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HOW TO START OR
RECHARTER A CLUB
GENERAL INFO
INTENT TO ORGANIZE
CHARTER/RECHARTER APPLICATION
CONSTITUTION REQUIREMENTS
CONSTITUTION
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CLUBS AND ACTIVITIES
Starting clubs offers extensive opportunities for all students to participate in the
activities of their choice as an integral part of their total school program. Club and class
experiences are designed to help satisfy the recreational, social, emotional, and extended
academic needs and interests of all students.
Opportunities are provided for young people with varied ethnic and social
backgrounds to come together to share common interests and to increase understanding,
cooperation and acceptance of each other. The development of democratic values,
positive leadership, and responsible citizenship are major objectives.
Mesa Public School District is proud of the Activities program, its dedicated sponsors,
responsible student leaders, and enthusiastic members. We are especially proud of its
excellent reputation and good community relations established not only by the activities
but also by the manner in which the students conduct themselves in and out of school. It
is a standard that will be upheld.
HOW TO FORM NEW CLUBS AND ORGANIZATIONS The following steps must be completed when forming a new club.
1. A faculty sponsor must be willing to take responsibility for the club.
2. There must be at least fifteen (15) members to form a club (unless special
permission is granted by principal).
3. Obtain an “Intent to Organize” form from the Student Activities Office Secretary.
4. A constitution and charter application approved by the sponsor must be submitted
to and approved by the Student Council and the school administration.
5. No club activities may be held until the charter application and constitution have
been approved.
Sponsor’s Responsibilities:
1. Supervise all student fund transactions.
2. Provide training/orientation session for each student officer including use of
forms and record keeping.
3. Follow procedures for school activities as outlined in Governing Board Policy,
District Policy, and the Club Sponsor Handbook.
4. Sponsor must keep a copy of minutes of meetings on file for three years.
5. Submit names of club officers to school activities secretary when submitting
Recharter each year.
6. Any meeting of an organization or club on campus must have the presence of a
teacher/sponsor. A sponsor must be present during the placing or removing of
decorations, rehearsal of a program or during any event in which club members
are involved.
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SECTION 1
SO YOU WANNA START A CLUB OR RECHARTER . . .
(Read On!)
Organizing A New Club
1. Any group planning to organize a club is required to file an “Intent to Organize”
form with the assistant principal in charge of student activities before any
organizational meetings are held.
2. A group of (15) or more students (unless permission is granted by principal) with
a faculty sponsor may officially be recognized only after a charter has been
obtained from Student Council. A list of members and copies of the constitution
must be filed with the Activities Secretary prior to charter approval.
3. The club president is required to file with the assistant principal in charge of
activities a list of the names of the club officers.
4. Each club is required to submit a proposed meeting time and day to Student
Council for approval. If possible, an attempt will be made to prevent conflicts in
meeting time and dates.
Requirements for Renewal of Club Operation
1. A club must have at least one faculty sponsor. Sponsors are responsible for the
supervision of meetings, of service projects, of social functions, and of financial
dealings of the club.
2. Each year a club is required to submit names of at least (15) members to the
Student council before it is recognized as a campus organization.
3. Each club is required to submit an Application for Re-chartering with a list of
club members and officers to the Student Activities Secretary. In addition, an
updated copy of the club constitution must be filed with Student Council and the
Student Activities Secretary.
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RECHARTERING
APPLICATON TIME:
Yearly, each club, including athletic clubs, must
submit to the Student Council:
1. An “Application for Club Charter/Rechartering”
(Example C) before it is recognized as a campus
organization.
2. Proposed meeting time and day for approval and
to prevent conflicts in meeting times and dates.
3. Budget for upcoming year (if you have an
account).
ORGANIZING
AN NEW CLUB
Any group planning to organize a new club is required
to:
1. Obtain and complete an “Intent to Organize” form
(Example A)
and present to the Activities Administrator before any
organizational meeting is held.
2. Within one month, file an “Application for Club
Charter/Recharter” (Example C) and submit a Club
Constitution (Example B) to the Student Council.
3. Forms can also be obtained from the Activities
Secretary.
4. Submit a proposed meeting time and day to the
Student Council for approval. If possible, an attempt
will be made to prevent conflicts in meeting time and
dates.
PRIVILEGES OF
RECOGNIZED CLUBS
Those clubs conforming to (Your School) rules and the
Constitution of Student Government, having an
approved constitution on file with the Assistant
Principle are entitled to:
1. Place posters around campus.
2. Use daily bulletins.
3. Use school facilities for activities.
4. Conduct approved fundraisers.
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Example A
INTENT TO ORGANIZE A CLUB
Proposed name (if known) __________________________________________________
Purpose_________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Sponsor (if known) _______________________________________________________
________________________________________________________________________
________________________________________________________________________
Type of Club:
______ Subject Matter
______ Service
______ Professionally Oriented
______ Connected with Community Organization
______ Other
____________________________
Name
An application for charter and a copy of the constitution must be filed within one month
of this application, unless an extension of time has been granted by the Assistant
Principal in charge of student activities.
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EXAMPLE B
REQUIREMENTS FOR CLUB CONSTITUTION
1. Name of Club
2. Purpose of Club
3. Officers
a. Qualifications
b. Duties
c. Method of Election
d. Removal from Office
4. Membership
a. Number of:
1. Charter … charter members are the students who organize the original
club.
2. Regular … only if you feel the club should be limited. Otherwise, state
membership is unlimited.
b. Type … male only … female only … or mixed.
c. Expulsion … explain the reasons (such as: nonattendance, tardiness, etc.)
and methods to be used.
5. Meetings:
a. Quorum necessary to hold meetings.
b. Time and day of the meetings.
6. Ratification of constitution … such as “This constitution shall become effective
when approved by the student council and by a ¾ vote of the club members.”
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Club # _______
School Year _______
APPLICATION FOR
CHARTERING OR RECHARTING A CLUB (Circle One)
Name of Organization: ____________________________________________________
Purpose of Organization: __________________________________________________
______________________________________________________________________
______________________________________________________________________
Faculty sponsor: ________________________________________________________
Members: (15 required)
1. 7. 13.
2. 8. 14.
3. 9. 15.
4. 10.
5. 11.
6. 12.
Meeting Place: ___________________________________________________________
Officers:
President_____________________________________________________________
Vice President ________________________________________________________
Secretary ____________________________________________________________
Treasurer ____________________________________________________________
Is the constitution of your club on file in the Assistant Principal’s Office?
_______ Yes ______No
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SAMPLE
(NAME OF YOUR SCHOOL) LITERARTY CLUB CONSTITUTION
Purpose: The LITERARY CLUB will produce a school magazine
featuring the writing and art of (name of your school)
students and faculty.
Membership: Membership is open to all students and faculty of (name of your
school). To be an official member, a student must enroll at one of
organizational meetings held within the first two months of the
school year. (The executive committee, with approval of faculty
sponsor, may elect to open enrollment at other times during the
year.)
Organization: The club will be led by an executive committee consisting of the
following officers whose duties are specified below.
President: Conducts meetings, appoints committee chairs
and members to committees.
Vice President: Assumes president’s duties in case of
President’s absence, resignation, or removal
from office. The Vice President is responsible
for chairing all fundraising activities
including magazine sales.
The Vice President also serves as Assistant
Editor.
Secretary: Keeps minutes of all meetings, takes roll,
completes forms necessary for conducting
club business, and writes all correspondence.
Assists Vice President in fundraising.
Treasurer: Maintains financial records.
Publicist: Publicizes times and dates of meeting and
activities. Maintains scrapbooks. Solicits
entries for the magazine.
The executive committee will establish the general goals for the year, determine the
standing committees necessary for accomplishing those goals, and establish the agenda
for all meetings by holding an executive committee meeting before each general meeting.
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Meetings: Meetings will be held regularly and times and dates will be publicized in
advance.
Decisions concerning service projects, fundraising activities, and social
events shall be made by a majority vote of members in attendance at the
club meetings. All such activities will be keeping with the expressed
purpose of the club and within the guidelines established by (your school)
Student Council.
Elections: Elections will be held in the spring to determine officers for the coming
year. A quorum (simple majority) of active members must be in
attendance at the election meeting. The number of active members shall
be the average number in attendance at the proceeding two meetings.
Nominations will be open to all member whose grades meet the standards
set by the district and/or state. Nominees for President must have
recommendations from two teachers and approval by the sponsor.
A secret ballot will be held. A Candidate receiving the majority of the
votes cast will be elected to the office.
In case of a resignation, the acting president may, with sponsor’s
approval, call a special election.
Amendments: This Constitution will be considered ratified when approved by 2/3
of the voting members.
This constitution may be amended or changed at any regular meeting
by a 2/3 vote of members present
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SAMPLE II
(Your School Name)
Student Council Constitution
Preamble
We, the students of (name of your school) do hereby establish this
constitution to provide for the development of a school democracy, to
promote respect for the rights of all, and to keep and improve upon the high
standards that have been established for this organization.
Article I
Name
Section 1. The name of this organization shall be (Your school name)
Student Council.
Article II
Membership
Section 1. All registered students (your school name) belong to this
organization.
Article III
Purposes
Section 1. The purposes of this organization shall be to:
A. Represent students in the exchange of ideas with the
school administration.
B. Schedule and encourage the students to participate in
school activities.
C. Encourage the practice of good citizenship and to serve
as an example in leadership.
D. Promote and encourage necessary regulations for
assemblies, sidewalks, cafeteria, school grounds, social
events, public functions, and other school activities.
E. Provide a means for student expression.
F. Promote and aid in recognizing the concept of the (your
school name) winners for attitude, citizenship and work
habits.
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G. Initiate necessary legislation through elected representatives.
H. Recommend to the attention of the faculty and
administration matters, which are outside the area of
the student body.
Article IV
Powers
Section 1. All powers of this student council are delegated to it by the
Board of Education and the school administration.
Section 2. The duties of the student body vice president shall be to:
A. Perform the duties of the president in the event of his/
her absence, disqualification, or upon request of other
president and sponsor(s).
B. Act as general assistant to the president.
C. Organize and carry out activities.
D. Encourage and set an example in leadership, citizenship,
courtesy, and school spirit.
Section 3. The duties of the student body secretary shall be:
A. Make and keep in permanent form detailed records of all
meetings.(minutes)
B. Prepare the order of business for the meetings with the
president and sponsor(s).
C. Keep a booklet of all activities.
D. Encourage and set an example in leadership, citizenship,
courtesy and school spirit.
Section 4. The duties of the student body treasurer shall be to:
A. Prepare and submit regular financial statements to the
council.
B. Keep complete and accurate records of all financial
transactions.
C. Encourage and set an example in leadership, citizenship,
courtesy, and school spirit.
Section 5. The duties of the representatives:
A. Distribute information to students on his or her grade level
when necessary.
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B. Coordinate distribution of information to grades as assigned.
C. Serve on committees.
D. Attend all student council meetings.
E. Encourage and set examples in leadership, citizenship,
courtesy, and school spirit.
Section 6. All class officers and representatives shall be responsible to the
student council sponsor.
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What Are Bylaws?
Bylaws are a set of rules adopted by a club or organizations defining its own constitution by sub rules that employ the following examples.
1. Definitions of organizational structure. These Bylaws represent the contract with the club on how it wants to be structured and how it wants to make decisions.
2. Descriptions of the rights and duties of members. A club’s bylaws are
intended to detail the rights and duties of the members within the club and the extent to which the general membership retains control, or to be relieved of detailed concern with, the club’s business.
In order to facilitate the business and to handle possible disagreements concerning its business bylaws must:
be clear, concise, and unambiguous
be made no more restrictive or detailed than necessary
should correspond with the actual (or intended) current practice and operation of the club.
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SAMPLE
Club Minutes
OPENING Club Name:______________________Sponsor:____________________
Date:________________Time:____________Place:________________
Called to order by:___________________________________________
MEMBERS Present:
Absent:
REPORTS President:
Financial:
BUSINESS Old:
New:
Votes: yea nay
CLOSING Adjourned at __________________ by:
Officer signature: ________________________________
Any corrections and/or additions are on the back.
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SAMPLE
Club Minutes
OPENING Club Name:___Yearbook___________Sponsor: Mrs. Pixley_____
Date:____9/28/11______Time: 3:45 PM Place:___Room 20______
Called to order by:____Barbara Jordan__________________________
MEMBERS Present: Barbara Jordan, Dana Marin, Sharon Brandon, Beck
MacIvan, Carol Gavin, Debbie Leon, Phyllis Watson, Teresa Brady, Linda
Liberty, Linda Kayon, Bobbie Bensberg, George Zalor, Kenny Allenk, Jim Sevell,
Kyle Downy, Cheryl Hickman
Absent: None
REPORTS
Present: Sharon Brandon talked to many vendors to see which would be the
best for our yearbooks. A report was passed out to the members to discuss the
prospects of vendors.
Financial: A report from the Student Activities Secretary was read and
discussed.
BUSINESS Old: The requisition to Papa John’s Pizza was submitted to Student
Council for approval. Dates were voted on and approved for the scheduled meeting.
New: Vendors were discussed from the report the President presented. A
vote was taken and it was agreed to use Herff Jones.
Votes: yea 14 nay 2
CLOSING Adjourned at ______4:36 PM___________ by: Debbie Leon
Officer signature: _______Dana Marin_______________________
Any corrections and/or additions are on the back.
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SAMPLE
CLUB MINUTES FORM
Club Name: _____________________________________________________________
Submitted by (Secretary’s Name):____________________________________________
Meeting called to order (Date & Time):________________________________________
Treasurer’s Report/Balance of:_______________________________________________
Members Present:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Announcements:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Unfinished Business:
Motion:___________________________Made by:______________________________
Seconded by:______________________Vote For:____________Against:_____________
Particulars (vendor, quantity, cost):
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Motion:___________________________Made by:_______________________________
Seconded by:______________________Vote For:____________Against:_____________
Particulars (vendor, quantity, cost):
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
______________________________ _______________________________
(Club Officer Signature) (Club Advisor Signature)
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SAMPLE
Announcement / Bulletin Form
(Please type or print)
Check appropriate box: Dates: List all dates to be read and/or printed.
______ Announcement ________ _______________________ (No announcement on Wed.)
____________________________________
______ Bulletin ____________________ ___________ (Printed M-W-F)
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
Please Sign:
_____________________________ _______________________________ Teacher Administrator
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REQUEST TO ESTABLISH
CLUB ACCOUNTS
DATE: _________________
Name of School: _______________________________________________
Name of Club: _________________________________________________
Our club is planning to do fundraisers and to make club purchases.
We request for accounts to be established for the new Chartered Club.
Attached is a copy of our Charter.
_________________________ ________________________
Print Sponsor’s Name Sponsor’s Signature
_________________________ ________________________
Print Club Officer’s Name Club Officer’s Signature
