Joint Venture CONTRACT MODEL CONTRACT FOR ALL JOINT VENTURE AGREEMENTS
All clubs that are party to the activity must read the information package and this contract before signing. It is your responsibility to know and follow the information contained in this agreement. If the correct procedures are not followed then C&S funding will not be granted. Electronic copies of this contract are downloadable from the C&S website (www.monashclubs.org) or by emailing the Divisional Support Officer (dso@monashclubs.org).
1. Function details
This is an agreement for Being held at On
__________________________________________________
(write the name of activity here)
__________________________________________________
(write the name of the venue here)
__________________________________________________
(write the date(s) and time(s) of the activity here)
By the following clubs (add or remove clubs as needed):
_________________________________________
(Write name of club here)
YES / NO
Monash Clayton Club?
_________________________________________
(Write name of club here)
YES / NO
Monash Clayton Club?
_________________________________________
(Write name of club here)
YES / NO
Monash Clayton Club?
2. Aim of activity
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
Page 1 of 4
3. Financial details
3.1 Realistic Budget (including Initial Outlay, all Income and Expenditure for Activity)
The following is a basic model for a budget. You will need to complete your own budget, making sure that all the information requested is contained in it and that there is sufficient detail regarding the income and expenditure.
Initial Outlay
Initial Outlay Club 1 Initial Outlay Club 2 Initial Outlay Club 3
Amount
Total Initial Outlay (1+2+3) $ Expected Income (remove or add items as needed)
Ticket Sales Sponsorship Donations
C&S grants MUST NOT be included as a possible income source
Total Income (Initial Outlay + Expected Income) $ Expenditure (remove or add items as needed)
Venue Hire Food Costs Drink Costs Decorations Miscellaneous Expenses
Total Expenditure $ Expected Profit/Loss (Total Income – Total Expenditure) $ 3.2 Distribution of Expected Profit / Loss
Briefly explain how the expected profit or loss will be divided amongst clubs or use the following table:
_______________________
(Name of Club)
$____________________
(Dollar portion of Profit or Loss)
or or or
__________________%
(% portion of profit or loss)
_______________________
(Name of Club)
$____________________
(Dollar portion of Profit or Loss)
__________________%
(% portion of profit or loss)
_______________________
(Name of Club)
$____________________
(Dollar portion of Profit or Loss)
__________________%
(% portion of profit or loss)
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
Page 2 of 4
3.3
Distribution of Unexpected Profit / Loss (should the event not run to budget)
Financial Gain
Briefly state how an unexpected profit will be divided amongst the clubs:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Financial Liability
Briefly state how an unexpected loss will be divided amongst the clubs:
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________
3.4
List of clubs’ financial responsibilities
Clearly explain what each club’s area of financial responsibilities are for the event and the total dollar liability that each club must cover.
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ 3.5 C&S Funding
The submission of the grant report for funding will depend on the area of financial responsibilities as listed above. However, it would be a good idea to dedicate one member from club to ensure that the grant report is submitted according to all the standard C&S requirements as outlined in the grants manual. All C&S grant reports are due exactly 1 calendar month after the completion of the event.
The due date for the C&S function report is: _________________ _______________________
(Write name of club 1 here)
_________________________
(Name of representative assigned to help complete C&S grant report)
______________________
(Signature of representative)
_______________________
(Write name of club 2 here)
_________________________
(Name of representative assigned to help complete C&S grant report)
______________________
(Signature of representative)
_______________________
(Write name of club 3 here)
_________________________
(Name of representative assigned to help complete C&S grant report)
______________________
(Signature of representative) Page 3 of 4
4. Public Liability Insurance
Monash University provides general liability (including public) for clubs affiliated with Clubs & Societies, but clubs should first complete a Club Event Form.
____________________
(Name of club responsible for arranging insurance from C&S)
_____________________
(Name of Representative assign to complete insurance form)
__________________
(Signature of representative)
Please note if this activity is being completed between affiliated and non-affiliated clubs, the C&S insurance only provides for affiliated Monash Clayton clubs. All other parties will need to get their own insurance from their administrative body.
5. Joint Club Activity Committee
5.1 Person taking the minutes ______________________________
(Name of club responsible for taking minutes)
_____________________
(Name of Representative)
5.2
List of club representatives
____________________
(Write name of rep. 1 here)
_____________________
(Write name of club 1 here)
____________________
(Write name of rep. 2 here)
____________________
(Write name of rep. 3 here)
_____________________
(Write name of club 2 here)
____________________
(Write name of rep. 1 here)
____________________
(Write name of rep. 2 here)
____________________
(Write name of rep. 3 here)
_____________________
(Write name of club 3 here)
____________________
(Write name of rep. 1 here)
____________________
(Write name of rep. 2 here)
____________________
(Write name of rep. 3 here)
6. Power of Clubs & Societies
All Monash Clayton affiliated clubs hereby submit themselves to the authority of C&S. In the event of a breach or default by any club that is a party to this agreement, Clubs & Societies may take appropriate action. This is at the executive’s discretion and may include the imposition of fines or other penalties. Furthermore, in the event of a dispute between clubs, all clubs must submit themselves to C&S to resolve the dispute. The decision of C&S is final and binding on all parties.
7. Signatures of the Club’s Representatives
Please note that two of the following MUST sign the contract: President, Secretary or Treasurer, unless minutes from a full committee meeting authorising another s ignatory are submitted to C&S. Also the signatories CAN ONLY SIGN IF THEIR EXECUTIVE HAS AUTHORISED THEM TO DO SO AT A COMMITTEE MEETING! We, the undersigned, have been instructed by our respective club’s committee to commit to the Joint Venture Activity as outlined in this contract. As the representatives of our club, we understand all of the terms and conditions outlined in this contract.
_____________________
(Write name of club 1 here)
_____________________
Signature Name: Position: Date:
_____________________
Signature Name: Position: Date:
_____________________
(Write name of club 2 here)
_____________________
Signature Name: Position: Date:
_____________________
Signature Name: Position: Date:
_____________________
(Write name of club 3 here)
_____________________
Signature Name: Position: Date:
_____________________
Signature Name: Position: Date:
Page 4 of 4