SOMERSET ACADEMY CHARTER SCHOOL IOC MEETING AUGUST 28, 2014

SGA OFFICERS Maria Fernanda Suarez, SGA President Sara Iber, 1 st Vice President Alyssa Stewart, 2 nd Vice President Matthew Bonachea, Secretary Christina Vazquez, Historian Syed Hassan, Liaison Executive Assistants: Etta Conteh, Ana Suarez, Laura Munoz, Ramona Parkash, Anthony O’Neil, Daniela Aleman, Jessica York, Tatiana Arce, Zaria Woods, Naimah Woods, Jahmawry Porter, Martai McCullough Ms. Christy Stewart, SGA Sponsor, Lead Teacher/Activities Director

IOC OVERVIEW Welcome to the ! Purpose of the IOC: The Inter-Organizational Council is the periodic gathering of all the Vice Presidents of Somerset Academy’s Organizations. These meetings will provide you with important information that you, VPs, must take back to your group to share! The SGA is here to answer questions and solve problems between clubs. Please be ready to share ideas and offer solutions!

MASTER CALENDAR ALL activities that occur on or off the campus, both during and after school, MUST be scheduled on the master calendar. All activities must receive approval by the administration. DO NOT START PLANNING YOUR ACTIVITY, SIGN CONTRACTS NOR ANY DOCUMENTS UNTIL YOU RECEIVE AN APPROVAL!

STUDENT ORGANIZATIONS Elected Office (SGA/Class Officers) Honor Societies (GPA/Class Requirements Needed) Service Clubs (Volunteer Hours Required) Interest Clubs (No GPA, No Grade Level Requirements)

CLUB RULES & REGULATIONS 2 general meetings per month Honor Societies MUST offer weekly after-school tutoring (counts as service project) Minimum of 20 members per school year Active membership of at least 10 students Up-to-date Club Folder in the Activities Office (will be checked at the end of each month) One school/community service project per quarter Proper handling of all monies – ONLY SPONSORS CAN RECAP $ Assigned bulletin boards must be completed within the first week of assigned month All announcements, posters, banners and/or flyers must be approved by the Activities Office before distribution or display (stamped). CANNOT TAPE FLYERS TO LE CAFÉ./NO DUCT TAPE

CLUB RESPONSIBILITIES Adhere to all procedures pertaining to Activities. Complete Fundraising and Activities Forms in a timely manner. Sponsor MUST be present at all meetings/club functions. Support/participate in school activities: Homecoming Week, Multicultural Festival, Induction Ceremonies, Tutoring, etc. Sponsor must update and maintain the club’s page on the school website. Communicate with Activities Office to announce meetings, events and fundraising initiatives.

CLUB SHIRTS Create and sell a club/class shirt (most clubs charge $15 per shirt). Must have shirts before Nov. 13 th for Yearbook Club Pictures. SHIRTS MUST HAVE CLUB NAME AND SOMERSET ACADEMY ON IT! Class of 20____ and Somerset Academy Classes must select a color…sponsor must Ms. Stewart Hoodies must also have Club Name and Somerset Academy All designs must be approved by Ms. Stewart

CLUB RECRUITMENT Fall: September 8 – 19, 2014 Spring: January 12 – 23, 2015 During this time, have open meetings to recruit members. Make banners, posters, morning announcements. Honor societies must cross-reference GPA and requirements before students are accepted. Have Induction Ceremonies in April/May for Fall/Spring new members. Once new member has been accepted, have members create a “tag” that the new member can wear to show they have been accepted to the club. New members must pay their dues ONLINE to be active and added to your membership list, which must be placed in the Club’s Activities Folder

FINES The SGA secretaries will review the Club Folders at the end of each month. If your club is out of compliance, you will receive a warning. If your club continues to be out of compliance, it will be fined and/or placed on probation/terminated for the following reasons: folder not maintained non-participation in mandatory school events not maintaining bulletin board non-participation in IOC meetings

FUNDRAISING PROCEDURES The Activities Office MUST pre-approve all fundraising activities. Forms are available in the Activities Office. Fundraising applications must be turned in 30 days in advance of requested sale date. Do NOT expect your application to be approved when submitted! Approved fundraisers will receive a Fundraising Sticker which must be placed on the box of items that are being sold. If the sticker is not placed on the box, Security/Activities Office will confiscate the items.

FUNDRAISING PROCEDURES Fundraising items can only be sold during approved fundraising period. Sponsor must keep accurate records of all financial activities (recap sheets and/or receipts). Your sponsor must deposit your funds daily with the Treasurer. DO NOT LEAVE MONEY IN THE CLASSROOM, REGARDLESS OF THE AMOUNT…YOU ARE RESPONSIBLE FOR IT!! Collections for performances, dances or services rendered (car washes, etc.) must be controlled by tickets. NO homemade baked goods are allowed to be sold!

FUNDRAISING PROCEDURES ALL purchase of materials, fundraising items or supplies are to be made without the approval from the Treasurer and Principal. A Purchase Order Form MUST be completed PRIOR to buying items. Students or Parents WILL NOT be reimbursed for items purchased. Parents may get volunteer hours with a receipt for items purchased.

FIELD TRIPS Teacher (Domestic Trips) Department Chair (if applicable) Activities Director Administration Teacher (International/Water Based Trips ) Activities DirectorAdministration Somerset Academy Inc., Board Members

FIELD TRIPS Domestic trip procedures must begin at least 30 days prior to the planned trip. International trip procedures must begin at least 6 months prior to planned trip. Sponsor must complete Field Trip Packet in its entirety and meet all of the guidelines listed in the Field Trip Approval Cover Sheet. Sponsor must ensure that the student field trip form is completed in its entirety (parent/teacher signatures, contact numbers, medical information, insurance information). TRIP WILL BE DENIED IF NECESSARY FORMS ARE NOT SUBMITTED WITH TIMEFRAME.

NEXT IOC MEETING: SEPTEMBER 18 TH Club: meeting days, room location Honor Society: tutoring days, room location A NEW list of all your officers and members with following: Member Data Form Club Officer contracts Club meeting minutes for August/September Homecoming Theme (bring at least 3 ideas)

DO NOT FORGET… Secretaries must keep accurate Minutes of all meetings. Minutes are notes about what occurred in the meeting. They must be typed. We will begin checking folders on October 1 st. Your club will be fined if folders are not up to date with all of the items requested. September bulletin boards must be done by Sept. 5 th. Banner paper and paints will only be available from the Activities Office after 2:45pm. Club Dues are due by October 1 st SGA Officers will be visiting your meetings throughout the year. ORGANIZATION IS ESSENTIAL!

OTHER INFO… Probation/Termination of Members:  If members are not meeting their responsibility based on your club’s by-laws, they can be placed on probation. If after the probationary period the member is still not in compliance, they may be terminated. Probation/Termination of Clubs:  If Clubs are not meeting their responsibility based the SGA’s by-laws, they can be placed on probation. If after the probationary period the Club is still not in compliance, they may be terminated and cannot be reinstated for a year.

HOMECOMING 2014 Homecoming Week: October All CLUBS MUST PARTICIPATE! At the next IOC Meeting (9/18), your VP’s will bring 3 possible choices…Floats must represent a famous American place, monument or attraction. (ex. “Disney World”) NOT a state (ex. Florida). Be creative! Priority Picks: 1 st : Seniors, 2 nd : Juniors, 3 rd : Sophomores, 4 th : Freshmen…then last year’s 1 st, 2 nd and 3 rd place winners. Then all others are randomly picked (lottery style).

THANK YOU! Student Government Association and the Activities Team thank you for your assistance and enthusiasm in participating and providing this wonderful school spirit!