Hi everyone!
I hope you are enjoying the weekend! It just started so yay!
VERY IMPORTANT TO SURVIVAL OF YOUR CLUB:
MINUTES are required of each club/organization. You must hold 3 meetings a semester and all three meetings must have minutes. Here are a few FAQ:
1) We had a movie viewing at our meeting and that was all we did. What do I do?
ANSWER: You should always take attendance. When you take your minutes please state that: attendance was taken, a movie (state title and what it was about) was viewed, and anything else you might have gone over or will discuss at next meeting (i.e we will be discussing the fundraiser that will rock everyone socks off at next meeting, or speaker set up for next EM meeting is Dina’s awesome husband Webb, etc).
2) We had a speaker at out last meeting and that was all. What do we do?
ANSWER: Please see above. State attendance taken, speaker’s name and what they spoke about. You could even include question and answers, etc for those who were not present! That would be very nice of you!
3) What is the format?
ANSWER: It can be whatever you want it to be provided it’s professional. This is an official document of your club and will be posted online. Please put title of club, date and state attendance was taken and when the meeting adjourned. Minutes typically include any recent events you discuss, any issues, finances, fundraisers, future events, conventions, etc.
4) Why do you need these minutes?
ANSWER: Minutes are required for several reasons, the most important being if a member is absent from the meeting, they can just check up on what they missed so they can be aware of deadlines, results of elections, etc. Also, it’s in our SGA bylaws so you need to have them, it’s a way to check your club is doing activities, remaining active and being all around awesome.
5) We have new officers what do we do?
ANSWER: Most clubs haven’t submitted minutes from the entire year, I need all minutes up until now, so even if you are a new secretary, the old secretary needs to send all three minutes from last semester. I am sure, unless you haven’t had a meeting since last semester, you should have a copy of this semester’s as well.
6) What if we got a new secretary in the middle of the year?
ANSWER: Please see above. The old secretary should have the minutes!
When is the DUE DATE???
DUE DATE FOR ALL MINUTES FROM LAST SEMSTER AND THIS SEMESTER UP until NOW are DUE TUESDAY 02MAR10 @ 5PM.
What happens if slips our mind and we forget??
If your club does not submit minutes, you will have to come to SGA with an explanation AND you risk having your funds pulled.
Secretaries: please email me the minutes and YOUR contact info (if it’s not outlook) so I can pass these along to the lovely new SGA secretary Nicole.
We are in the process of re-doing the website, so that’s why your minutes, for those of you awesome people who have sent them, are not up yet.
Also required by Tuesday are meeting attendance sheets to David Feaker!
THANK YOU FOR UNDERSTANDING!
HAVE A FABULOUSLY glorious weekend!