1. SOMERSET ACADEMY CHARTER SCHOOL
IOC MEETING
August 31, 2017

2. SGA Officers Christine Garcia, President Nick Mijares, Vice President
Board Members:
Linsey Acosta
Veronica Alvarez
Sonays Amaya
Emily Bolaños
Valentina Calderon
Tajay Coote
Kyla Ervin
Yami Garcia
Natalia Hernandez
Zoe Lee
Mia Liu
Steven Maya
Nicole Miller
Anakarina Mokharty
Anthony Montero
Daniel Padron
Manny Pon
Rachel Rios
Erika Salazar
Ariel Tarrago
SGA Officers
Christine Garcia, President
Nick Mijares, Vice President
Donna De Castro, Secretary
Kayla Stewart, Historian
Kolade Tella, Liaison
Ms. Christy Stewart,
SGA Sponsor, Lead Teacher/Activities Director

3. Welcome to the 2017-18 School Year!
IOC OVERVIEW
Welcome to the School Year!
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 must take back to your club to share!
SGA is here to answer questions and solve problems between clubs. Please be ready to share ideas and offer solutions!

4. 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 APPROVAL!

5. 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)

6. CLUB RULES & REGULATIONS
2 general meetings per month
Honor Societies MUST offer weekly after-school tutoring (counts as service project)
TUTORING MUST START THE WEEK OF SEPTEMBER 25th!
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 (Honor Societies and Service Organizations)
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). FLYERS CANNOT BE TAPED TO LE CAFÉ. NO DUCT TAPE MAY BE USED.

7. 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.

8. CLUB RECRUITMENT Fall: September 5 – 15, 2017
Spring: January 16 – 26, 2018
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

9. CLUB SHIRTS SHIRTS MUST HAVE CLUB NAME AND SOMERSET ACADEMY ON IT!
Create and sell a club/class shirt (most clubs charge $15 per shirt and include it in the club dues).
Have shirts by NOVEMBER 3RD!!!
SHIRTS MUST HAVE CLUB NAME AND
SOMERSET ACADEMY ON IT!
Classes: Class of 20____ , Grade Distinction (ex. SENIORS, 8TH GRADERS) AND Somerset Academy
Classes must select a color…sponsor must Ms. Stewart
Seniors: Black Juniors: White Sophomores: Light Gray Freshmen: ? th: Purple 7th: Burgandy 6th: Seafoam Teal
Hoodies must also have Club Name and Somerset Academy
All designs must be approved by Ms. Stewart

10. CLUB PICTURES
We will NOT have a club picture day in November nor a group picture day in January (only Seniors).
All Class Officers, Clubs and Honor Societies have to arrange their own picture day in the month of NOVEMBER with the Yearbook Staff. Pictures must be taken afterschool. NO PICTURES WILL BE TAKEN DURING THE SCHOOL DAY.
In order to take a club picture, your club MUST wear their shirts.
All clubs are charged a $50 Yearbook Picture Fee.

11. FINES folder not maintained
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

12. 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. You can only sell during your allotted timeframe.
MUST COMPLETE A CLOSING REPORT AFTER EACH FUNDRAISER!

13. 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!

14. 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.

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

16. 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.

19. 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.

20. ORGANIZATION IS ESSENTIAL!
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 2ND .
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. 8th . Banner paper and paints will only be available from the Activities Office after 2:45pm.
Club Dues are due by October 2ND .
SGA Officers will be visiting your meetings throughout the year.
ORGANIZATION IS ESSENTIAL!

21. Bulletin Board Assignments: SEPTEMBER
·         6th Grade:  Bldg. B (small case)
·         9th Grade:  Bldg. D (big case)
·         GGIT/Ingenium:  Bldg. E/1st Floor (near 310)
·         Rho Kappa:  Bldg. E/2nd Floor (near 404)
·         Tri-M:  Bldg. F/1st Floor (near 316)
·         Yearbook :  Bldg. F/1st Floor (near 315)
·         Science Hon0r:  Bldg. F/2nd  (near 416)
·         Spanish Honor:  Bldg. F/2nd Floor (near 415)
·         empowerME:  ALL CAMPUS

22. “Pepper is Going to Party Like It’s 1999!”
HOMECOMING 2017
“Pepper is Going to Party Like It’s 1999!”
Homecoming Week: October 16-20th
90’s Theme (Band/Singer, Movie or TV Show)
All CLUBS MUST PARTICIPATE!
Capping-off reimbursement at $500
Including for color wars and floats
Get donations!!

23. Homecoming 2017
At the next IOC Meeting (9/14/17), your VP’s will bring 3 possible choices… Floats must represent a band/singer, movie or TV show from the 90’s. Be creative!
Priority Picks: 1st: Seniors, 2nd: Juniors, rd: Sophomores, 4th: Freshmen… then last year’s 1st Place (N/A 2017 Seniors), 2nd Place (Spanish Honor) and 3rd Place (Amnesty International) winners. Then all others are randomly picked (lottery style).

24. $5 Friday, 9/15/17 Hurricane Harvey Relief Fundraiser!
Get your wristband in the
Activities Office from 9/11-15/17
Dress up in your best country apparel…
Cowboy boots, hats, bandanas & jeans!

25. Next IOC Meeting: September 14th
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)

26. somersetpanthers @Panthers_SA
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@Panthers_SA

27. Go Panthers! Panther Pride!
THANK YOU!
Go Panthers!
Student Government Association and the Activities Team thank you for your assistance and enthusiasm in participating and providing this wonderful school spirit!
Panther
Pride!