INTER-CLUB COUNCIL (ICC) HOW TO START A CLUB

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2 INTER-CLUB COUNCIL (ICC) The Inter-Club Council (ICC) is the governing board for clubs within ICC. ICC exists to facilitate the formation of new clubs and helps govern existing clubs. ICC requires clubs to register their club at the end of each school year for the following academic year. Clubs who did not attend the end of year meeting will not receive funding for the following academic year. Clubs who fail to register for two (2) years will lose club status and be declared defunct. In addition, clubs will be required to submit a roster at the beginning of each semester. ICC has a student Director and a faculty/staff Advisor. For a complete Director Job description, please see the ICC By-Laws in the back of this handbook. The Director also assists with Homecoming and all Club Fairs. The Director is responsible for scheduling a club meeting the first month of the academic year as well as scheduling end of the year budget meetings with each club. ICC Advisor: Lauren Echevarria lechevarria@western.edu ICC Director: Delaney Pitman delaney.pitman@western.edu The ICC Advisor exists to: Guide and advise the ICC Director Assist in the budget decisions Assist with the club fairs Transfer all funds awarded from ICC bill money Transfer all funds won from club fairs Attend the beginning of the year club meeting Attend the end of year budget meetings Provide purchasing guidelines of the State Provide purchasing for clubs and organizations HOW TO START A CLUB Starting a new club can be a fun way to meet new people, share and explore common interests, and enhance the student s academic experience. Membership in a recognized club must be extended to all students. It is important to make your club s purpose as specific as possible, which will assist you in its formation and organization. Plan an informational meeting to gauge the interest in the club. You are required to have no less than five members to register as a club, unless other arrangements are made with the ICC Advisor. A club constitution and a club registration form complete with Advisor information are also required. A constitution is the foundation for your club. It is the document determines how your club will operate and what its purpose is. You can make your constitution as simple or as complex as needed. However, there are several constitutional requirements, which every club must include: Name of Club: Official name of the club. The Purpose of the Club: What is the primary function of the club? Why is it in existence? Club Officers: What are the officer positions, and what are their duties and responsibilities? Elections: When will your club vote for new officers? Will it be by secret ballot? Do they need to have a specific GPA? Are there any other provisions necessary to carry out the election of officers?

3 Membership: Set forth requirements for membership. If you need assistance in determining the membership of the club in regards to legalities, ask the ICC Director for assistance. If your club is going to charge membership dues, then it needs to be stated in this section. Meetings: While your meeting times will change throughout the year to accommodate schedules, a basic meeting provision is required. For example, a club may state that they will meet once a week during the academic session. Amendments: Determine how your club constitution will be changed (usually by a two-thirds majority vote, President is often an ex-officio member). After you have completed all the above requirements, you are ready to present your club to ICC. You need to meet with the director of ICC, and present your constitution and club registration forms for review. Plan to attend the meeting with your Advisor, club/organization President and/or Treasurer to answer any questions about your club. The director and advisor will then decide if this proposal should move forward. After your proposal has been endorsed by ICC, the next step is to obtain official club recognition from the Student Government Senate. You will need to attend the SGA meeting. During the ICC Director s report, you will be given the floor to give a brief introduction of the club. Members of the SGA will have the opportunity to ask you questions about your club. The ICC Director will then make a motion that the Senate recognizes your club and a vote will be taken. Once the SGA Senate approves the club, you are a recognized club. RECOGNIZED CLUB EXPECTATIONS AND BENEFITS Some of the benefits of being an official Western State Colorado University Club are: Funding through ICC Use of the University Center facilities for meetings and programs Use of club storage facilities in Ute Hall Availability of funds from ICC Availability of funds from SGA Clubs must participate in the Homecoming parade by creating or co-creating a float. They must attend the club meeting at the beginning of the year and the end of the year budget meeting. They must attend all club fairs unless they are excused by the ICC Director. Clubs must participate or put on 2 community service events (1 per semester) and Club Registration Forms must be turned in by the required date. The University recognizes co-curricular activities as a vital part of the University s mission and the personal development of its students. In order to facilitate the growth of student organizations, the University requires each student organization to have an advisor. Certain responsibilities are characteristic of most advisory roles and, though the responsibilities may vary from time to time, the advisors should be available for student organizations: To consult for assistance and advice regarding the management of the club Be familiar with the club s constitution Meet with the officers of the club to develop goals/objectives, identify financial status Attend the club meeting at the beginning of the year and the budget meeting at the end of the year Attend, along with the club/organization President and/or Treasurer, meetings for bill presentations Attend meetings and functions of the club Advisors can be a member of the faculty, staff, administration or a community member, but not a student. The advisor serves as a source of information for the management of the club. There is no time

4 requirement for an advisor. However, advisors please note that such a position can be very time consuming requiring effort and dedication. If you feel you cannot meet these expectations or be involved, then please do not pick up this position. Remember the less involved you are, the more detrimental it is to the club s status. As an official club, you may hold meetings in the University Center free of charge. There are several meeting rooms in the Center ranging in various sizes, which should suit your needs. A club may make their reservation for the entire school year. If the club has two consecutive no shows the reservation will be cancelled. To make a reservation, go to: and complete a reservation form. You will need to know how many people (estimate) will be attending your meeting or event, what kind of a set up, and if you will need any AV equipment. BUDGET AND FUNDING INFORMATION All budgets are entered into Banner (the University computer system) between the 1st and 15th of September. All the money used for clubs comes from student fees and are subject to federal and state fiscal rules and regulations. The ICC Advisor, in the University Center, will help any funded club access their funds and stay within the regulations. Every new club must be recognized by SGA for one full academic year in order to be eligible for funding from the ICC. The standard dollar amount the first year is no less than $200 per club. Every club is required to attend an end of year budget meeting in the spring. When this date is set, the ICC Director will post a sign-up sheet on his/her desk, send out s and announce it to the SGA council so that it will be posted on Senators boards. The fiscal year for each budget starts on July 1 and ends on June 30 of each calendar year. If you are requesting an increase in your funding, please justify the increase during your budget meeting. If a club President and/or Treasurer, and Advisor does not attend the budget meeting with a proposal and contact information for the following year, the ICC may cut or lower the club s funding. If a club misses the budget meeting, the club can type out what they think will be appropriate information for justifying their club budget and place it on the ICC Director s desk; this must be turned in before the week of scheduled budget meetings is over. Clubs seeking additional funding may petition SGA or ICC for bill money. Clubs are not eligible for bill money if they are defunct, inactive or on probationary status. Please see the ICC Director for advice on whether or not to solicit SGA or ICC for funding. For SGA funding, please complete a Bill Allocation Form and submit it to a Senator at least four weeks before funding is needed. A funding proposal request to ICC must contain the following: 1. Name of the club and the date of the proposal. 2. Why the money is needed. 3. How Western is going to benefit 4. A breakdown of all relevant revenues and expenditures related to the request. 5. Evidence of external fundraising efforts The next step is to set an ICC meeting and present the proposal. Be adequately prepared to answer any questions regarding the proposal. The ICC will take a vote on approving the proposal and will advise your club from there. PLAN ALL REQUESTS IN ADVANCE. It takes anywhere from one to two weeks to process an ICC proposal.

5 PURCHASING GUIDELINES Below are some tips and reminders about purchasing: Never order over the telephone. Make sure the person you are talking to understands that you are just getting a quote. Never purchase anything and then ask to be reimbursed for the item. Once the ICC Advisor receives your order request, assume 5 days processing time until your order is actually placed. It will take anywhere from 2 6 weeks to receive your order from the vendor. After you receive your order, give the packing slip/invoice to the ICC Advisor. Plan ahead and always consult with the ICC Advisor before ordering anything. Below are several procurement options to ensure that the purchase of goods and services for the University is economical, fair and within the state guidelines. If you are unsure which method to use, please contact the ICC Advisor. P-CARD (Credit Card) This is the preferred method of payment for ordering goods and is usually the fastest. In order to utilize this payment process you will need to follow these steps: 1. Make sure the Treasurer of the club has verified there is enough money in the club budget for the purchase. 2. Contact the ICC Advisor with the purchase information. The ICC Advisor will place the order for you. 3. Please state the name of the club and list a contact number for the person ordering. 4. When the order is received, please give the packing slip/invoice to the ICC Advisor. PURCHASE ORDERS Purchase Orders are used when a vendor does not accept credit cards. The process is the same as those listed above. Please keep in mind that the order and delivery of the goods takes much more time when using a Purchase Order. Please plan accordingly. TRAVEL If you are going to be traveling with your club you can get a travel advance. The travel advance needs to be done 10 days prior to the dates of travel. The ICC Advisor will fill out the form with all of the necessary information and obtain all the necessary signatures. The day after you return from your trip you will need to go see the ICC Advisor and balance out your advance. You will need receipts for everything with the exception of meals. Meals are paid at a per diem. PERSONAL SERVICES CONTRACTS If you need to hire an actual performer to sing, dance, DJ, etc., a Personal Services Contract (also called an encumbrance) needs to be processed. The ICC Advisor needs the performer s information at least 6 weeks prior to the event. Please see the ICC Advisor for details. ORDERING FOOD Any banquet or meeting that is held in the University Center or on campus must use Sodexo Catering Services. Clubs can use their funding to purchase food for recruitment purposes and events. All clubs are allowed to have an end-of the year banquet, if they can afford it. Any purchases made through Sodexo are charged to the ICC Advisor s credit card.

6 ON-CAMPUS ACCOUNTS The money that ICC gives to each club at the beginning of the year is placed into an on-campus account. There are fiscal rules and regulations that each club has to follow while spending this money. On-campus funds roll back into the ICC reserve at the end of the fiscal year. Inter-Club Council Constitution ARTICLE I. NAME AND PURPOSE Section 1. The name of the organization established by this Constitution shall be the Inter-Club Council. Section 2. Section 3. The purposes of the Inter-Club Council shall be: a. To act as the official voice for Clubs and Organizations that fall under Inter-Club Council b. To protect the rights and privileges of the Clubs and Organizations c. To accurately represent the concerns of the Clubs and Organizations to the administration, faculty and the staff of Western State Colorado University d. To oversee the allocation and distribution of all appropriated student fees to the Clubs and Organizations The Inter-Club Council Director shall: a. Adhere to both the Student Government Association and Inter-Club Council Constitution and By-Laws ARTICLE II. STUDENTS RIGHTS Section 1. All members of Clubs and Organizations have the right to request or receive accurate and timely information of Inter-Club Council matters of policy that affect all clubs Section 2. All members of Clubs and Organizations have a right to offer opinions about the Inter- Club Council policies ARTICLE III. STUDENT FEES Section 1. All students who are currently enrolled in Western State Colorado University shall pay a yearly Student Government Association fee to non-academic and extracurricular activities, clubs and events Section 2. Section 3. Student Government Association will distribute student fees among the subcommittees Sub-committees consist of the following: a. Council for Creative Expression b. Inter-Club Council c. Multicultural Center d. Program Council e. SGA Internal Budget f. Student Affairs The Inter-Club Council will distribute funds to clubs and organizations based on the year-end budget meeting.

7 Inter-Club Council By-Laws ARTICLE I. INTER-CLUB COUNCIL Section 1. Director Duties and Responsibilities a. Be a member of the Advisory Committee and Budget Committee, and Chair the Inter-Club Council b. Adhere to the Inter-Club Council policies as outlined in the Inter-Club Council Constitution and By-Laws c. Maintain a current list of all club members and addresses for all club representatives d. Oversee all expenditures of the Inter-Club Council and sub-committee budget, as defined in the Inter-Club Council Handbook e. Assign and administer policies and procedures for use of club space f. Keep a file on each recognized club with current club constitution, officers, and other pertinent information for SGA g. Represent official request for club recognition to the SGA Senate h. Enforce disciplinary actions according to the Inter-Club Council Handbook if clubs violate SGA or Inter-Club Council policies i. Organize and preside over Inter-Club Council Meetings j. Act as the liaison between the Inter-Club Council and SGA k. May serve on any extra-curricular student organization, but may not serve as President of any of the participating clubs under Inter-Club Council l. Total pay shall be a monthly stipend of $200 received according to the University pay schedule, beginning August 15 th Section III. Section IV. Club and Organization Recognition 1. Clubs and organizations seeking recognition need to submit to the Inter-Club Council the following information: a. A stated name and purpose of the club or organization b. A completed registration form c. A membership list, including officers d. The club or organization shall have one adult advisor e. A written constitution and bylaws which shall include, but not limited to: 1. The name of the club or organization 2. The purpose of the club or organization 3. Officer positions and duties 4. Elections of officers 5. Membership requirements or guidelines (i.e. who can join the club) 6. Amendment sections (i.e. how the constitution and bylaws can be changed) 2. Upon review by the Inter-Club Council and approval by the Director, the club shall send a representative to present the club or organization proposal at the SGA meeting for Student Senate approval Defunct Clubs and Organizations 1. The Inter-Club Council will conduct any and all investigations necessary into a club or organization under proceedings of being declared defunct

8 2. The Inter-Club Council will contact the club two weeks in advance before the determination of defunct status ruling by the Council 3. Once declared defunct, if a club desires re-recognition, they must submit a club proposal as stipulated for club and organization recognition, except: a. The club or organization shall give specific reasons why they were declared defunct b. The club or organization shall give specific changes to the organization to prevent such a reoccurring of a defunct ruling in the future Section V. Budgeting Regulations and Eligibility Requirements 1. No club or organization shall be eligible for a budget from the Inter-Club Council if they are defunct or on probationary status. 2. The club shall be recognized on campus for a period of one year since the date of formal recognition 3. A funded club must register their club by the end of prior semester or their funds will be frozen by September 1 st of that school year. 4. The club shall submit a fund allocation form, outlining revenues and expenses 5. Starting budget shall be not less than $200 Section VI. Club and Organization duties and responsibilities 1. Clubs shall update their Constitution every two years 2. Clubs are responsible for submitting an updated roster and inventory list each semester 3. Clubs are responsible for submitting a current contact address to the Inter-club Council Director for Summer, Spring and Fall Semesters 4. Clubs are responsible for registering their club at the end of prior semester, at the latest or their funds will be frozen until they get registered 5. Adhere to the Inter-Club Council policies as outlined in the handbook, Constitution and By-Laws Section VII. Funding Regulations for Petitions for funds through SGA or Inter- Club Council 1. No club or organization shall be eligible for a grant or loan if they are defunct, inactive, on probationary status, or owe money on a previous loan. 2. A club can petition both SGA and Inter-Club Council. SGA petitions need the approval of the Inter-Club Council Director and the Student Senate. Inter-Club Council petitions only need the approval of Inter-Club Council. 3. If the Inter-Club Council Director approves the proposal, the club shall send a representative to present the proposal at the SGA meeting for the Student Senate approval of the grant or loan. 4. A proposal shall be submitted and presented to Inter-Club Council to receive any funds. The proposal petition shall include: a. Name of the club and the date of the proposal b. Why the money is needed c. How Western is going to benefit from the grant approval d. A breakdown of all relevant revenues and expenditures related to the request e. Whether or not the club has an off-campus checking or savings account and what the balance is f. Evidence of external fundraising

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