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Follow these suggested steps for organizing and record keeping for your club
- Set up your Club NOTEBOOK:
- REQUIRED SECTIONS in the Notebook
- Constitution/By-laws
- Agendas/Minutes
- Sign-In Sheets
- Fundraisers Held
- Purchase Orders
- Invoices/Receipts
- Copy of district required Activity Fund Forms (completed and signed copies)
- Have your first Clubmeeting of the year. (as soon as your group is formed and before any activities)
- Amend your constitution/by-laws:
- New dates- 20XX-20XX School Year
- New officers- Names and Positions of Officers
- Sponsor- Name of Club Sponsor
- Member Roster
- Sample Minutes with the following motions to approve:
- Compile a template to document Meeting Minutes. Use form in every meeting held.
- Make a separate motion for each of the these agenda items:
- “Approve the new school year Constitution as amended."
- “Approve the new school year By-laws as amended."
- “Approve club dues (if voted on).”
- “Approve club activities voted on by the students
- Have a STUDENT complete the MINUTES FORM with all appropriate signatures.
- Have ALL STUDENTS attending the meeting sign-in on the meeting SIGN-IN FORM.
- Remember: always keep a copy of everything for your notebook.
