Dear Club Advisors,
To become an official club at Vista del Lago High School, a charter process needs to be followed. By
completing the following process and meeting the criteria, the club will become officially chartered and will
be able to access all the rights afforded to the club. Some examples are: accessing morning announcements,
holding meetings, campus fundraising (which has changed drastically this year because of new state
guidelines), and service learning projects in the community. To do so, here are the criteria you must follow:
1.
2.
3.
4.
Advisors must be a certified staff member. This means a teacher, counselor, or an administrator.
You must complete and return a Club Application.
Hold a meeting and elect club officers (President, Vice President, Secretary, Treasurer).
You must have a constitution (charter), which includes a statement of purpose and a list of
eligibility requirements.
5. You need to open an ASB account with the student accounts clerk by giving her a signed copy of your
constitution.
6. If your club’s single purpose is to create an opportunity for students to meet with other students and you
will NEVER be fundraising or electing officers, then please state that in your statement of purpose in
your constitution. Instead of officers, you could have a rotating “captain” every time your group meets.
Taking minutes will not be necessary. However, the ASB VP will be checking in with you from time to
time.
7. All members need to meet the eligibility requirements.
8. The constitution must be ratified by the ASB Executive Council.
9. All club advisors need to sign the constitution and then submit it to the Activities Director, who will in
turn give it to the Student Council for club approval.
10. No fundraising may take place without filling out a “Fundraising Event Form” and receiving approval
from Student Council.
11. If you need a cash box for a fundraising event, you must (in writing) ask our student accounts clerk 24
hours in advance, pick it up from her, and return it to her as soon as the event is over (or the next
morning). No money should ever go home with any student. Advisors need to take responsibility for
all monies. Monies should be tabulated by the club treasurer and the advisor, on Cash Reconciliation
Forms (available in the Student Accts. Office).
12. An advisor has to be present at all events (community service projects), oversee fundraising, be
responsible for cash boxes etc. Advisors also have to be present at all meetings or activities that are
sponsored by your club.
Your ASB officer who is your club liaison is Kirsten Flores. He will be checking in with you from time to
time to see if you have any questions or need help with anything.
Thank you for putting up with all of these forms and attempts to do things the right way. Your students may
not tell you, but they appreciate you being there for them a lot! I do too! Please see me if you have any
questions.
Sincerely,
Heidi Schultz ~ Director of Student Activities
Forms and Explanations:
#1. CONTRACT FOR ACTIVITY PARTICIPATION: Every student has to have one of these filled out.
You are responsible for distributing them and collecting them. This is a district form. Without them
students are not “supposed” to participate in one event. Keep it in a file for the year. Give a new one to each
new student who may come along and join your club.
#2. Student Activity Permission Form: This is a 2-sided form that has to be filled out by every student per
each different event that he/she may be attending, and signed by the parents so that you know that the parents
know that Susie is actually attending your function at the park, and not really going to Bobby’s house. (Do
you love the analogy???) Side one is for an off-campus event. Side two is to be filled out ONLY if students
are participating in an event during the school day. (I will put some in your mailboxes.)
#3. Community Service Approval Request: This new form is to make sure that no one is competing to do
the same community service event and that there is proper supervision. It needs to be filled out and
submitted to Student Council for approval (just to calendarize it), and then a copy of it will be returned to
you for your files.
#4. Fund raiser Request Form: This last form is to be filled out everytime a club/organization wishes to
hold a fundraiser of any kind (on campus and off campus (car wash)). Again, this is just to make sure that
clubs are not all selling or competing for the student body’s attention at the same time. Also, with the new
“health” rules in California, no one is allowed to sell cookies, candy etc. on campus unless they are SB 12
compliant. If you are going to have a fundraiser, you need to request a cash box from Student Accounts 3 –
5 days in advance of the event. You also have to have an established account, which cannot happen without
a completed and approved constitution on file.
#5. Sample Constitution and Sample Minutes attachments: Please use the attached outline of a typical
constitution and complete it with your particular information (pertinent to your club). The Activities
Director must have a copy of all club constitutions on file, so that they are readily available for inspection
and for approval by ASB. There is also a “sample” outline of an agenda and how to do the minutes (which
are required of the secretary of each club). Minutes may be handwritten during the meeting, then typed for
approval at the next meeting. Please make sure that all of those present during the meeting sign in and their
names are included in the typed minutes as “present” at that meeting.
Thank you for putting up with all of these forms and attempts to do things the right way. Your students may
not tell you, but they appreciate you being there for them a lot! I do too! Please see me if you have any
questions.
Thanks,
Heidi Schultz ~ Director of Student Activities
Sample Outline
Of Meeting Minutes
I.
Call to Order
A. President calls meeting to order at (note the date and time the meeting was called to order.
B. List all the names of members present (a good way to do this is to pass around a “sign in”
sheet).
II.
Approval of Minutes
A. A few copies of the previous meeting’s minutes should be available for members
to read. Someone needs to “move” (make a motion) to approve minutes from the
last meeting. (Note who makes the motion and who seconds it.) If there are
corrections to the minutes, then make the changes and the president can then ask
if the minutes are approved as corrected.
B. Following a vote from the group, state whether the motion passed or failed for the
secretary to note in the minutes.
III.
Treasurer’s Report
A. Name the person who “moved” to accept the treasurer’s report and who seconded it.
B. Following a vote from the group, state whether the motion passed or failed.
IV.
Old Business
A. Discuss any business or issues that were addressed during the previous meeting.
V.
New Business
A. Discuss any new business (items) that need to be discussed at this new meeting.
VI.
Next Meeting
A. It is necessary to state when, where, and what time the next meeting is.
VII.
Adjourned
A. Note who moves to adjourn the meeting, who seconded it, and the time it is adjourned.
Respectfully Submitted: _________________________________________
(signature of secretary should be on this line of the typed minutes that are being
submitted for approval at each meeting)
(Note: The secretary should take notes and then type them up and bring it (and copies of it) to the next meeting.
Agendas for future meetings should be based on the previous week’s meeting minutes. All minutes should be signed
as shown above. The president and the secretary should create an agenda for the next meeting. Ask your advisor for
guidance when necessary.)
Club Officer Job Descriptions
President:
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Presides over the meetings
Prepares agenda for each meeting w/secretary
Ensures order through the use of parliamentary procedure
Establishes committees as needed
Monitors the status and follow through all of the committee work
VICE PRESIDENT:
 Takes over the presidents duties when the president is absent
 Serves in any capacity the president assigns
Secretary:
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Records minutes at the general meetings and executive board meetings
Presents typed previous minutes for approval at each meeting
Keeps club attendance and project records
Handles all club correspondence in timely fashion
Treasurer:
 Collects and banks all monies collected to student accounts clerk
 Maintains an accurate record of club finances
 Presents records for approval at board and general meetings
Webmaster (can be shared with other position):
 Updates club website and calendar monthly at the very least
 Reports website and calendar updates to the president and StuGov as a part of the monthly tracker
(Note: It is a good idea to show this to the soon-to-be officers so they have an idea of
what their job will entail)