A CLUB S GUIDE TO SUCCESS. Redmond High School

Transcription

1 A CLUB S GUIDE TO SUCCESS Redmond High School

2 WHAT IS A CLUB?- A club at Redmond High School is an organization for students with common interests. A club needs to have: o A president- leads club meetings, represents the club at club president meetings o Secretary- Takes minutes every meeting o Treasurer- responsible for keeping track of club funds and working with the advisor to complete fundraising forms o Advisor- An adult RHS staff member who oversees meetings and activities All club members must have a current ASB card on record. Clubs can be revoked if this is not followed. All clubs must keep an accurate record of their current membership and constitution. This information must be accessible as needed. MINUTES- Minutes are extremely important. They include the members that are present and the topics that were discussed during each meeting. You will need to take minutes at every meeting. The club secretary should record minutes, print them off and store them in a club binder that stays in the advisor s room. *** ANY DISCUSSIONS ABOUT MONEY, CLUB FUNDS, FUNDRAISING, ETC. MUST BE NOTED IN MEETING MINUTES Here s an example of what minutes should look like: Members Present: Members Not Present: Class Advisor: Meeting called to order at 2:05 PM Scheduling: Biology Club Meeting #1 9/16/16 Dates of our labs, discussions, guest speakers, & documentary o October 10 - First lab of the year: Soil Testing Lab ($20 per kit) Members must RSVP o February lab will be bacteria swabbing lab Review results on February 27 Guest Speakers o Former student, Philip Fallah, on either November or December meeting o Whichever date Philip cannot attend will be discussion day o Contact UW Bio Department or Fred Hutch April 10 Discussion meeting (National Siblings Day à Cloning discussion)

3 Fundraising: TO DO: May 15 Elections meeting June 5 Last meeting See s Candy fundraising at Round Up o Sell two chocolate bars for $5 o Leftovers can be sold later? (Contact Gilday/ASB to confirm) o Charge slightly more for single bars Club fee of $15 for labs Club shirts for $12 -Think of more solid fundraisers -Create solid budget to send to Bookkeeper, Mrs. Rist (drist@lwsd.org) -Create PPT for introductory meeting (9/19/16) -Make posters for club to hang around the school STEPS FOR CREATING A NEW CLUB- 1. Before you do anything, you must get the potential club approved by the activities coordinator. the activities coordinator (Mrs. Gilday) the following information: a. Name of the club b. Purpose of the club c. The club advisor Club Purpose: New clubs must be specific in their purpose and meet a need not addressed by other clubs. We do not want clubs that are too similar. It s not about competition. Clubs are about bringing students with shared ideas/interests together. The sole purpose of your club cannot be to raise money, that is not a club, that is a non-profit. 2. Once these are approved you will need to write a constitution and obtain 10 signatures from club members who are ASB card holders. See the example below 3. The club will then be presented to student council where it will be approved or denied ***** Final approval of clubs is done at the district level so clubs must be presented BEFORE MARCH to be approved for the following school year.**********

4 EXAMPLE CLUB CONSTITUTION- ARTICLE I BIOLOGY CLUB CONSTUTION It is resolved that the name of this organization shall be the Biology Club of Redmond High School. The purpose of this club is to provide an opportunity for students interested in science affairs to meet and engage in biology related activities such as extracurricular labs and current biology affairs research. ARTICLE II Membership: All Redmond High School students who are current ASB cardholders are eligible to be members of Biology Club. Members must also pay a $15 club fee to pay for club labs. Officers: By the end of the school year, club members shall nominate other club members for the following positions. No person shall hold more than one office. Elections are to be held by secret ballot. A. Officers shall serve for the school year until the next officer is elected. B. Officers shall find substitutes if absent from a meeting. C. Officers shall meet the following requirements: a. President: Candidates shall have been active the previous year or be founding member. Duties of President: i. Schedule and preside over meetings ii. Plan activities and labs with club advisor iii. Act as liaison to affiliated biology organizations iv. Coordinate cabinet and lead club b. Vice President: Candidate shall have been active the previous year or be founding member. Duties of Vice President: i. Be involved in all club activities ii. Aid president in conducting meetings iii. Plan activities and labs with club advisor iv. Coordinate cabinet and lead club c. Secretary: Candidate shall have been active the previous year or be founding member. Duties of Secretary: i. Be involved in all club activities ii. Aid cabinet in conducting meetings iii. Plan activities and labs with club advisor iv. Act as liaison between club and its members d. Treasurer: Candidate shall have been active the previous year or be founding member. Duties of Treasurer: i. Be involved in club activities ii. Aid cabinet in conducting meetings iii. Plan activities and labs with club advisor and bookkeeper iv. Create financial report and proposed budget for club expenses

5 ARTICLE III The Biology Club shall be supervised by a Redmond High School Staff member at all times. The advisors shall support the students and approve of all proposed activities taken before the student council or the school administration. The advisor will guide and supervise extracurricular biology labs and biology discussions. ARTICLE IV A member may be expelled from the club for violating any major ASB regulation or major school or district rule. ARTICLE V A quorum shall consist of 2/3 of the club membership. A quorum is necessary to make any major decision that will have an impact on the club finances or leadership. ARTICLE VI A vote of ¾ of current membership shall be required to amend this Constitution. Adopted on the 16th of September Approved by: Suzie Mustang Title: President President Signature: Club Advisor Name: Mrs. Mustang Club Advisor Signature: ****************************************************************************************** ADVISOR DUTIES- The club advisor must be present at all club meetings and activities on and off campus. The advisor must keep copies of all club meeting minutes in a binder in the room where the club meets. These minutes must be accessible to ASB officers, the bookkeeper, the Activities Coordinator and any district officials (auditor). Advisors must be present whenever money is collected or competition is involved Any activity the club does off campus may be considered a field trip and require paperwork. This will be decided on a case by case basis depending on the event and may require admin approval.

6 CLUB FUNDS- This is important! Pay extra close attention to these rules! Not all clubs will be granted a club account. You must show a need for funds to have access to them Club funds can only be spent on club needs and all purchases must be preapproved using the Request to Purchase Form available in bookkeeping Anything purchased will remain property of the school If your club or group will travel for competitions, conferences, etc. there must be enough funds in your account to cover travel related expenses for the advisor as well as club members. All spending must be noted in club minutes There are no guarantees that purchases will be reimbursed o You must check with the bookkeeper to see if the items will be reimbursable o Reimbursements must be noted in club minutes like all purchases o Any reimbursement will require a receipt with only the items being reimbursed, no personal items o Reimbursements must be submitted within 30 days. Expect up to three weeks processing time ADVERTISING- Posters can be a great way to promote your club s events and get new members You can access supplies to make posters from the C-wing shared learning space before or after school. Poster must be neat, clean, clear and appropriate. Posters may only be hung up using blue tape and only in certain areas. *** Before you can hang up anything in the school (Posters, flyers, etc.) they must be signed off by the leadership advisor, ASB PR or ASB president*** FUNDRAISING- Clubs, and the school overall, are limited in the number of fundraising events they can have per year. A completed fundraising form (from the bookkeeper) must be submitted two weeks prior to any fundraising event. NO EXCLUSIONS! This form must match all other information (signage, advertising etc) presented in regards to the fundraiser. If you say the money is for one specific purpose, that is the only purpose it may be used for, you cannot change your mind later. All Fundraising Forms and purchases must include a copy of the club minutes where the fundraiser/purchase was approved. If you plan to fundraise for an outside group or organization (Not an RHS club) you MUST check with the bookkeeper first to confirm that it is allowed. Money for donation to outside organizations is handled differently than money that stays in the school. These funds cannot be mixed. Any time money is being collected/accepted, the club advisor or other staff member MUST be present. NO EXCEPTIONS! Questions?????? Feel free to reach out: Activities Coordinator (Mrs. Gilday kgilday@lwsd.org) Clubs Coordinator (Student Jilian Diebler s-jdiebler@lwsd.org)) Bookkeeper (Mrs. Rist drist@lwsd.org) Admin in charge of activities (Ms. Schilaty lschilaty@lwsd.org)

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