Samples Constitution Event Checklist Sign in sheet Agenda/minutes Budget

Transcription

1 Samples Constitution Event Checklist Sign in sheet Agenda/minutes Budget Updated 8/1/2012 Office of Student Life

2 Sample Club Constitution The format below has been developed as a guide to the development of a Constitution for your club. It is not necessary to follow the form exactly, but it is important to include all areas that apply. DATE CONSTITUTION ADOPTED ARTICLE I NAME-State the official name of your club or organization. ARTICLE II PURPOSE-State the reasons for the formation of the club and the club s objectives. ARTICLE III MEMBERSHIP A. State which people are qualified for membership (assuring that no discrimination shall take place) B. State what a member must do to be recognized as a full member C. State what rights and privileges a full member has ARTICLE IV MEETINGS A. State how many meetings of the membership are to be held during the school year and when they are to be held B. State procedures for calling regular and/or special meetings ARTICLE V EXECUTIVE BOARD A. State which Officers will make up the club s executive board and what each officer s duties will be B. State procedures for handling vacancies within the executive board ARTICLE VI ELECTIONS A. State which officers will be selected by the membership, how long their terms of office will last, and how many times a person may hold the same office B. State the nominating procedures and when they will take place C. State how many nominees will present their qualifications and how and when elections will be held D. State procedures in case a run-off election is necessary ARTICLE VII FUNDS-State procedures for the allocation of club funds (revenues and expenses) ARTICLE VIII COMMITTEES/DIVISIONS-State what standing and/or ad hoc committees or what divisions will exist in the club and the function and composition of each ARTICLE IX AFFILIATIONS A. State any affiliations with local, state, regional, or national organizations B. State adherence to any rules by a sports governing body 1

3 ARTICLE X ADVISOR(S)-State procedures for the qualification and selection of advisor(s) and the function(s) and duties of said person(s) ARTICLE XI RATIFICATION-State how the Constitution will be approved by the membership ARTICLE XII AMENDMENTS-State how an amendment to the Constitution will be presented, by whom it will be presented, and how it will be ratified ARTICLE XII BYLAWS-State procedures for the inclusion of any rules or regulations specific to the club IMPORTANT NOTE: THE FOLLOWING STATEMENT MUST BE INCLUDED IN YOUR CONSTITUTION: The Community College of Aurora is an equal opportunity educational institution and does not discriminate on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, disability, or programs, activities, and employment in accordance with the Civil Rights Act of 1964, Title IX of the educational Amendments, Section 504 or the Rehabilitation Act, the Americans with Disabilities Act of 1990, and Americans with Disabilities Act Amendment Act of If you need accommodations due to a disability, contact the Accessibility Services Office at V/TDD/VP or ASO.CCA@ccaurora.edu. Please allow two weeks advanced notice for services to be arranged. 2

4 Sample Club Agenda Community College of Aurora Agenda DATE 1. Call to Order a. Sign In Sheet 2. Approve Agenda 3. Approve Minutes from last meeting 4. Reports a. President Upcoming Events b. Vice President Committee Reports c. Secretary d. Treasurer Account balances since last meeting e. SGA Representative Info from SGA f. Advisor Important info from administration 5. Old Business Anything that happened at the last meeting that was not settled, needs updating or clarification 6. New Business What needs to be discussed or voted on at the present meeting 7. Discussion topic (optional) Guest speakers, ideas which need to be discussed, activities, training sessions, etc. 8. Announcements 9. Adjourn Meeting 3

5 Sample Club Meeting Minutes Minutes DATE Meeting called to order at 2:05pm Present: List members who were present, absent, excused No changes to Agenda Minutes from last meeting approved Reports List what each member reported on Old Business List what was discussed, clarified, or settled from last meeting New Business List the new business that was brought up for discussion as well as decisions made, important information, etc. Discussion Items List the discussion items Announcements List the announcements made Meeting adjourned at 3:00pm 4

6 NAME Sample Club Sign-In Sheet Sign-In Sheet DATE ADDRESS 5

7 Sample Itemized Budget Itemized Budget Current Academic Year: Estimated Expenses Fall Advisor Payment $200 Payment for speakers (3 at $20 each) $60 Spring Advisor Payment $200 Payment for speakers (3 at $20 each) $60 Spring Recruiting Event: Food for approx. 50 people $100 Decorations $20 Crafts $40 Total Yearly Expenses (A) $830 Balance from Previous Year (B) $419 Total Requested (=A-B) $411 Signature of Club President Date Signature of Club President Date 6

8 Things to consider when brainstorming an event: What do you want to do? What is the purpose of the event? Who is the event for? What are you going to name the event? How many people do you anticipate? Event Checklist Things to do in preparation for the event: Date/Time: Select several dates/times and check with the Office of Student Life for availability. Be sure to pick dates/times when people will be available to set up, work the event, and clean up. Location: Reserve room(s) with the Office of Student Life. Room Setup: Contact the Office of Student Life for special requests (tablecloths, food tables, and round vs. rectangular tables). Media Needs: Notify the Office of Student Life on any media needs (computer, projector, CD player, microphones, sound systems, etc.). Food: Contact the Office of Student Life at least 3 weeks in advance to discuss food options. Decorations/Supplies: Contact the Office of Student Life at least 3 weeks in advance to order any items. Advertising: Clubs can make their own flyers or request Office of Student Life to do so. However, ALL flyers must be approved through the Office of Student Life. Ideal time is at least one week prior to the event. Things to do the day of the event: Set up: Plan to have members arrive early to help set up for the event. Ice: Come to the Office of Student Life 2-3 hours before the event to get ice you want your drinks to be cold for the event. Decorations: If possible you can put these up the night before or earlier that day. Plan on arriving at least an hour before the event to decorate. Food: If you re having food delivered, someone needs to be here to meet the delivery person approximately 30 minutes beforehand. Utensils/Plates/Napkins: If they aren t provided by the food vendor, the Office of Student Life has utensils, plates, napkins, bowls, cups, serving spoons/tongs, and trays. Meeting Agenda: Be sure to have your meeting agenda prepared in advance and copies made. Sign-In Sheet: Be sure to turn a copy in to the Office of Student Life. Clean Up: Plan to have members stay after the event to clean up, return, and put away any items borrowed from the Office of Student Life. 7