Skyline Clubs 101 The Nuts and Bolts of running a club at Skyline
KEY PEOPLE TO KNOW ASB Bookkeeper - Cynthia Lorrain Athletic and Activities Secretary - Julie Speyer Michele Donah and AP Mike Williams - Field Trips and Transportation Vanessa Tharp - Club Support, Recognition Carly Warner - ASB Executive Officer
Meetings Need minutes of all minutes and attendance shared in the public server folder. Make a folder for your club, Example: Science Club and then store meeting minutes by date: 9/14/17 for reference. At minimum, just place attendance for each date. You must supervise all meetings or have a staff member present or approved parent volunteer (District Website, takes a few days) Have a constitution on file (and updated as of Fall 2017) with Ms. Speyer, place in Club Folder as well by Nov. 1 or your club will be in-active. Track attendance - sign in sheet for your records, place in online club folder Share meeting times with Lisa Froman (book through a Facility Use form ASAP) Track your time, occasionally there is money from the district!
Components of a Club Have a staff advisor Must be approved by ASB Executive Board, Activities Coordinator, and Student Senate Must have a governing board and elections each year A current constitution must be approved and on file with ASB and the Activities Coordinator by Nov. 1 or within 1 month of ASB approval Minimum of 10 students participating regularly Have a minimum of bi-weekly meetings Can make purchases, fundraises, or receives donations Attendance and financial meeting minutes must be uploaded to Minutes Folder on Public Servier within 72 hours of a meeting Everyone in the club must be a current student at SHS
General Club Information ASB Membership All clubs members should have purchased an ASB Card Club Membership Must be current Skyline High School Students in grades 9-12 Clubs List (please check for accuracy) Informed Consent Needed for any activity/club that involves physical activity and/or use of gardening tools
Calendar and Communication Create a Remind 101 or GroupMe to communicate with your members Have a phone tree ASB Calendar on our website, great to create a Club Calendar Recruit a parent volunteer - so helpful - but get them approved as a volunteer on District Website Club Website - on ASB Site, our ASB President - anniectaylor21@gmail.com Club Website Update - Mrs. Duenaz - DuenazH@issaquah.wednet.edu Fliers - approved by Ms. Tharp or Mrs. Froman (front office) and then STAPLE on bulletin boards, between bathrooms above the fountains, and in areas called SHS Info - please take them down after event. Ok to post on my office door = best method!
Purchase Orders, Fundraisers, Money Stuff All Purchase Orders (PO s) need about 2-3 weeks to process, so plan ahead All PO s go through Mrs. Lorrain, ASB Bookkeeper - don t buy ahead of time, it s an auditor red flag Club Money - CARS - Cultural, Athletic, Recreational, or Social NO SNAP RAISE or other 3rd Party fundraisers - Use District Site, set up with Mrs. Lorrain and requires advanced notice. Deposit all money within 24 hours You CAN NOT SIGN CONTRACTS! Only staff can be reimbursed for items for your club, parents and students will not be reimbursed, can not exceed $350 and prior approval is needed (meeting minutes, budget, etc.) Snacks - school approved during the day, 30 min. After = anything! Check with Mrs. Lorrain on your account balances Boosters Club - willing to work with you, contact them!
Donations All donations (monetary or material become property of Skyline High School) Donations valued at $5000 or more must be approved by school board. Monetary Must be donated to the club s account through the bookkeeper Sponsorships and Advertising Sponsorships less than $500 remain at school level, sponsorships greater than $500 go through the district s Business Office to determine distribution Any advertisement/sponsorship agreement must be recorded through ISD Form 4321 F All sponsorship products, service, and ads must be consistent with district, state, and federal guidelines Display ads on students/staff is prohibited and ads must be temporary in nature
Who Takes PO s Costco Fred Meyer QFC Amazon Panera Pogacha Ben Franklin in Redmond Home Depot Lowe s Inkredible T-shirts in Redmond Office Depot Party Store, Display and Costume in Issaquah
Use local t-shirt vendors! Lindsay Valdez - Inkredible in Bellevue - lindsay@inkredibleteam.com and http://inkredibletshirts.com/ Scott Hassmann, Cloud 9 Sports, Phone: 425-830-3843 www.c9sports.com or Scott Hassmann scottcloud9@comcast.net Stone Mountain Dave - Dave Steenbergen woodenships@mac.com TcSpan in Edmonds: https://www.tcspanamerica.com Making it Happen in Redmond, makingithappenbrian@gmail.com and https://mihprinting.com Maple Leaf in Seattle - http://www.mapleleafscreenprinting.com
Field Trips Some changes this year - plan ahead and ask questions! Apply online through district webpage - https://www.issaquah.wednet.edu/schools/fieldtrip - fill in the blanks, save and send to Michele Donah, Mike Williams in Admin. Helping us out - some major changes this year! 10students - 1 chaperone required Parent/Guardian Permission Slips Forms secured at least 3 days prior to trip, take with you Field Trip can be denied if submitted less than 14 days prior Any funds, use PO s and collect fees, pay deposits, with Mrs. Lorrain ASAP, at least 2-3 weeks in advance Booking Transportation - suggested 3 weeks prior to trip. Can be expensive, student fees can cover or you can use feed You can request an estimate with Michele Donah. Rare alternatives may be student/parent drivers permission slips for parent drivers and student self drive - Background check and driver check if parents = hoops and limited approval and it takes a lot of time! Start Now! Jeanne Hartman needs a list of attendance, 48 hours in advance and day of - in case a student doesn t show, also send to Heather Duenaz for DD and Karen Ishimura for health plans, epi pens, etc.
Misc. Club Executive Board, only 1 role total, 2nd position in another club only if advisors approve. Example: Vice President for Key Club, Secretary for Club Med Executive Board - clear expectations, suggested signed contract Club Syllabus or Club Contract - for kids to sign and parents - papertrail Parent Volunteers - Need to renew each year online at School District site, Family Resources and then click on Volunteers. Fill out, make sure that they get all green check mark, takes a few days to process it. SPTV - Talk to Stacie Erfle to showcase your club or upcoming events New Clubs - paperwork and limited timeframe, info. To come Send a roster to Karen Ishimaru for Life Threatening Health Conditions for Field Trips
Misc. Continued Asking for money? If so, don t make PTSA, ISD and Booster s Club requests without first speaking with Activities Coordinator, ASB Bookkeeper and possibly an administrator. Got Club Dues? Email Mrs. Lorrain ASAP about this! ASB Officer Carly Werner will oversee Clubs - feel free to share her info. With your student board, carolynnawerner@gmail.com
Thank You for Your Help! WHEN IN DOUBT, ASK ME I m here to help you! If I don t know the answer, I will track it down. Have a great year!