Getting a Club Started

  • GUIDELINES & PROCEDURES FOR CLUB CHARTERS

    Secure A Teacher Advisor

    Students are to secure a teacher advisor who must be willing to be the club advisor for the entire school year.  Advisors must agree to supervise club meetings, fundraisers, and events.

    Please note that if a teacher agrees to be a club advisor, they are to review the

    club charter and agree to what is written by the students before the charter is submitted.  The teacher must sign the charter before it is submitted.

    Approval Process

    Three (3) copies of the charter must be submitted to the Activities Director, Mrs. Reinhardt-Mullins. Once she approves the charter, it is then passed on to the Site Accounting Technician, Ms. Masterson, in the Finance Office, who then submits it to the District Office for review and disposition.  The turnaround takes approximately two weeks.  Upon receiving disposition from the District office, the Site Accounting Technician will send a memo to the club advisor stating whether the charter has been approved.  If the charter has been approved, an account number will be assigned.  An account number is necessary for fundraising.  If a charter is not approved, the reason is stated in the memo.

    Please be aware that submittal of a charter does not automatically guarantee that a group will be approved for club status.  

    Only after the Charter has been approved by our District office and assigned an account number, is a group considered a “club”.  Only then may a group participate in fundraisers.

    What to Consider When Writing A Charter

    • Clubs are for the students, by the students.  In other words, they are not created for teachers, alumni, parents, or other adults.
    • School clubs cannot be created for the purpose of charities or considered as philanthropic.
    • There must be fundraising activities planned and included in your charter, with a stated purpose for the use of the fundraised money.

    For example, a club can fundraise for their club to attend a play or go to a museum, or to purchase trees to beautify our school grounds.  

    Or a club can fundraise to purchase something very specific to their club.  However, a club cannot fundraise to give to charities. 

    • Charters must be resubmitted each year.  A signed and currently-dated document must be submitted the Activities Director, Mrs. Reinhardt-Mullins, each year to be considered in good standing and eligible for fundraising.

    Writing the Charter

    The Charter is a written set of rules for an organization.  It defines the limits of authority of the group and gives a sense of both order and purpose of conducting business.  Your charter should be studied often and changed to stay meaningful and vital.  Make your own charter based on the Articles listed below.  Eligibility for fundraising comes only after approval of the charter and after receiving notification of an account number.  

    What to Include in A Charter

    All charters must include the school year for which the charter is intended

    Article I Name of the Organization

    Article II Purpose of the Organization

    Article III List the offices to be held; the terms of office; conditions of office and, qualifications.  List of offices: i.e., President, Vice President, Secretary, Treasurer, etc.

    Article IV Term of offices, methods and procedures for nomination and election of officers.

    Article V Standard meetings days, time and place.

    Article VI List the qualifications for membership in the organization.  (Keep in mind that all Mills’ students are eligible for membership.)

    Article VII Past activities of the group (if any)

    Article VIII Planned activities of the group, including fundraising.

    Article IX Duties and responsibilities of the Officers and Members

    Article X Typed Name of the Advisor

    Article XI Signature of the Advisor

    Attachments

    • List of Members
    • Proposed Budget (Plans for Income, Plans for Expenses)
    • By-Laws


    How to Write By-Laws for Your Organization

    By-Laws are required of all organizations on campus.  They should be designed to guide the organization on such matters specific to your organization.  Once the burden of submitting your by-laws is accomplished, organizations do not have to submit them again.  Some organizations are part of nationally established institutions that already have official constitutions/by-laws.  Examples of these organizations that may submit these constitutions/by-laws are California Scholarship Federation, National Health Service, and Home Energy Renovation Opportunity.

    Below are some suggestions on what might be included in your by-laws.   

    • Grounds for impeaching a member 
    • Special activities or awards unique to the organization and what qualifies for such an award 
    • Qualifications for attending field trips