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HOW TO START OR RECHARTER A CLUB GENERAL INFO INTENT TO ORGANIZE CHARTER/RECHARTER APPLICATION CONSTITUTION REQUIREMENTS CONSTITUTION
CLUBS AND ACTIVITIES Starting clubs offers extensive opportunities for all students to participate in the activities of their choice as an integral part of their total school program. Club and class experiences are designed to help satisfy the recreational, social, emotional, and extended academic needs and interests of all students. Opportunities are provided for young people with varied ethnic and social backgrounds to come together to share common interests and to increase understanding, cooperation and acceptance of each other. The development of democratic values, positive leadership, and responsible citizenship are major objectives. Mesa Public School District is proud of the Activities program, its dedicated sponsors, responsible student leaders, and enthusiastic members. We are especially proud of its excellent reputation and good community relations established not only by the activities but also by the manner in which the students conduct themselves in and out of school. It is a standard that will be upheld. HOW TO FORM NEW CLUBS AND ORGANIZATIONS The following steps must be completed when forming a new club. 1. A faculty sponsor must be willing to take responsibility for the club. 2. There must be at least fifteen (15) members to form a club (unless special permission is granted by principal). 3. Obtain an “Intent to Organize” form from the Student Activities Office Secretary. 4. A constitution and charter application approved by the sponsor must be submitted to and approved by the Student Council and the Administration. 5. No club activities may be held until the charter application and constitution have been approved. Sponsor’s Responsibilities: 1. Supervise all student fund transactions. 2. Provide training/orientation session for each office including use of forms and record keeping. 3. Follow procedures for school activities as outlined in Governing Board Policy, District Policy, and the Club Sponsor Handbook. 4. Sponsor must keep a copy of minutes of meetings on file for one year. 5. Submit names of club offices to Activities Office when submitting Recharter each year. 6. Any meeting of an organization or club on campus must have the presence of a teacher/sponsor. A sponsor must be present during the placing or removing of decorations, rehearsal of a program or during any event in which club members are involved.
2 SECTION 1 SO YOU WANNA START A CLUB . . . (Read On!) Requirements for Renewal of Club Operation 1. A club must have at least one faculty sponsor. Sponsors are responsible for the supervision of meetings, of service projects, of social functions, and of financial dealings of the club. 2. Each year a club is required to submit names of at least (15) members to the Student council before it is recognized as a campus organization. 3. Each club is required to submit an Application for Rechartering with a list of club members and officers to the Student Activities Secretary. In addition, an updated copy of the club constitution must be filed with Student Council and the Student Activities Secretary. Organizing A New Club 1. Any group planning to organize a club is required to file an “Intent to Organize form with the assistant principal in charge of student activities before any organizational meetings are held. 2. A group of (15) or more students (unless permission is granted by principal) with a faculty sponsor may officially be recognized only after a charter has been obtained from Student Council. A list of members and copies of the constitution must be filed with the Activities Secretary prior to charter approval. 3. The club president is required to file with the assistant principal in charge of activities a list of the names of the club officers. 4. Each club is required to submit a proposed meeting time and day to Student Council for approval. If possible, an attempt will be made to prevent conflicts in meeting time and dates.
3 ORGANIZING AN NEW CLUB Any group planning to organize a new club is required to:
1. Obtain an “Intent to Organize” form (Example A) and present to the Activities Assistant Principle before any organizational meeting is held. 2. Within one month file an “Application for Club Charter/ReCharter” Example C) and submit a Club Constitution (Example B) with the Student Council. 3. Forms can be obtained from the Activities Secretary. 4. Submit a proposed meeting time and day to the Student Council for student council approval. If possible, an attempt will be made to prevent conflicts in meeting time and dates. PRIVILEGES OF RECOGNIZED CLUBS Those clubs conforming to (Your School) rules and the Constitution of Student Government, having an approved constitution on file with the Assistant Principle are entitled to: 1. 2. 3. 4. Place posters around campus. Use of daily bulletins. Use of school facilities for activities. Conduct approved fund raisers.
RECHARTERING APPLICATON TIME: Yearly, each club, including athletic clubs, must submit to the Student Council: 1. An “Application for Club Charter/Rechartering” (Example C) before it is recognized as a campus Organization. 2. Proposed meeting time and day for approval and to prevent conflicts in meeting times and dates. 3. Budget for upcoming year (if you have an account). 4 Example A INTENT TO ORGANIZE A CLUB Proposed name (if known) __________________________________________________ Purpose_________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Sponsor (if known) _______________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Type of Club: ______ Subject Matter ______ Service ______ Professionally Oriented ______ Connected with Community Organization ______ Other ____________________________ Name An application for charter and a copy of the constitution must be filed within one month of this application, unless an extension of time has been granted by the Assistant Principal in charge of student activities.
5 EXAMPLE B REQUIREMENTS FOR CLUB CONSTITUTION 1. Name of Club 2. Purpose of Club 3. Officers a. b. c. d. Qualifications Duties Method of Election Removal from Office 4. Membership a. Number of: 1. Charter … charter members are the students who organize the original club. 2. Regular … only if you feel the club should be limited. Otherwise, state membership is unlimited. b. Type … male only … female only … or mixed. c. Expulsion … explain the reasons (such as: nonattendance, tardies, etc.) and methods to be used. 5. Meetings: a. Quorum necessary to hold meetings. b. Time and day of the meetings. 6. Ratification of constitution … such as “This constitution shall become effective when approved by the student council and by a ¾ vote of the charter members.”
6 EXAMPLE C School Name __ APPLICATION FOR CHARTERING OR RECHARTING A CLUB (Circle One) Name of Organization: ____________________________________________________ Purpose of Organization: __________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Faculty sponsor: ________________________________________________________ Members: (6 required) 1. 7. 2. 8. 3. 9. 4. 10. 5. 11. 6. 12. Meeting Place: ___________________________________________________________ Officers: President_____________________________________________________________ Vice President ________________________________________________________ Secretary ____________________________________________________________ Treasurer ____________________________________________________________ Is the constitution of your club on file in the Assistant Principal’s Office? _______ Yes ______No
7 _____ SAMPLE (NAME OF YOUR SCHOOL) LITERARTY CLUB CONSTITUTION Purpose: The LITERARY CLUB will produce a school magazine featuring the writing and art of (name of your school) students and faculty. Membership: Membership is open to all students and faculty of (name of your school). To be an official member, a student must enroll at one of organizational meetings held within the first two months of the school year. (The executive committee, with approval of faculty sponsor, may elect to open enrollment at other times during the year.) Organization: The club will be led by an executive committee consisting of the following officers whose duties are specified below. President: Conducts meetings, appoints committee chairs and members to committees. Vice President: Assumes president’s duties in case of President’s absence, resignation, or removal from office. The Vice President is responsible for chairing all fundraising activities including magazine sales. The Vice President also serves as Assistant Editor. Secretary: Keeps minutes of all meetings, takes roll, completes forms necessary for conducting club business, and writes all correspondence. Assists Vice President in fundraising. Treasurer: Maintains financial records, collects and deposits all dues and funds with signed approval of sponsor. Publicist: Publicizes times and dates of meeting and activities. Maintains scrapbooks. Solicits entries for the magazine.
8 The executive committee will establish the general goals for the year, determine the standing committees necessary for accomplishing those goals, and establish the agenda for all meetings by holding an executive committee meeting before each general meeting. Meetings: Meetings will be held regularly and times and dates will be publicized in advance. Decisions concerning service projects, fundraising activities, and social events shall be made by a majority vote of members in attendance at the club meetings. All such activities will be keeping with the expressed purpose of the club and within the guidelines established by (your school) Student Council. Elections: Elections will be held in the spring to determine officers for the coming year. A quorum (simple majority) of active members must be in attendance at the election meeting. The number of active members shall be the average number in attendance at the proceeding two meetings. Nominations will be open to all members whose grades meet the standards set by the district and/or state. Nominees for President must have recommendations from two teachers and approval by the sponsor. A secret ballot will be held. A Candidate receiving the majority of the votes cast will be elected to the office. In case of a resignation, the acting president may, with sponsor’s approval, call a special election. Amendments: This Constitution will be considered ratified when approved by 2/3 of the voting members. This constitution may be amended or changed at any regular meeting by a 2/3 vote of members present.
9 SAMPLE II (Your School Name) Student Council Constitution Preamble We , the students of (name of your school) do hereby establish this constitution to provide for the development of a school democracy, to promote respect for the rights of all, and to keep and improve upon the high standards that have been established for this organization. Article I Name Section 1. The name of this organization shall be (Your school name) Student Council. Article II Membership Section I. All registered student and faculty of (your school name) belong to this organization. Article III Purpose Section I. The purposes of this organization shall be to: A. Represent students in the exchange of ideas with the school administration. B. Schedule and encourage the students to participate in school activities. C. Encourage the practice of good citizenship and to serve as an example in leadership. D. Promote and encourage necessary regulations for assemblies, sidewalks, cafeteria, school grounds, social events, public functions, and other school activities. E. Provide a means for student expression. F. Promote and aid in recognizing the concept of the (your school name) winners for attitude, citizenship and work habits.
10 G. Initiate necessary legislation through elected representatives. H. Recommend to the attention of the faculty and administration matters, which are outside the area of the student body. Article IV Powers Section 1. All powers of this student council are delegated to it by the Board of Education and the school administration. Section 2. The duties of the student body vice president shall be to: A. Perform the duties of the president in the event of his/ her absence, disqualification, or upon request of other president and sponsor(s). B. Act as general assistant to the president. C. Organize and carry out activities. D. Encourage and set an example in leadership, citizenship, courtesy, and school spirit. Section 3. The duties of the student body secretary shall be: A. Make and keep in permanent form detailed records of all meetings. B. Prepare the order of business for the meetings with the president and sponsor(s). C. Keep a booklet of all activities. D. Encourage and set an example in leadership, citizenship, courtesy and school spirit. Section 4. The duties of the student body treasurer shall be to: A. Prepare and submit regular financial statements to the council. B. Count and prepare monies from ice cream sales and school store for deposit with school secretary. This is done under the direction of the sponsor(s). C. Keep complete and accurate records of all financial transactions. D. Encourage and set an example in leadership, citizenship, courtesy, and school spirit. Section 5. The duties of the representatives:
11 A. Distribute information to students on his or her grade level when necessary. B. Coordinate distribution of information to grades as assigned. C. Serve on committees. D. Attend all student council meetings. E. Encourage and set examples in leadership, citizenship, courtesy, and school spirit. Section 6. All class officers and representatives shall be responsible to the student council sponsor.
12 SAMPLE Club Minutes OPENING Club Name:______________________Sponsor:____________________ Date:________________Time:____________Place:________________ Called to order by:___________________________________________ MEMBERS Present: Absent: REPORTS President: Financial: BUSINESS Old: New: CLOSING Adjourned at __________________ by: Officer signature: ________________________________ Any corrections and/or additions are on the back.
13 SAMPLE CLUB MINUTES Club Name: 9/28/08 Date: Yearbook Time: 3:45 PM Place: Room 20 Sponsor: Mrs. Pixley OPENING Called to order by: Barbara Jordan Seconded the motion by: Jim Sevell Results of the Vote: 15­15 MEMBERS Present: Barbara Jordan, Dana Marin, Sharon Brandon, Beck
MacIvan, Carol Gavin, Debbie Leon, Phyllis Watson, Teresa Brady, Linda
Liberty, Linda Kayon, Bobbie Bensberg, George Zolar, Kenny Allenk, Jim
Sevell, Kyle Downy, Cheryl Hickman Absent: None REPORTS Present: Sharon Brandon talked to many vendors to see which would
be the best for our yearbook. A report was passed out to the members to
discuss the prospects of vendors. Financial: A report from the Student Activities Secretary was read and
discussed. BUSINESS Old: The requisition to Papa John’s Pizza for $100 was submitted to
Student Council for approval. Dates were voted on and approved for the
meeting schedule for the club. New/Description: Vendors were discussed from the report the President
presented. A vote was taken and it was agreed to use Herff Jones. Dollar Amount or Estimate: $12,000.00 Vendor Name: Herff Jones CLOSING Adjourned at 4:36 PM By: Debbie Leon
Dana Marin Officer’s Signature Any Corrections and/or additions are on the back.
14 SAMPLE CLUB MINUTES FORM Club Name: Submitted by (Secretary’s Name): Meeting called to order (Date & Time): Treasurer’s Report/Balance of: Announcements: Unfinished Business: Motion: Made By: Vote For: Against: Particulars (vendor, quantity, cost): Motion: Made by: Vote For: Against: Particulars (vendor, quantity, cost): Club Secretary’s Signature Club Advisor’s Signature
15 IGDG­R – Cont’d. (From Board Policy and Procedures) Minutes for the Approval of Expenditures Minutes must indicate:
· the date of the meeting,
· who made the motion,
· what the motion was,
· who seconded the motion, and
· the results of the vote. A dollar amount should be indicated or estimated. There should be an exact description of the items being ordered. The voting body has the right to request that the requester be present to give additional information. At the time of voting, if the voting body so desires, the requester may be present or be asked to leave. Student activities fund is the students’ money, not the teachers or the administrators. The school principal has no direct control over the fund or its expenditures. Administrator, advisors or sponsors may make suggestions, but the students are the ones that vote and approve the use of the funds. Required Requisition Signatures Student council or student government accounts: principal or assistant principal, sponsor, and student council officer with minutes. Club or class accounts: principal or assistant principal, sponsor, and student council officer, and club or class student officer with minutes. Custodial accounts: principal or assistant principal, and custodian. The student activities payroll is processed through the district payroll. Student activities wages are included on the employee’s district check or with the employee’s direct bank deposit. No PARFs are required for employees working student activities events. A separate W­4 is not required. The student activities payroll is submitted to the Student Activities Department for payroll input. Certified employees are paid on a flat­fee basis. Classified employees are paid at their district hourly rate and are paid time and a half for actual hours worked over 40 hours within their workweek. The workweek starts on Friday at 12:00 AM. If an employee works Thursday into Friday, all hours worked are included for Thursday (continuation of work). Overtime should be distributed first to hours worked for the Civic Center Fund (a rental function), then to Student Activities and the remaining hours to the district. Mesa police are paid as 1099 vendors through Student Activities accounts payable. A non­district person with a teaching certificate will be paid as other certified employees on a flat­fee basis. Other non­district persons are processed by the Human Resources Department as temporary classified employees. The hourly rate is established for each position by Student Activities and the Athletic Department. Non­district persons may volunteer their time at no charge to the district.
16 SAMPLE NAME OF SCHOOL STUDENT COUNCIL MINUTES DATE AGENDA: 1. 2. 3. 4. 5. 6. 7. 8. Pledge of Allegiance President brings meeting to order. Roll call by Secretary. (Roll taken of members by classroom) Reading of minutes from previous week. Reports from committees. OLD BUSINESS NEW BUSINESS Meeting dismissed by President. SECRETARY PRESIDENT COMMITTEE REPORTS: NEW BUSINESS: (MOTIONS) 1. APPROVED BY: SECONDED BY: PASSED FAILED SECONDED BY: PASSED FAILED SECONDED BY: PASSED FAILED SECONDED BY: PASSED FAILED
2. APPROVED BY: 3. APPROVED BY: 4. APPROVED BY: 17 SAMPLE Announcement / Bulletin Form (Please type or print) Check appropriate box: Dates: List all dates to be read and/or printed. ______ Announcement (No announcement on Wed.) _______________________________ ____________________________________ ______ Bulletin (Printed M­W­F) _______________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ _______________________________________________________________________ Please Sign: _____________________________ _______________________________ Teacher Administrator
18 REQUEST TO ESTABLISH CLUB ACCOUNTS DATE: Name of School: We request for accounts to be established for the new Chartered Club. . . Name of New Club Attached is a copy of our Charter. Print Sponsor’s Name Sponsor’s Signature Print Club Officer’s Name Club Officer’s Signature
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