all clubs meeting 2012 – 2013 welcome!. introduction mr. willer: ihs activities director julianne...
TRANSCRIPT
All Clubs Meeting2012 – 2013Welcome!
Introduction
Mr. Willer: IHS Activities DirectorJulianne Vinh: ASB Clubs CommissionerRoderick Pulido: ASB Clubs AssistantMs. Menke: Accounts ClerkMr. Jackson: AP for Activities
Questions or concerns?Email: [email protected]
Club Necessities
In order to remain an active club at Irvington:1. Submit Club Registration Form to ASB2. All club transactions must go through
Club Account3. Follow the Master Calendar when
planning all activities4. Organize & execute at least one
service/community event per year
Club Registration Form
•Fill out completely•Submit to
▫Julianne Vinh▫Roderick Pulido
•Deadline: Friday, 9/21*Must have staff advisor
Club Account
•After club is approved, each club will have a Club Account▫Opened by Ms. Menke in the Main Office
•All club funds must be handled through Club Account
•All clubs must submit budget before receiving money/funds
•No private accounts allowed
Club Account
•Fundraiser Request Form must be completed and turned in to Ms. Menke every time there is a club fundraiser
•Must use Authorization to Pay Form for all reimbursements
•Best day to check Club Account is Friday
Master Calendar Request Form
•Mandatory for:▫Fundraisers▫Events▫Activities▫Any other business
•Must be submitted at least one month in advance
Unapproved event = No event + No publicity for event
Master Calendar Request Process1. Check Master Activity Calendar for any
conflicts with other school activities/major school events
2. Check Facility-Use Book with Ms. Graves (office) to see if rooms needed are available
3. Fill out Facility-Use Form4. Obtain and fill out Master Calendar
Request Form completely5. Turn into SU for ASB approval
Facility UseIf Clubs wish to meet in another room other
than Advisor’s, arrangements must be made for another meeting location (Norse Hall, Valhalla, etc.) and must be filled out in the Facility-Use Form through Ms. Graves in the main office.
ArrangementsValhalla: Must contact & reserve with Mr. DiLorenzo beforehand and obtain Valhalla Use FormGym: Reserve with Mrs. McCallum
Service/Community Event Requirement• Every club must organize at least one
service/community event per year
No event(s) organized = Club put on probation for one month until Master
Calendar Request Form for planned event is submitted
Event must:1. Benefit a nonprofit organization, community, or
school in a significant way2. Be open to all Irvington High School students
Service/Community Event ProcessOne month before:Get Master Calendar Request & Service Event Request forms
One week later:Pick up Service Event Request form from SU, attach Club Events Sign-Up sheet
One week later:Have informational flyer ready, publicize event
Next three weeks:Event sign-ups
After event:Submit Club Events Sign-up sheet to SU for service hours
Club Service Learning Hour FormIf any club records Club Service Hours onto Mr. Lewis’s regular forms (even by
accident), the hours will not be counted for the club or for the student
who took part in the activity.
Fundraisers• All fundraising events must not conflict with other
programs at IHS• Fundraising events must be approved by ASB
through Master Calendar Request Form•Food may only be sold before or after school
▫Unless notified by Mr. Willer/Clubs Commissioner/Assistant
Money collection is not allowed on campus during school hours.
Parental permission is required for off-campus events.
Prohibited Fundraising Activities1. Raffles/Games of chance2. Rides (mechanical or animal)3. Anything involving darts, arrows, etc.4. Anything involving throwing objects at a live target5. Water tanks6. Destruction of old cars or similar objects with
hammers, etc.7. Sales of cosmetics, used jewelry or clothing8. Rental of district-owned facility equipment to
outside groups9. Trampolines or mini-trampolines10.Car washes
PublicityPosters• Clubs may use supplies (butcher paper, paint
pods, tape, etc.) from the SU• Clean up any messes• Return supplies to their correct places• Don’t use more than you need• Be respectful• If there’s a problem, report it
Paint pods are not allowed out of the cafeteria.
PublicityRules• Poster must include:
▫ Event▫ Date▫ Time▫ Location▫ Any fees
• Posters cannot be placed over murals or glass• Must be taped using only painters’ tape (preferably blue)• Must be taken down after the event has taken place
An event must be approved before publicity can begin.Remove all tape from walls.
Club Minutes
•Record minutes for every meeting•Keep a copy for club reference
Consequences
1. Written warning2. One month probation
▫ No fundraisers, service events, etc. & frozen Club Account
3. Ban for one calendar year
RecapForms• Master Calendar Request• Facility-Use• Service Event Request• Club Service Learning
Hour• Deposit Slip• Authorization to Pay• Revenue Potential/
Fundraising Recap
Dates and Deadlines• Friday, 9/21: Club
Registration Deadline• Friday, 9/28: Club
Approvals announced
Contact InfoJulianne Vinh – Clubs
CommissionerPhone: (408) 334-2716Email: [email protected]
Roderick Pulido – Clubs AssistantPhone: (510) 676-4630Email: [email protected]
Mr. Willer – ASB Activities DirectorEmail: [email protected]
Ms. Graves – Facilities UseEmail:
Ms. Menke – Accounts ClerkEmail: [email protected]
Thank you!Any questions?