Student Government Association
Mt. San Jacinto Community College District
28237 La Piedra Road, Menifee, CA 92584 (951) 639-5380
1499 North State Street, San Jacinto CA (951) 487-3380
Welcome to the Mt. San Jacinto College Student Government Association! We are delighted that you
would like to learn more about getting involved in campus clubs and student government at MSJC.
When students are involved in student activities, their educational experience is enhanced through
the opportunity to become involved in their community. Getting involved in campus clubs is a great
way to meet people, make new friends, gain valuable leadership experience, develop organizational
skills, and just have fun!
This handbook is designed for students, faculty, and staff to learn more about starting a campus
club at MSJC. The purpose of this handbook is to provide you with all the information necessary to
start a campus club at Mt. San Jacinto College. It will help familiarize you with the policies and
procedures that you need to follow as well as provide you with information to assist you with the
development of your club’s constitution.
Please review the material in this handbook and become familiar with it. This handbook has been
developed to answer most of your questions; however, if you need additional assistance, please do
not hesitate to contact the Student Government Association or the SGA Advisor.
Again, welcome to the Mt. San Jacinto College Student Government Association! We look forward to
working with you this year.
Sincerely,
MSJCSGA
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
TABLE OF CONTENTS
What is the SGA / ICC Connection? .............................................................................................................................. 3
Procedure for Starting a New Club .............................................................................................................................. 5
Club Status on Campus – Privileges and Responsibilities ................................................................................. 7
General Club Information ................................................................................................................................................ 8
Club Charter .......................................................................................................................................................................... 9
- Sample Charter ................................................................................................................................................. 10
Club Advisor ...................................................................................................................................................................... 13
Club Officers / Responsibilities ................................................................................................................................. 15
ICC Representation ......................................................................................................................................................... 19
Club Meetings .................................................................................................................................................................... 20
Introduction to Robert’s Rules of Order ................................................................................................................ 22
Recruitment and Recognition ..................................................................................................................................... 24
Club Activities ................................................................................................................................................................... 25
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Purchase Requests / Purchase Orders ................................................................................................... 26
Budget and Funds Guidelines ..................................................................................................................................... 27
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Club Expenditure Process Guide ............................................................................................................... 28
Fundraising ........................................................................................................................................................................ 29
Policies Related to Clubs and Organizations ........................................................................................................ 31
Exhibits ................................................................................................................................................................................ 33
- Club Membership Form
- Event and Activities Planning Form
- Purchase Request
- Deposit Bag
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MT. SA JACINTO CAMPUS CLUB HANDBOOK
THE SGA / ICC CONNECTION
Student Government Association – Branches of Government
The MSJCSGA is divided into three branches of government: the Executive Branch, the Legislative
Branch, and the Judicial Branch.
The term “Student Government Association” refers to the entire student body of Mt. San Jacinto
College enrolled in one (1) or more MSJC units. The term “Student Government” refers to the
officers and representatives of the Mt. San Jacinto College Student Government Association
(MSJCSGA).
The Executive Branch
The Executive Branch consists of the President, Vice President, and appointed Cabinet positions Executive Secretary, Treasurer, and 2 Public Relations Officers, one from SJC and one from MVC.
The executive powers of the MSJCSGA shall be vested in the President and he/she is the official
representative of the MSJCSGA.
In accordance with the MSJCSGA Constitution, policies, procedures, and budget, the Executive
Cabinet meets weekly. The President is responsible for approving recommendations and
resolutions and directing programs as established by the Senate and the Inter Club Council (ICC).
The Legislative Branch
The Legislative Branch consists of two parts: the Senate, and the ICC. The Senate is comprised of
members elected from each campus to represent the entire SGA, which is responsible for collegewide activities and functions. The ICC is comprised of one member from each active club or
organization and the ICC President (SGA Vice President) and/or the ICC Vice President (elected or
appointed).
The Senate and the ICC meet weekly. For more specific information about functions of the Senate
or the ICC, please consult the SGA Constitution located on the SGA website.
The Judicial Branch
The Judicial Branch consists of 3 or 5 Justices, all of which are appointed by the SGA President and
subject to confirmation by the Legislative Branch. One Justice is appointed to serve as the Chief
Justice.
It is the responsibility of the Judicial Board to decide all matters brought before it, as delineated in
District Policy, MSJCSGA Constitution, By-Laws, Standing Rules, and/or documented precedent.
The Judicial Board is responsible for all SGA elections and election codes, and meets monthly, or as
necessary, to decide matters.
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EXCERPT FROM MSJC ASSOC STUDENT BODY CONSTITUTION
Regarding the Inter-Club Council (ICC)
ARTICLE V. Student Government Branches and Responsibilities
SECTION V.
B.
Legislative Branch
Inter Club Council (ICC)
1.
Shall be responsible for the planning and assisting with club activities,
having a master calendar with club activities on both campuses, and
concern itself with business which pertains to clubs and organizations
on both campuses.
2.
The ICC President (SGA Vice President) shall convene and chair all ICC
meetings.
3.
The ICC shall consist of one (1) representative from each officially
approved club and organization on each campus.
4.
The ICC shall ensure that all official clubs or organizations have
submitted an official charter. The said charter must then be updated
and resubmitted at the beginning of each fall semester if the club or
organization wishes to remain a club or organization in good standing
at MSJC.
5.
The ICC shall elect from its membership an ICC Vice Commissioner
who will act as presiding officer of the ICC in the absence of the ICC
President.
6.
The ICC shall appoint special committees and appoint special
committee chairs as deemed necessary.
7.
The ICC may pass resolutions and recommendations to propose
amendments, set codes, and initiate programs and activities.
8.
The ICC shall elect its own officers from its representative body,
provide penalties within the Standing Rules to compel the attendance
of members, and establish rules pertaining to censure and expulsion.
9.
All resolutions and recommendations that are passed by the ICC shall
go to the SGA President for approval before enactment. If the
President approves the resolution or recommendation, it shall be
signed and enacted. If not, the President shall return the resolution or
recommendation to the ICC with a written statement of objections.
10.
The ICC shall meet weekly during the fall and spring semesters
(excluding vacations), and must keep minutes of all meetings and
publish decisions and resolutions and recommendations.
11.
General council meetings of the ICC may be called as deemed
necessary by the ICC President.
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PROCEDURE FOR STARTING A NEW CLUB
Any student interested in starting a new club at Mt. San Jacinto College will need to do the
following:
Preliminary Meeting
1. Contact the SGA Office or the SGA Advisor with your intent to start a club. We will assist you
with any information you may need to create a successful club.
Requirements to Start a New Club
2. Have a minimum of 5 students who are interested in forming the club or organization, and
who have a current MSJCSGA sticker. Each club or organization MUST designate a President
and ICC Representative prior to the first informal club meeting. Please note that all club
members must be listed on your Club Membership Form and list a current MSJCSGA sicker
number.
3. Find an Advisor who will be actively involved in supporting the club’s goals. Advisors must
be MSJC faculty or staff members. If the club cannot find an advisor, the SGA Advisor can
assist in finding a Club Advisor. Please note that each club meeting and activity must be
conducted with the club advisor present. Please consult with the club advisor prior to
meeting and scheduling activities.
4. Advertise the intent to start a club by posting approved flyers on campus bulletin boards.
Flyers may also be posted in SGA Offices on both campuses. Attend the SGA Board and ICC
Meetings to inform representatives who may know of other students with the same interest.
5. Prepare and submit a club charter/constitution to the SGA Vice President (ICC President) or
the SGA Advisor for preliminary review. The SGA Advisor will check the charter and
constitution for completion. After review, the club charter/constitution should be
presented to the club and voted on. If approved by your group, the documents should be
placed on the next ICC agenda for approval. Once approved by the ICC, the documents will
be placed on the next SGA Board Meeting agenda. Club charters shall be posted for one
week in the SGA office prior to voting. Club charters must be resubmitted at the beginning
of each fall semester.
6. Select and elect all club officers (Vice President, Secretary Treasurer, Public Relations, and
Historian, in addition to the President and ICC Representative).
Club Meetings
7. Each club with their advisor, will select club meeting dates and times, and notify their
members and the ICC.
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PROCEDURE FOR STARTING A NEW CLUB
Club Approval
8. If the club or organization is accepted, the club or organization becomes “active,” and a bank
account will be opened with $100.00 donated from the MSJCSGA general fund. Please note
that this $100.00 donation is for initial start up. Donation funding is not on-going. This is a
one-time only funding and will not be given each time the club starts up.
9. Complete a Club Membership Form, a sample of which is in the Exhibits section of this
handbook. This sheet will be filed in the MSJCSGA office and will need to be updated as your
officers or advisor changes.
10. Prepare a preliminary budget, recruit members, plan activities, and have fun!
Attend ICC Meetings
11. Each club must send its ICC Representative to attend the weekly ICC meetings, as
referenced on the SGA website, to maintain active club status. If a club fails to maintain
representation at the weekly ICC meetings, their financial account will be suspended by the
MSJCSGA and their status deactivated.
12. Each club will be required to submit minutes for each club meeting to the MSJCSGA. These
documents will be kept in the MSJCSGA office to maintain public knowledge. Agendas and
minutes shall be turned in to the SGA Vice President (ICC President), Vice Chairperson, or
recognized representative during “Reports” at the weekly ICC meetings.
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CLUB STATUS ON CAMPUS
Privileges and Responsibilities
1. Approved clubs/organization may use the Mt. San Jacinto Community College name
when appropriate.
2. May use campus facilities.
3. Maintain a free bank account through the MSJC business office.
4. Have a faculty/staff advisor.
5. Follow rules and procedures of MSJC as describe by the Board of Trustees, MSJCSGA,
and the SGA office.
6. Clubs must have and follow a club charter/constitution.
7. Must be non-discriminatory in membership, though some clubs may have a GPA and/or
unit requirement.
8. Must send a representative to the Inter-Club Council meeting.
9. Must deposit all monies with the district, through the MSJC business office, within 3
days of receipt of monies.
10. Club expenditure and advanced funding are available through business office
procedures. Advanced funding may be available based on certain criteria (i.e., flowers
or other items that are based on market conditions).
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GENERAL CLUB INFORMATION
The Need for a Charter
Each club or organization needs a charter stating its purpose and intent, officers and duties,
election and meeting processes, and other important information that assists each group. It is the
responsibility of the Club President and ICC Representative to make sure that each club member
has access to a copy of the club charter, and that the MSJCSGA is also furnished with a copy. It is
also a good idea for a club to keep a copy of its charter available for quick reference.
In general, the original club charter is drawn up by the first members of the club. As the club
continues to grow, revisions to the charter may be needed. If so, follow the regulations as set forth
in your charter, and submit the revision to the ICC for approval. Each club or organization Charter
must be resubmitted at the beginning of the fall semester for approval, along with a new Club
Membership Form; this is a good time to revise and update the club’s charter for the upcoming
academic year. Charters for new clubs or organizations may be submitted at any time during the
year, as long as the ICC is in session.
Club Officers
Club officers include a President, Vice President, Secretary, Treasurer, and Inter-Club Council
Representative. Other officers may include Commissioners of specific areas such as activities, fund
raising, communications, etc. The responsibilities of each officer’s position must be included in the
club’s charter/constitution or bylaws.
Membership and Participation
The main key to membership is “motivation.” Excite and encourage students to become part of the
club, organization, or project.
-
Find out what the Club’s purpose is; set goals.
Strive to meet those goals.
Be an active club or organization.
Sponsor activities regularly.
Meetings are necessary and should be scheduled regularly.
Strive to be the best club on campus.
Advertise club meeting dates and times.
Recruit fellow students to join the club.
Meet other students with similar goals and interests.
Contribute to a positive campus environment!
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OUTLINE FOR A CLUB CHARTER
The club charter should be complete and supply enough information to describe the purpose and
organization of the club. The following information should be considered when drafting a charter:
Name and purpose of the club
Membership
Who may become a member?
How students become members?
Officers
What are their duties?
When are they elected?
How are they elected?
What is the term of office?
How are vacancies filled?
Records
Financial guidelines
Minutes of the meetings
Meetings
How often will the club meet?
How and who organizes meetings?
Quorum
How does the club approve activities?
From time to time, clubs may find it necessary to implement by-laws or standing rules which will
help the club or organization run more effectively. Some samples are as follows:
Additional information about: a) meetings; and b) officers and their duties.
Statement of: a) standing or special committees and their duties; and b) obligation of
members.
Order of business and how items are brought before the group.
Parliamentary procedure and authority. The MSJCSGA Constitution provides for
parliamentary procedure to be used for all meetings of the MSJCSGA, clubs, and programs.
Additional rules may be added to the charter based upon the needs of each club.
Amendments
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SAMPLE CHARTER
ARTICLE I
Name
SECTION I:
The name of this organization shall be Mt. San Jacinto College
Mathematics Club (substitute club name)_____.
ARTICLE II
Purpose and Objectives
SECTION I:
Purpose and Objective(s) of this organization, Mt. San Jacinto College
Mathematics Club (substitute club name)___________, shall be:
(Substitute Club Purpose and Objectives)
To promote and encourage interest in the subject of mathematics;
To unite students attending MSJC who have interest in mathematics
and the sciences;
To promote interest in mathematics and science among the students
of MSJC who have interest in mathematics and the sciences;
To stimulate and encourage personal and academic growth of
members as well as their participation in appropriate and related
activities;
To provide a positive and healthy environment for the members to
carry our competitive events in mathematics and science; and
To honor students who show potential in academics and higher
education.
ARTICLE III
Motto, Symbol (Logo), and Colors
SECTION I:
The motto shall be: Mathematics opens new horizons
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SAMPLE CHARTER
SECTION II:
The symbol (logo) shall be:
Mt. San Jacinto College Math Club
Mathematics—Opens New Horizons
SECTION III:
The colors shall be: blue and green.
ARTICLE IV
Membership
SECTION I:
This club shall admit all college level students who indicate a high interest in
mathematics and science. This club will also accept students from the high
school level who have demonstrated a high degree of interest in
mathematics/science, and have achieved high academic goals within their
own school system.
SECTION II:
Membership is neither compulsory nor automatic. The students should
contact the club advisor and thereafter, attend the meetings and activities.
SECTION III:
The student must be recognized as a worthy school citizen.
ARTICLE V
Officers
SECTION I:
Mt. San Jacinto College Mathematics Club officers shall be those of President,
Vice President, Secretary, Treasurer, Competition and Recreation
Chairperson, and I.C.C. Representative.
SECTION II:
Officers shall be elected as early as possible each year.
SECTION III:
The duties of the officers shall be as follows:
President: Shall act as presiding officer at all regular and called meetings,
and direct the activities of the club. The President shall also approve
payment of all expense claims and represent the club with other clubs at
public meetings.
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SAMPLE CHARTER
Vice President: Shall serve as presiding officer in the absence of the
President. The Vice President shall perform such other duties as the
President assigns them.
Secretary: Shall record and present the minutes of the meetings and assist
the President and Vice President in their duties.
Treasurer: Shall receive and pay out money belonging to the club. Shall
keep accurate accounts of receipts and expenses, keep file of accounts of
receipts and expenses, keep file of receipts, bill, canceled checks and bank
statements, and present a report at every meeting.
Competition and Recreation Chairperson: Shall organize events among the
members of the club.
I.C.C. Representative: Shall represent the club at the I.C.C. meetings, and
report the issues to the club.
ARTICLE VI
Meetings and Quorum
SECTION I:
Regular meetings of this club shall be held monthly. Special meetings may
be called by the President with the consent of the club advisor.
SECTION II:
Quorum shall be defined as a majority of members who are present.
ARTICLE VII
Amendments
SECTION I:
This charter may be amended by a two-thirds vote with the approval of the
President and the Club Advisor.
ARTICLE VIII
Date of the Original Club
SECTION I:
This club was duly organized in the year two-thousand and one.
CHARTER PRESENTED BY:
_______________________________
Club President
________________________________
Club Advisor
____________________
Date
____________________
Date
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
CLUB ADVISOR
The role of the Club Advisor is a special and rewarding one; it provides the opportunity to facilitate
student growth and development along with social and educational skills.
The administration requires that the Club Advisor (a current faculty or staff member) attend each
meeting and official activity of the club or organization. The Advisor will provide an example of
constructive and inspirational leadership and the opportunity and climate for student leadership to
develop.
A Club Advisor is a facilitator, responsible for ensuring all members have an opportunity to express
their opinions in a safe environment. Meetings are not to be dominated by personal issues or
conflicts; instead, the business of each club should be conducted in a constructive, orderly manner.
Some clubs may attempt to set unrealistic demands of the officers, members, or the College. There
are limitations on resources and time that may not be obvious to the club members. An advisor
may have to say “NO” occasionally. The club membership must understand that the Club Advisor
has the right and duty to approve or disapprove of all functions and activities sponsored by the
club. Any activity that is against college policies or law will be disapproved.
The Club Advisor, along with the club treasurer, is one of the trustees of the club account. Club
Advisors will be required to sign each requisition. It is also the Club Advisor’s responsibility to
ensure a purchase is appropriate and receipts are appropriately submitted for payment. Club
approved purchases must also be approved by the ICC and SGA Boards.
Club Advisor Responsibilities
The purpose of having a faculty/staff Club Advisor is to ensure that the college fulfills its obligation
to students and to conform to the Education Code. According to Division 9, Article 5, of the
Education Code, students “…shall be free to organize and join associations to promote their
common interests.” MSJC strives to provide an excellent, culturally enriching environment of
academic, career, and lifelong learning programs that engage the student to participate and become
operative in his or her education. Through student participation in clubs and organizations, MSJC
seeks to develop a sense of integrity and responsibility within student life on and off campus.
Therefore, advisors should advise the organization in the exercise of its responsibilities; however,
they shall not have authority over the policy of the organization. An advisor is there to ensure that
students have the opportunity to grow and learn from activities outside of the classroom and to
make sure that the club/organization conforms to District policies and regulations (example: no
alcoholic beverages during an official club/organization activity, on or off campus).
Club Advisors are responsible for attending club meetings and events, as well as safeguarding club
finances and projects. ALL ACTIVITY REQUESTS, PURCHASE REQUESTS, and any other established
documents must be signed by the Club Advisor as well as the appropriate officers of the club.
Please note: An advisor’s signature on an activity request form indicates the activity has been
appropriately approved by a quorum of the club’s members and is approved by the club and
advisor for scheduling and club funding (if necessary).
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CLUB ADVISOR
Club Advisor Duties
-
Serve as the official faculty/staff representative of the college for the club/organization.
-
Work closely with the club to ensure a cooperative relationship between the advisor and
the club membership.
-
Assist each officer of the club in understanding their duties.
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Give particular attention to the financial activities of the group in order to prevent the
incurring of organizational debts for succeeding members to pay.
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Assist students to understand and apply democratic principles within their own
organizations and in working with others.
-
Be present for all official club/organization meetings and activities (business and social),
and advise students of the policies and procedures which they must follow as a
club/organization.
-
Be familiar with the MSJCSGA Campus Club Handbook.
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Ensure that all responsible steps are taken to ensure the safety and welfare of club
members.
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Ensure that District policies are upheld.
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Sign all club/organization purchase requisitions and activity sheets for the
club/organization, and make sure that:
o The student treasurer signs the document;
o The student President signs the document;
o The expenditure is correct with all existing policies; and
o That all documentation (i.e. club minutes, receipts, invoices, etc.) is turned in with
the completed forms.
Many times an advisor is the only continuity a club has from one semester to another. This fact
makes the advisor a very important person. The SGA officers truly appreciate the dedication of
advisors as they assist in providing a well-rounded education for MSJC students.
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CLUB OFFICER RESPONSIBILITIES
Club President/Chairperson Responsibilities
-
Preside over the club meetings; he/she is the official spokesperson for the club.
-
Understand and follow the club’s charter/constitution and by-laws. Know campus policies
and regulations. The president/chairperson has no vote, except to break ties.
-
Coordinate all club meetings with Club Advisor. THE COLLEGE REQUIRES YOUR ADVISOR
TO ATTEND ALL CLUB MEETINGS AND ACTIVITIES.
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Appoint committees and chairpersons to assist with all club activities. Delegate work
among all club members, allowing others an opportunity to participate.
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Call regular executive or cabinet meetings. Consult with your advisor before all meetings so
he/she can attend.
-
Prepare a master plan for the semester activities early. Each club should have a project or
goal for the semester.
-
To be an effective presiding officer:
o Know procedures for conducting a meeting. Have knowledge of basic parliamentary
procedures;
o Be impartial, fair, and courteous. Carry out group’s decisions and wishes; and
o Prepare agenda for each meeting. Check the minutes of the preceding meeting to
include business that should be discussed again and finished.
Club Vice President / Vice Chairperson Responsibilities
-
Assume the Club President’s responsibilities when the President is absent or unable to
carry out his/her duties.
-
Assume and carry out special duties that may be assigned to you by the charter/
constitution, by-laws, the President, executive committee, or members.
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Attend all executive committee meetings and meetings of the club.
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Know and understand your organization’s charter/constitution and/or by-laws.
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CLUB OFFICER RESPONSIBILITIES
Club Secretary Responsibilities
-
Record and keep accurate, permanent records (minutes, documents, etc.)
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Maintain an accurate list of members, their e-mail addresses and telephone numbers.
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Suggested outline for recording minutes:
o Give the hour, day, month, place of meeting, and the names of the presiding officers,
as well as all those in attendance, including visitors.
o State whether the minutes of the last meeting were:
 Approved as read;
 Approved as corrected (if there were corrections).
o Give a statement concerning all reports read and the action taken on them.
o Record items discussed under old business.
o Record items discussed under new business.
o Every motion, lost or carried, should be included under appropriate items of
business.
o State the time of adjournment of the meeting.
o Sign the minutes.
Club Treasurer Responsibilities
-
The treasurer is responsible for all the funds of the club, including the following tasks:
o Collect all the money. A receipt should be given for all money collected;
o Deposit all funds, using a night deposit bag that may be purchased from SGA. Funds
are deposited through the Campus Cashier’s office. All clubs are required to keep all
money in district accounts. NO OFF-CAMPUS ACCOUNTS MAY BE KEPT. Please
note that all funds are to be deposited into the club account within three (3) days of
the event; and
o Sign all purchase requests for club funds, along with the Club Advisor and the
President.
-
Prepare a budget and have it approved by the executive committee and membership.
-
Make certain that the organization expends money in keeping with the approved budget
and within school policy and regulations.
-
Make a treasurer’s report at each business meeting of the organization, listing receipts,
expenditures, and balance on hand.
-
See that the bills are paid promptly.
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CLUB OFFICER RESPONSIBILITIES
-
Keep a record of all monies handled, both incoming and outgoing; indicate purpose for
which money was disbursed in your official minutes presented to the ICC.
-
A purchase requisition or purchase order may be presented to merchants or businesses,
rather, than cash.
Club ICC Representative Responsibilities
-
Must attend all ICC meetings.
-
Will inform his/her club of all college-wide activities discussed during ICC meetings.
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Give ICC a weekly report of their club activities and projects.
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Distribute all written materials to the Club.
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Inform club of SGA budget process.
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Serve as liaison between club and SGA.
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EFFECTIVE OFFICERS
Skills of Effective Officers
1. Oral communication skill - Effective expression in “one on one” or group situations.
2. Oral presentation skill- Effective expression when presenting ideas or tasks to individuals
or groups.
3. Written communications skill- Clear expression of ideas in writing and in good grammatical
form.
4. Motivation- The extent that one experiences personal satisfaction from involvement in
programs and activities.
5. Initiative- Self starting rather than passive acceptance; taking action to achieve goals
beyond those called for; origination of action.
6. Leadership- Utilizing appropriate interpersonal styles and methods in guiding individuals
or groups toward task accomplishment.
7. Planning and organization- Establishing a course of action for yourself and/or others to
accomplish a specific goal.
8. Analysis- Relating and comparing data from different sources, identifying issues, securing
relevant information.
9. Judgment- Developing alternative courses of action and making decisions that are based on
logical assumption and reflect factual information.
10. Management- Establishing procedures to monitor and/or regulate procedures, tasks, or the
job; taking action to monitor the results of delegated assignments or project.
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ICC REPRESENTATION
What Makes An Active Club?
Every club must elect an Inter-Club Council (ICC) Representative. The ICC Representative has many
responsibilities, both to their club, and to the MSJCSGA.
The ICC Representative is required to attend all ICC meetings, responding to inquiries about
scheduled club activities and functions, to vote responsibly on ICC activities and issues, and to act as
liaison between the ICC/SGA and their club.
Once a club has been approved by the MSJCSGA, it must be represented by an ICC representative at
every ICC meeting. If a club is not represented for three consecutive weeks, the club becomes
inactive. This means that the club account is frozen, and the club cannot request activities or
purchases and may not function as a club until it has been represented three consecutive times.
Clubs that have not been active for one semester will forfeit their funds back to the SGA general
account, and the club or organization will only receive $100.00, as a new club allotment if it starts
up again once approved.
Clubs should leave at least $100.00 in their account at the end of each instructional year. This will
enable the club to function from year to year.
Clubs are responsible for adhering to the MSJCSGA Constitution and its by-laws, standing rules and
District policies. Any club not adhering to these policies and procedures can be subject to
suspension as an active club at MSJC by the MSJCSGA.
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MEETINGS / AGENDA
Meetings
Meetings are very important, necessary, and should be conducted in a very organized fashion.
Arrange for everyone to get involved in your meeting. Reports from all officers and committees
should be given. Meeting materials should be prepared in advance by the appropriate officer and
club members. Members should listen to others and respect one another’s opinions.
Agenda
An agenda should be prepared prior to every meeting, and should be comprised of the following
items:
1. Call to Order: The President calls the meeting to order and records time;
2. Roll Call: The Secretary takes and records roll;
3. Approval of the Minutes: The secretary reads the minutes from the last meeting. Changes
can be made at this time. Members vote to approve;
4. Standing Committees: Reports from committees;
5. Reports: Advisor, Treasurer, ICC Rep, etc;
6. Old Business: Discuss unfinished business tabled at previous meetings;
7. New Business: Business never before discussed with the group;
8. Announcements: Floor open to any announcements; and
9. Adjournment: President calls the meeting to an end and records time.
The secretary should record the club’s meetings. This is also known as “minutes”. Minutes will be
provided at each meeting, and each member should receive a copy for their records. This practice
will enable the club to function efficiently as a group and to provide the club members with a
permanent record.
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
HELPFUL HINTS ON HOW TO CONDUCT A MEETING
1. An agenda should be made up before each meeting with advice from the executive
committee and the Club Advisor.
2. Start your meeting on time.
3. Recognize new members/guests and make them feel welcome.
4. Conduct the meeting in a business-like manner.
5. Check before the meeting to make certain that people will have committee reports ready.
6. Follow basic parliamentary procedure, but handle business informally when it seems
appropriate.
7. Guide the flow of discussion at meeting.
a. Don’t take sides. You must be impartial while chairing the meeting.
b. Recognize all who have comments or questions.
c. Keep the group on the topic.
d. Clarify any question. Restate questions so they are understood. Don’t make long
speeches.
e. Practice the art of summarization. Clarify and restate motions.
f. Keep order in the discussion and be alert to member’s reactions.
8. If the President wishes to participate in debate, he/she must call someone else to chair the
meeting, usually the Vice President.
9. Use your secretary. Get motions in writing. Have them read back by the secretary.
10. When a speaker is in the program, see that the business is finished in time to give the
speaker adequate time.
11. Express appreciation to those who have given reports or made contributions to the
meetings.
12. Finish your meeting on time.
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
INTRODUCTION TO ROBERT’S RULES OF ORDER
What is Robert’s Rules of Order?
Need general explanation
What is Parliamentary Procedure?
It is a set of rules for conduct at meetings that allows everyone to be heard and to make
decisions without confusion.
Why is Parliamentary Procedure Important?
Because it is a time tested method of conducting business at meetings and public gatherings.
It can be adapted to fit the needs of any organization. Today, Roberts’s Rules of Order
newly revised is the basic handbook of operation for most clubs, organizations and other
groups. So it’s important that everyone know these basic rules!
Organizations using parliamentary procedure usually follow a fixed order of business. An
example of an order of business is provided in this handbook, as part of the discussion of
conducting a meeting.
The method used by members to express themselves is in the form of making motions. A motion is
a proposal that the entire membership can use to take action or a stand on an issue. Individual
members can:
1. Make motions.
2. Second motions.
3. Discuss and debate motions.
4. Vote on motions.
Several types of motions are:
1. Main Motion: The purpose of a main motion is to introduce items to the membership for
their consideration. They cannot be made when any other motion is on the floor.
2. Motion to Table: This motion is often used in the attempt to “kill” a motion. The option is
always present, however, to “take from the table,” for reconsideration by the membership.
3. Motion to Postpone Indefinitely: This motion is often used as means of parliamentary
strategy and allows opponents of the motion to test their strength without an actual vote
being taken. Also, debate is once again open on the main motion.
How are Motions Presented?
1. Obtaining the floor
a. Wait until the last speaker has finished.
b. Address the President by saying, “Mister/Madam President.”
c. Wait until the President recognizes you.
2. Make your Motion
a. Speak in a clear and concise manner.
b. Always state motion affirmatively. Say, “I move that we… “ rather than, “I move we
do not…”
3. Wait for Someone to Second Your Motion
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SAN JACINTO CAMPUS CLUB HANDBOOK
INTRODUCTION TO ROBERT’S RULES OF ORDER
4. Another member will second your motion, or the President will call for a second. If there is
no second to your motion, it is lost.
5. The President States Your Motion
a. The President will say, “it has been moved and seconded that we…” Thus placing
your motion before the membership for consideration and action.
b. The membership then either discusses/debates your motion, or may move directly
to a vote.
c. Once your motion is presented to the membership by the President, it becomes
“assembly property,” and cannot be changed by you without the consent of the
members.
6. Expanding on Your Motion
a. The time for you to speak in favor of your motion is at this point in time, rather than
at the time you present it.
b. The person who made the motion is always allowed to speak first.
c. All comments and debate must be directed to the President.
d. Keep to the time limit for speaking that has been established.
e. The person who made the motion may speak again only after other speakers are
finished, unless called upon by the Chairman.
7. Putting the Question to the Membership
a. When discussion appears to be complete or when the time limit for discussion has
passed, the President may ask for a vote by saying, “Call for the question.”
b. At this point, a vote is taken.
Voting on a Motion. The method of voting on any motion depends on the situation and the by-laws
or policies of your organization. The most commonly used methods of voting on motions are as
follows:
1. By Voice – The President asks those in favor to say, “aye,” those opposed to say “no.”
2. By Roll Call – Each member answers “yes” or “no” as his/her name is called. This method is
used when a record of each person’s vote is required.
3. By General Consent – When a motion is not likely to be opposed, the Chairman says, “If
there is no objection…” The membership shows agreement by their silence; however, if
one member says “I object,” the item must be put to a vote.
Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work
if you use it properly.
1.
2.
3.
4.
5.
Allow motions that are in order.
Have members obtain the floor properly.
Speak clearly and concisely.
Obey the rules of debate.
Most importantly, BE COURTEOUS.
For more information on Roberts Rules of Order, go to www.robertsrules.org.
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
RECRUITMENT AND RECOGNITION
Recruitment of Members
There are many different recruitment techniques. Some work better than others. Motivation steps
in once again. Motivate your members to see the need for having more members, i.e., share the
load, new ideas, new friends, service to college and students. Once again, know what your club’s
purpose is and work to reach that purpose. Following are some techniques.
1. Campus club week and registration are super times for recruitment.
2. Sponsor club activities -- students join active clubs.
3. If you get the chance, visit surrounding high school organizations with your club’s interests.
In this way, you let those students know that you care enough to familiarize them in
advance.
4. Take the time to make announcements in your classes, with the instructor’s permission.
Publicity is always helpful.
Recognition
It has been said that officers, advisors, and members do a thankless job, but we can change that!
One way is to set aside some money in your club’s fund for “thank you” awards, certificates and/or
luncheons. Recognition is very important, and you will find that members will appreciate being
recognized. A smile, a hug, and a thank you are the most touching forms of appreciation and at no
charge…but they are worth a million bucks.
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
CLUB ACTIVITIES
Activities are a lot of fun and easy to plan, providing you have responsible members to whom you
can delegate the workload. Encourage the entire club to plan the activities. This idea will assist in
making your members feel important, responsible, and part of the group.
Plan activities to meet your club’s purpose. Sponsoring lunches and contests are good fundraisers;
however, clubs should also sponsor activities that meet the club’s purpose. These activities are
easy to arrange and add greatly to the educational process.
Try to plan activities at least once a month, if possible. This plan will help keep your group active
and motivated. When planning activities, keep in mind that “variety is the spice of life.”
How An Activity Gets Approved
It is important to remember that the MSJCSGA is a functioning body, just as the United States
Government. All activities, purchases, and functions must have the appropriate approvals.
This section will assist you in following the approved procedures for any activity or request.
1. During your club or organization meeting, discuss and approve your activity. You must plan
your activity so that it will reach the ICC meeting 10 days prior to the activity or function.
2. Fill out an Event & Activity Planning Form, Purchase Request, and other appropriate forms
found in the Exhibits section of this handbook.
3. Have the ICC Representative bring all requests to the ICC meeting for approval. Always
include a copy of the club meeting minutes, showing approval of the request.
4. Once the ICC approves the requests, they are forwarded to the SGA President, and are
placed on the next SGA Agenda for approval. The majority of ICC items receive a cursory
review from the SGA President and Board, and are approved, based on the input from the
ICC President (SGA Vice President). When approved, the requests will be enacted. If the
request is not approved, you will receive a reason as to why it was not approved.
5. Have fun!
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POLICIES AND PROCEDURES FOR
PURCHASE REQUESTS / PURCHASE ORDERS
1. All Purchase Requests need to be filled out completely by the club including the following:
a. Complete description of the event;
b. Date of the event;
c. Reimbursement requests must have original receipts attached;
d. Expenditures require a complete description; and
e. Signatures from the Club President, Club Treasurer, and Club Advisor. Purchase
Requests will be returned to the club unprocessed if any of the signatures are
missing.
2. Upon approval by the ICC, the ICC President will generate a Purchase Order and place the
item on the next SGA Board Agenda for approval.
3. Upon approval by the SGA Board, the documents will be signed by the appropriate SGA
Officers and SGA Advisor, and forwarded to Business Services for processing.
4. Checks are typically cut once a week for ICC and SGA approved documents. Checks are
mailed to the payee, unless arrangements have been made for pick-up at the Business
Services office.
5.
For questions on the club account, please contact the SGA Vice President (ICC President) or
the SGA Advisor.
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
BUDGETS AND FUNDS GUIDELINES
Budgets
It is important for your Club Treasurer to keep accurate records of your club’s funds to ensure that
when you plan activities or need to purchase materials, you will have funds available. The SGA
Board will not approve requests for expenditures when there is not enough in an account to cover
the purchase. If you need assistance with your budget, contact the ICC President or the SGA
Advisor.
Contracts
Any service being provided for payment during your club activity requires a CONTRACT before
payment can be made. Contracts would include but are not limited to the services of a band,
speaker, D.J., performer, etc. Contracts must accompany the Purchase Request. You may contact
the SGA office for more information concerning contracts and to obtain a blank contract.
Cashboxes
For fundraisers, a cashbook can be helpful to hold tickets, money collected, change, etc. If your club
does not have a cashbox, you should consider purchasing a cashbox.
Depositing Funds
It is the Club’s responsibility to deposit all funds earned or received into their club account.
Deposits are made through the Campus Cashier’s office, using deposit bags that may be purchased
from the MSJCSGA. Deposits should be made in a timely manner, and no off-campus accounts may
be kept. A sample of a completed Deposit Bag is included in the Exhibits section of this handbook.
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
ICC / SGA CLUB EXPENDITURE PROCESS GUIDE
I.
Club Approval
a. Club members must approve club expenditures by majority vote. Vote must be
recorded in club meeting minutes.
b. Club Treasurer will generate an SGA Purchase Request (PR) reporting all required
information. Any invoice(s) and/or receipt(s) must be attached to the PR along with
a copy of the club meeting minutes reflecting approval of the expenditure.
c. Club Treasurer will sign the PR and send the PR with all attachments to Club
President for signature.
d. Club Treasurer or Club President will obtain the signature of the Club Advisor on the
PR.
e. When the PR has all necessary signatures and documentation, the Club Treasurer or
President will pass on the paperwork to the ICC Representative, who will ensure
that the item is placed on the next ICC Agenda.
II.
Inter Club Council (ICC) Approval
a. Each campus club MUST have an ICC Representative to attend all ICC meetings. ICC
meetings are held weekly during the semester, and are video linked to both
campuses.
b. ICC Representatives will ensure that the approved club expenditure is placed on the
next ICC Agenda as an action item for approval.
c. The ICC Representative will submit all original paperwork (PR & attachments) to
the ICC President.
d. After the club expenditure is approved by the ICC Board, the ICC President will
request that the SGA Secretary add the item to the next SGA Agenda, and forward
the PR and attached paperwork to the SGA Treasurer.
III.
Student Government Association (SGA) Approval
a. SGA Treasurer will generate an SGA Purchase Order (PO) and attach to PR
paperwork submitted by the Club.
b. After the club expenditure is approved by the SGA Board, the SGA Treasurer will
obtain the signatures of the SGA President and the SGA Advisor on the PR & PO.
c. The SGA PO, PR, and attachments are then sent to Business Services on the San
Jacinto Campus to be processed.
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FUNDRAISING
Activities and events may not only be fun, but profitable as well. Campus clubs may engage in fund
raising activities to meet the needs of the organization or to raise money for some charitable cause.
Following are some helpful fund raising tips.
Requests for fund raising projects must be approved by the ICC Board and the SGA Board prior to
the event. Appropriate signatures are required on all Activity Request forms.
Expenses incurred to initiate a fundraiser must, in most cases, come from club/organization funds.
Money raised must be deposited with the MSJC Business Office (through the Campus Cashiers). Off
campus bank accounts may not be used. Upon completion of the fundraiser, the revenue earned
must be turned into the Campus Cashiers. Money should never be kept by students overnight or
left in offices. All monies must be deposited within 3 days of the event.
Admission. Admission may be charged to attend an event.
Donations. Donations, in the form of door prizes or underwriting the event, may be obtained from
businesses and individuals. Requesting donations is easy. Sometimes it is as simple as talking
about your event and asking for assistance with what you need: a sponsor for a portion of the event
-- printing costs, refreshments, use of a facility, prizes, or service, like a deejay or speaker.
Raffles. Clubs may not raffle items or sell chances to win items. In March 1978, the County Council
Office determined that raffles were illegal because they were a form of gambling. It is not legal to
sell chances.
Awarding Prizes.
- Prizes may be awarded for a variety of things: feats of skill; answering questions correctly;
the best idea, etc.
- Door Prizes. These prizes are typically given away to event participants, especially if
participants have paid to attend an event.
50/50 Drawings. Tickets may be sold for 50/50 Drawings. How does a 50/50 drawing work?
50% of ticket sales will be paid to the winner of the drawing; 50% of ticket sales will be retained by
the Club.
Items for Sale. Clubs may offer non-food items for sale. These items may advertise the Club as
with t-shirts or sweatshirts; however, other items may be sold, such as paperback books, prepackaged candy (not homemade), and beverages, such as bottled water or juice boxes. Clubs may
not sell items that are sold in the bookstore.
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
FUNDRAISING
Items Clubs May Not Sell. Clubs may not be in competition with the on-campus Bookstore or
Cafeteria. Neither may clubs sell home-made food items – bake sale items; ethnic specialties, etc.
The only exception to the no-food rule is pre-packaged candy items.
Beverages for Sale.
- Bottled water may be sold on campus.
- Coca Cola products may be sold on campus, with the approval of the Catering Manager.
Please note that MSJC has a contract with Coca Cola Company, and that contract stipulates
that only Coke products may be offered on campus. This stipulation includes soft drinks as
well as energy drinks.
- Alcoholic beverages or any other intoxicant drugs may not be sold or distributed by clubs.
District Policy states that use of alcoholic beverages or any other intoxicant drugs is
prohibited on District property and at any college sponsored or related activity regardless
of its location.
To expend the club funds, the club advisor and student representative must submit a requisition for
the amount needed. If personal monies are spent for the club items, the advisor and student
representative must submit a requisition and attach the proper receipts in order to receive
reimbursement. For more information on this process, see the ICC/SGA Club Expenditure Process
Guide in this handbook.
Any prepayments (also called advance funding) made for and charged to a club must be reconciled
by depositing unused money and submitting receipts and/ or invoices for the balance before
another advance will be issued. All advances/funds will be issued to advisors only.
Try to arrange your fundraisers in conjunction with the ICC and SGA sponsored activities. These
activities are usually well publicized, and your club can take advantage of the number of students
that are attracted to the event. Variety is the key here. Try something new each time.
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
POLICIES RELATED TO CLUBS
Club Charter
-
Clubs must have a charter/constitution that has been approved by the SGA Advisor and the
SGA Senate.
-
Clubs must recharter each year by completing the forms provided by the SGA.
Club Finances/ Fund Raising
-
Clubs may engage in fund raising activities to meet the needs of the organization or to raise
money for some charitable cause. Please review the details for fund raising in this
handbook.
Sign Marking and Posting
-
Flyers and posters must be approved by the Club Advisor, then approved and stamped in
the SGA Office. Only ten small flyers and two large posters will be allowed per event. Signs
and posters are approved for 2 weeks prior to the event. SGA will post and remove flyers.
Flyers must be 8½ x 11, or smaller.
-
Use push pins or thumb tacks to post approved announcements on bulletin boards. DO NOT
USE STAPLES OR TAPE.
-
Do not cover windows with material.
-
Do not post on trees.
Sponsoring Events
-
Follow district policies; complete the facilities request and return it to the SGA Office;
contact security (allow them to decide if an officer should attend the event); and have an
advisor at the event.
Travel
-
Get appropriate approvals as for a field trip. File the Field Trip Request Form.
-
All travel advances must be followed up with an itemized expense claim form which must
be reviewed by the SGA Advisor and Business Office.
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MT. SAN JACINTO CAMPUS CLUB HANDBOOK
POLICIES RELATED TO CLUBS
Alcoholic Beverages or other Intoxicant Drugs
-
District policy states that all use of alcoholic beverages or any other intoxicant drugs are
prohibited on District property and at any college sponsored or related activity regardless
of its location. These include activities in which school funds are used and/or the club or
organization is representing Mt. San Jacinto College.
Facility Use
-
Rooms may be reserved by the club advisor by completing a room request form and
submitting it to the appropriate person.
Media Equipment
-
Your advisor must request the use of media equipment through the Audio/Visual office.
Clean Up
-
The sponsoring organization is responsible for a reasonable amount of the clean-up after
the event. All loose trash should be picked up. All furniture should be returned to its
original place. All decorations, tapes and tacks should be removed.
-
The facility should be ready for use by the regular users after the clean-up is concluded.
Damages
-
The sponsoring organization will be liable for damages to the facility caused by people
attending the event.
Evaluation
-
An event evaluation form should be completed and a copy should be turned into the Club
Advisor and used as a reference for future events.
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EXHIBITS
-
CLUB MEMBERSHIP FORM
-
EVENT AND ACTIVITIES PLANNING FORM
-
PURCHASE REQUEST
-
DEPOSIT BAG
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