity, so even more important to go the extra mile with this one!

13. Roles & Responsibilities • It can all be a bit overwhelming, but unfortunately you all personally hold a lot of responsibility to look after your members. • We’re here to help and support you through it all, so if you’re worried just drop us an email. • Gerard.Henry@warwicksu.com • Rebecca.Quansah@warwicksu.com

14. *End of session* Note down any questions you may have now, and we’ll have time to go through them during the break or the Q&A at the end. SESSION 3: Roles & Responsibilities of Execs

15. Employability in Rouge Bar with Ian from Careers & Skills How to Chair a Meeting in Copper Rooms 2 with Ant Scott, Societies Officer Negotiating & Influencing in Chill Out space with me SESSION 4: Breakout Sessions

16. Enjoy the cupcakes! Please be back in here ready to go for 14:15 sharp afterwards, so we don’t overrun  BREAK: 14:00-14:15