December 16, 2005 Clubs and Orgs Minutes

Matt Smith opened the meeting at 10:02 a.m.

Guest Bev Hill, from the Controllers office located in the Administration building 103, spoke to Clubs and Orgs about the club accounts.

à Advised the meeting attendees that club accounts are different than other account on campus. There has to be money in the account to spend the money.

à Need to contact Sonya Moss before a fundraiser to find out if you have to charge sales tax. Showed the group what a deposit slip is and told them how to fill it out.

à Club account numbers should start with a 50 50 number. Every club has to have an advisor who is either full-time faculty or staff. The advisor as well as the division secretary have access to the account balances.

à Bev told the group that they have to submit requisitions to be reimbursed for expenditures. Clubs do qualify for tax exempt status, but they have to have a check cut prior to the expenditure to receive this benefit. Bev encouraged the clubs to use the state contractors. On requisitions there needs to be one officer signature and one advisor signature. Checks are cut on Tuesdays and Thursdays, paperwork needs to be submitted by the day before to receive payment on those days.

Guests Becky Hart and Diane Driscoll spoke about the mail room and copy center.

à Advised the group that they offer all the same services that the Post Office offers, except retail. Will weigh people’s mail but do not sell stamps etc there.

à Hours are 7:30-5 (closed between 12-1 for lunch) Mail room is located in Sam Glenn Complex B124.

à Also advised the clubs and orgs that there are mailboxes located in the Student Government offices (SUB 219). Check your mail there.

à Diane advised that Warrior Press can help with your printing needs. The have a design team that will develop flyers, tickets and also do individual copying. Warrior Press is located in SGC B104.

Pasang Sherpa advised the group that the ASLCSC Diversity Committee would really like to invite all clubs and orgs to their meetings. They will be meeting next in SUB 225 at 5:30 the second week of school.

à January 16 the college will be holding a MLK Day Celebration in conjunction with the YWCA it will start at Pioneer Park and candle lit procession will move to campus. At 7pm there will be festivities in the Activity Center. Pasang invited all the clubs and orgs to help out or to donate food. So far the Social Science Club and Native American Club have donated. The total cost will be $250.

à There will also be a school celebration January 17 with panels on Diversity. Contact Rebecca in International Programs office or Pasang for more information.

Brandon Lytle informed the group that clubs and orgs need to be careful about showing movies. The only ways they can be shown are for educational purposes (i.e. having a discussion with professors before or after the movie) or if the group purchases the copyright. It runs about $400-$600 to purchase a movie copyright. Talk to Brandon if you have any questions. There can be up to a $10,000 fine for copyright violation.

à Brandon also advised the group that for a band or dance they have to hire security. The going rate is $10 an hour and you generally have to hire one security guard.

à The spring meeting times will be changed. Technical side requested 12:15 meeting time on Fridays. Spring funding deadlines are the third week of February; find these dates on the Clubs and Orgs website.

à Brandon advised that all clubs and orgs are required to have a representative in attendance at the meetings. When a club or org misses three consecutive or 4 meetings in a year their account will be frozen.

Meeting adjourned at 10:50 a.m.

Respectfully submitted by Myndie VanHorn, Student Activities / Associated Student Body Administrative Assistant.