All Clubs Meeting 2012 – 2013 Welcome!

Introduction Mr. Willer: IHS Activities Director Julianne Vinh: ASB Clubs Commissioner Roderick Pulido: ASB Clubs Assistant Ms. Menke: Accounts Clerk Mr. Jackson: AP for Activities Questions or concerns?

Club Necessities In order to remain an active club at Irvington: 1.Submit Club Registration Form to ASB 2.All club transactions must go through Club Account 3.Follow the Master Calendar when planning all activities 4.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 Process 1.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 Form 4.Obtain and fill out Master Calendar Request Form completely 5.Turn into SU for ASB approval

Facility Use If 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. Arrangements Valhalla: Must contact & reserve with Mr. DiLorenzo beforehand and obtain Valhalla Use Form Gym: 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 way 2.Be open to all Irvington High School students

Service/Community Event Process One 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 Form If 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 Activities 1.Raffles/Games of chance 2.Rides (mechanical or animal) 3.Anything involving darts, arrows, etc. 4.Anything involving throwing objects at a live target 5.Water tanks 6.Destruction of old cars or similar objects with hammers, etc. 7.Sales of cosmetics, used jewelry or clothing 8.Rental of district-owned facility equipment to outside groups 9.Trampolines or mini-trampolines 10.Car washes

Publicity Posters 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.

Publicity Rules 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 warning 2.One month probation ▫No fundraisers, service events, etc. & frozen Club Account 3.Ban for one calendar year

Recap Forms 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 Info Julianne Vinh – Clubs Commissioner Phone: (408) Roderick Pulido – Clubs Assistant Phone: (510) Mr. Willer – ASB Activities Director Ms. Graves – Facilities Use Ms. Menke – Accounts Clerk

Thank you! Any questions?