Club Info Meeting

1. Club Info Meeting Rosendo Anguiano Sainz, ASB VP & Club Rep Kyle Ferguson, ASB Treasurer

2. Welcome! Agenda • Attendance • Club forms • Club Finances(fundraising, spending) • Club meeting times/minutes • Club Binder • Club Budget • Club info/questions

3. Club Formsall club forms must be filled out digitally All club forms can be found on the Inspire website under the student tab>ASB>forms or on the K-drive under the ASB folder>current ASB forms. Please do not override the templates- Always SAVE AS into your own folder. • Club Application/information forms.- To be an official club. • Club Constitution. • All club forms must be resubmitted ANNUALLY. • All club forms must be typed and signed by the club advisor and turned in to Student Government for approval. • It is highly recommended you save all your forms to a folder for your own records. • NOTE: If a club has not been officially approved by Student Government, there shall be no activity from that club of any type shape or form.

4. Financial MattersFinancial transactions will go from student government to Mrs. Luther. • Fundraising- If your club is planning on fundraising you must fill out a fundraising form 4 weeks prior to the event. (only fill out and print the first 2 pages. The 3r page can be filled out after the event for your own records) • The fundraising form can be found in the same location as the club forms. • Fill out the form, print originals in color, obtain all necessary forms and turn it in to Student Government for approval (Isern’s mail box in office). • Make copies for your own records and file in your club binder. • It is recommended clubs save all forms digitally to a folder for their own records. • Note: Student Government meets only on A days and all financial transactions only happen on Thursdays through Mrs. Luther.

5. Cash box • If your club is planning on handling money, you will need a cash box. You can check one out from Student Government a week prior to your event. • If your club is financially active we recommend you invest in a cash box. • If your event requires staring cash, you must fill out a Change request Form a week prior to the event. (This form can be found in the same location as all other ASB related forms). • Cash request forms go directly to Mrs. Luther in the office, they do not need to go through Student Government first. • Make a copy for your own records and file in your binder.

6. Spending MoneyRequisition form • If your club has funds and would like to spend money you must fill out a Requisition Form.(The Requisition Form can be found in the same location as all other club forms) • Requisition Forms must be turned in 2 weeks prior to spending. • A club may loan a small amount of money ($200) in order to start a fundraiser, as long as the Fundraising Form shows how they club will profit and repay the amount loanedfrom Student Government. • Original Requisition Forms must be printed in color, signed by both club advisor and club officer and turned in to Mrs. Luther. • Clubs with a deficit will not be allowed to spend any money until they have paid off the deficit. (a one time loan of $100 can be obtained as needed in order to start a fundraiser to pay off the debt they have).

7. Procedures for selling items.Food items are tricky- if you are planning on selling food items please check in with Student Government so we can help you directly. • Prepare Ticket Tracker/Sales Tracker form • Prepare cash box- Mrs. Luther can assist with this when you pick up your starting cash. • Sell • Keep cash secure • Prepare deposit within 24hours of event. • Complete page 3 of Fundraising Form for your own records. • Keep all paperwork and records in your club binder.

8. Running a Club • Job of President • Job of Treasurer • Organizational Suggestions

9. President • Presiding officer • Runs meetings and keeps minutes • Keeps an organized binder and digital records • The “face” of your club • Point person for contacting your club

10. Treasurer • Handles all financial records • Works closely with Mrs. Luther • Proposes club budget • Prepares club budget for the following fiscal year • Use the budget from this year as a template for next year’s budget. We will be requesting one at the end of the year for next year.

11. Club Organization/Activity • Keep a well organized binder • Keep hard copies of everything • Online storage/record keeping- choose one for your club • Google Drive • Dropbox • K-drive • Keep a record of meeting times/dates and attendance. • Keep a record of agendas and minutes of agendas, especially if you vote on spending money. We must have a record for our audit. • Take photos of what you do!

12. One-On-One Meetings • Legal information • Fundraising • Other • Meetings can be scheduled by appointment.

13. Contact Info • Rosendo Anguiano Sainz- ASB VP / Club Rep • Email: rosendosainz@gmail.com • Kyle Ferguson- ASB Treasurer • Email: kgferguson99@gmail.com • Mr. Isern- ASB Advisor • Email: aisern@chicousd.org • Mrs. Luther- Inspire Comptroller • Email: dluther@chicousd.org Resources- Inspire website, student tab > ASB. Inspirecusd.org

14. Questions? Comments? Concerns?