Orange County Community College Student Activities Office CLUB RESOURCE MANUAL Please forward any questions or suggestions to Steve Harpst, Director of Student Activities, Shepard Student Center, 845-341-4230, steve.harpst@sunyorange.edu 9/21/09 TABLE OF CONTENTS Advisor……………………………………………….……………page 1 Bake sales……………………………………………….…………page 4 Club Resource Room……………………………………….……..page 10 Conducting a meeting………………………………………….….page 11 Credit Card………………………………………………….……..page 5 Event planning……………………………………………….……page 6 Faxes………………………………………………………….…...page 10 Food giveaways……………………………………….…………..page 4 Fundraising……………………………………………………......page 4 Mailboxes…………………………………………………………page 10 Maintaining club recognition………………………………….….page 2 Movie screenings…………………………………………………page 7 Officer transition……………………………………………...…..page 12 Photocopies………………………………………………………..page 10 Posters……………………………………………………………..page 10 Posting policy………………………………………………..……page 7 Recruiting and retaining members…………………………….…..page 9 Reimbursements……………………………………………..……page 5 Starting a new club………………………………………………..page 1 Student Senate……………………………………………………..page 11 Student Senate budget process………………………………….....page 3 Tax exempt certificates…………………………………………….page 5 Trip planning……………………………………………….………page 8 T-Shirts……………………………………………………….……page 6 Vouchers…………………………………………………….……..page 5 REGISTERING A STUDENT CLUB Starting a new club In order to start a new club at SUNY Orange, there are several simple but important steps to follow: 1) Meet with the Director of Student Activities-This initial meeting is to discuss your idea for a club, review the requirements and paperwork, and talk about how the Student Activities Office can assist you. To schedule a meeting, call 341- 4230 or stop by the Student Activities Office in the Shepard Student Center. 2) Recruit Members-A club must have at least 10 active members in order to be recognized. Active members attend meetings regularly and participate in group events and planning. All members must be currently enrolled, credit students at SUNY Orange. The Student Activities Office can help you in your recruitment efforts by reserving rooms for meetings and reproducing fliers, posters and other advertisements. Word of mouth can also be a very effective recruitment tool. Talk to students in your classes and in the cafeteria and student lounges. 3) Find an Advisor-All clubs are required to have a Faculty or Staff Advisor, but finding the right one can sometimes be difficult. A good advisor is extremely important to a club’s success. They must be an active and involved part of your club, and not just a name on paper. They can help you avoid potential problems and show you how to best use available College resources to accomplish your club goals. The advisor does not run your club---student clubs are always student run. However, their experience and knowledge is extremely important and their suggestions and feedback should always be seriously considered. The best way to find a good advisor is to talk with faculty and staff members that you know well. While they may not be best suited to be your club advisor, they may be able to recommend a colleague that could help. Before deciding on an advisor, your club should meet with him/her and review the expectations outlined in the Club Advisor Agreement (APPENDIX A). The Club-Advisor relationship should be viewed as a partnership with expectations on both sides and in which frequent and open communication is the key to success. 4) Write a Constitution and Complete the Club Recognition Paperwork- Every club is required to have a constitution. This is a very important document because it lays out how your club is going to operate and the rules that you will follow. Important elements might include job descriptions for officers, how and when elections are held, and, for those “worst-case scenario” situations, how and under what circumstances members and/or officers may be removed. Writing the constitution should be taken very seriously and all members should be involved, especially in approving the final draft. A sample constitution as well as copies of the other required forms (Club Recognition Form, Membership List and Club Advisor Agreement) are available in the Student Activities Office (see APPENDIX A). The staff can also assist your club with writing your constitution. Once all of the forms are completed, they should be returned to the Director of Student Activities. 5) Meet with the Board of Activities and the Student Senate- The final step in the recognition process is to obtain the approval of the Board of Activities and the Student Senate. When you return your completed forms to the Director of Student Activities, a time will be scheduled for you to meet with the Board of Activities. The board’s job is to review the applications of all new clubs, paying particular attention to purpose, goals and the constitution. Once the Board of Activities has approved the application, it is forwarded to the next scheduled Student Senate meeting for final approval. It is strongly recommended that the club send representatives to both of these meetings to answer questions that may arise. What does Club Recognition mean? Congratulations! You are now a recognized club. So…what does that mean? In the big picture, it means that your club is now officially part of the College and will be included in official listings and publications such as the College Catalog, the Student Handbook, and the College Website. In a more practical sense, it means the club can: -reserve rooms and facilities on campus -hold meetings and sponsor events on campus -advertise and post notices on campus bulletin boards -hold fundraising events -apply for funding from the Student Senate -have a mailbox in the Student Activities Office and receive mail at the College -make use of Student Activities resources including faxing, photocopying and producing posters Maintaining Recognition In order to maintain recognition, all clubs must submit the following to the Student Activities Office every semester: -Club Recognition Form -Membership List (clubs must maintain a minimum of 10 active members) -Signed Club Advisor Agreement These forms are sent to every club at the beginning of each semester. They must be returned to the Student Activities Office by the advertised deadline or the club will lose its recognition and all related privileges. A club would then have to reapply for recognition. Who Can Participate in Student Clubs? All clubs are open to any currently-enrolled SUNY Orange credit student. Alumni or students not currently enrolled may not participate in a club. There is no minimum grade point average required to be a member of a club, but club officers are required to maintain a 2.0 or better semester and cumulative grade point average. Code of Conduct All students and clubs are required to abide by the Student Code of Conduct which is printed in the Student Handbook (available at the Shepard Student Center Information Desk). This includes club events and trips held off-campus. Clubs are expected to, within reasonable limits, be responsible for their member’s and guest’s actions. The club and any individuals involved will be held responsible for any violations of the Code and clubs may face restriction of privileges or suspension or revocation of College recognition. FINANCES Student Senate Budgeting Process All recognized student clubs are eligible to submit a budget request to the Student Senate each semester. Copies of the budget forms and guidelines (APPENDIX B) are put into club mailboxes around the second week of classes each semester along with a memo from the Senate treasurer detailing the deadline for submitting all requests. A sample of a completed budget is also provided. It is very important that all instructions are followed and budgets are submitted on time. Incorrect or incomplete budgets will be returned to the club and the delay may result in less funding being available for the club. If an extension of the deadline is required, requests must be put in writing and left in the Senate treasurer’s mailbox. It is important to remember, however, that other club requests that were submitted by the deadline will continue to be reviewed and late budgets may receive decreased funding based on the amount of funds left to allocate. It is also important that as much detail as possible is given in the budget requests. For example, if a request is being made for a speaker, the anticipated date of the speech as well as the speakers name and/or the subject of the talk should be provided. The more detail that is provided, the easier it is for the Student Senate to expedite the request. Once budget requests are received by the Student Senate, hearing dates will be set to review the requests with representatives of each club. Clubs will be notified of the hearing dates and times via their mailboxes. It is strongly encouraged that clubs send either the treasurer or a representative who is familiar with the budget. If no representative is sent, the Senate will make cuts/adjustments to the budget based on available information. Once the finalized budgets have been approved by Student Senate, a copy will be returned to the club through their mailbox. It is very important that this copy is kept in the club records for use during the semester and as reference for future club treasurers. Allocated funds can only be used for the items detailed in the budget. Requests for changes to the budget or appeals of the allocation amount must be submitted to the Senate Treasurer on the Budget Appeal Form, available in the Student Activities Office. Please include as much detail as possible and include the contact names and phone numbers of the officers making the request. The completed forms should be left in the Senate Treasurer’s mailbox located in the Student Activities Office.. Any questions about the budget process should be directed to the Student Senate treasurer or the Student Activities Office. All budgets close for the semester on the last day of classes. All arrangement for payments must be made by that time. Any remaining budget money left after the last day of classes will be returned to the Student Senate for re-allocation the next semester. Fundraising All clubs are encouraged to do fundraising to supplement what the Student Senate can provide. There are many types of fundraising activities available and clubs are encouraged to be creative and try new and different projects. Raffles (including 50/50s) are not permitted, but there are many other options available. Clubs looking to do fundraising must speak with the Director of Student Activities before arrangements are made and the event is held to make sure the planned event meets all College and legal guidelines. Any funds collected through fundraising efforts must be brought to the Student Activities Office for deposit in the College Association immediately. Bake Sales Bake sales are permitted on campus only when they are reserved through the Student Activities Office and if all guidelines are followed. Bake sales may take place between 7am and 11am. Club members may provide baked items such as cookies, brownies, breads, etc. Coffee makers are available for club use and may be reserved through the Student Activities Office. Items such as sandwiches, soups or other items “prepared onsite” are not permitted. Clubs are encouraged to plan ahead and advertise their bake sale in order to receive the best return on their efforts. Food Giveaways The Student Activities Office provides a unique fundraising opportunity to all clubs through the Food Giveaway Program. Food giveaways are held weekday evenings in Harriman, Bio-Tech and at the Newburgh Extension Center to provide refreshments for evening students on their way to class. The Student Activities Office pays for all the refreshments. Club members shop for the giveaway items at Shop-Rite with a charge card provided by Student Activities and staff the event. Clubs are permitted to do no more than three giveaways per semester (2 in Middletown and 1 in Newburgh). Clubs will receive $125 for each Middletown giveaway and $150 for each Newburgh giveaway. This money will be available for the club to use at the end of the semester. There are a limited number of dates available each semester. Clubs may sign-up for dates beginning on the first day of classes for each semester in the Student Activities Office. When reserving a date, each club will receive a guidelines sheet for the event detailing what items are appropriate to purchase for the giveaway, when they need to be set-up and other details (APPENDIX C). Failure to follow these guidelines will result in the club not being paid for that giveaway and possibly the loss of future giveaway dates. How to Spend Your Money Vouchers The most common, as well as the preferred, way to make a payment is by completing a voucher. A voucher is a request to have a check made out to a person or business from a club account. A sample of a completed voucher is included in this handbook (APPENDIX D). All vouchers must be correctly filled out including the name of the individual or business the check is being made out to, the exact amount due, what the payment is for, and what account the money is coming from. Clubs have up to three possible accounts to draw funds from: 1. Student Senate Budget 2. Food Giveaway Funds-If a club has done a food giveaway, it can use the money it is given at any time. To check the balance of funds available from food giveaways, contact the Student Activities Office. 3. Club Account-If a club does ongoing fundraising, an account is set up with the College Association to hold onto those funds. The money may be used by the club at any time and never goes away as long as the club remains active and in good standing. Once the voucher is completely filled out, it must be returned to the Student Activities Office to be signed by the Director. Vouchers must be received in the Student Activities Office at least five days prior to the date the check is needed. Tax Exempt Certificates The College is exempt from New York State Sales Tax. Certificates are available from the College Association which must be presented to merchants prior to any club-related purchase in order to have the sales tax removed. The College will not reimburse for any sales tax paid and individuals will be personally responsible for the amount of the tax. Reimbursements While students are encouraged to not use their own money for authorized club purchases, reimbursements are available for those that choose to do so. To receive a reimbursement for an approved purchase, a voucher must be completed and brought to the Student Activities Office with the receipt(s) for the purchase. Reimbursements will not be given without a matching receipt. SAO credit card For special purchases requiring a credit card (hotel reservations, online or phone purchases, etc) the Student Activities Office has a credit card available for club use. Clubs should bring all information regarding the purchase to the Student Activities Office and the staff will use the card to help you complete the transaction. Ordering T-shirts and Other Promotional Items Many clubs like to order t-shirts, hoodies and other promotional items for the members. The Student Activities Office has a large selection of catalogs with imprintable items and maintains relationships with a number of companies that do this type of printing. When planning to order such items, clubs should first stop in the Student Activities Office to determine options and pricing. EVENT/ACTIVITY PLANNING Planning Events Whenever a club plans an event, whether it is a dinner, a trip, a tournament, a speaker or anything else, it takes time, organization and planning to do it right. There can be College regulations and details that, if overlooked, can ruin an event. The staff of the Student Activities Office have years of experience in event planning and management. All campus-wide events must be scheduled and planned through the Student AQctivities Office. Role of the Advisor The club advisor must be at all club events. This is a College policy and there are no exceptions. When planning an event, make sure to discuss it with the club advisor early in the process to make sure they will be available to attend. Reserving a Room To reserve a room for a meeting or event on campus, contact Karen Reid in the Student Activities Office. Please bring the dates and times required as well as the specific room you want, if there is one. Karen will put your request in to the Central Scheduling Office. As soon as she receives notification that your request is approved, she will leave a note in your mailbox. Keep in mind this may take a couple of days. Technical Needs If you are having a meeting or event that requires technical assistance or equipment (television, dvd/vcr, projector, sound system, etc), you must make that request to Karen Reid in the Student Activities Office no less than five days before the date of your meeting or event. If a request is made less than five days prior to your event, it may not be met. Posting Policy Orange County Community College Policy for Posting Advertising and Materials 1. Promotional materials may be posted on campus by recognized student organizations or College departments. The sponsoring group must be identified on posted materials. The Director of Student Activities can make exceptions. 2. All promotional materials to be posted must be approved and stamped by the Office of Student Activities.* 3. Promotional materials must be placed only on bulletin boards or designated posting areas. Bulletin Boards and cases reserved for specific clubs, offices or departments may not be used. 4. Posters and flyers placed on walls, doors, windows, trees or painted surfaces will be removed. 5. Student organizations and College departments are responsible for the removal of materials within 24 hours after the event. 6. Materials depicting or announcing activities at which alcohol is to be served are prohibited. Materials promoting activities sponsored by alcohol manufacturers are prohibited. 7. Posting on campus is not a right, it is a privilege open to members of the College community. Postings are permitted only on certain exterior and interior areas. Messages that contain abusive language, threats or obscenities will be removed, as well as all messages, regardless of content, that appear in prohibited locations or that fail to comply with other relevant restrictions. 8. Student organizations or individuals that violate this policy may lose posting privileges and/or face disciplinary action. *Please note that all clubs must now have any materials to be posted stamped by the Student Activities Office. Flyers and posters should be brought to the Information Desk to be stamped before they are duplicated. Movie Policy Many clubs would like to show movies as part of an event or a meeting. In order to hold a public screening of any film, the rights to hold the screening must be obtained from a film distributor and a licensing fee must be paid. Fees for films can range anywhere from $100 up to as much as $600 for recent releases. It is important to understand that renting a dvd or video only covers the right to show that movie in a private home. To show it anywhere else, including classrooms, a licensing fee must be paid. Showing a film without obtaining the licensing rights can result in huge fines from the film production company. The Student Activities Office can assist clubs in obtaining the rights for a film. Showing a film without following these guidelines will result in possible disciplinary action being taken against the club. Planning a trip Most clubs do at least one trip a year. The College has some very specific requirements that must be followed. Questions about any of the following information should be directed to the Student Activities Office. Trip paperwork Any club planning a trip must submit a completed Travel Approval Request form (APPENDIX E)to the Student Activities Office, signed by the club advisor, no less than two weeks prior to the date of the trip. A final roster of all persons going on the trip must be turned in to the Student Activities Office by 4pm on the day before the trip. As per the Vice President for Administration, any travel requests not meeting this deadline will not be approved. No exceptions! It is also important to remember when scheduling a trip that a club advisor is required to accompany a club on any trip. It is the club’s responsibility to cover the advisor’s mandatory costs (transportation, required admissions and similar expenses) through budget requests and/or fundraising. The club is not required to cover food or ancillary expenses for the advisor or any expenses for additional advisors that may wish to accompany the trip. Every person going on a trip, even non-student guests, must fill out and sign a Waiver of Liability (APPENDIX F). It is the responsibility of the club advisor to make sure they have a waiver form for each participant before the trip departs. These waivers should be taken with the advisor on the trip and then given to the Student Activities Office upon their return. Vans, Buses and Personal Cars Personal Cars-Students may carpool and use personal vehicles for club trips if they wish. Mileage reimbursement rates are outlined in the Student Senate Budget Guidelines. Van Rental-If needed, clubs may rent mini vans from Enterprise Rent-A Car (phone 374-5010). When making a reservation, specify that it is for a club at Orange County Community College and the bill will be sent to the Student Activities Office. They do not require a credit card for your rental, but they will require the name and driver’s license for each driver (Enterprise requires all drivers to be at least 25 years of age). Before making the reservation, clubs must notify the Student Activities Office how they will be paying for the rental (Senate Budget, Food Giveaway Funds or Club Account) and ensure they have sufficient funds to cover the charges. It is the club’s responsibility to obtain a final bill from the rental company and submit a voucher to Student Activities for payment. Vehicles must be returned to Enterprise with the same amount of fuel they had when signed out. Enterprise will charge a very high refueling fee if theis is not done and this cost will be passed on to the club. The club may also be restricted from using rental vehicles in the future. Buses- For trips involving larger groups, clubs have the option of renting a bus. Bus rentals can be done through the Student Activities Office. Clubs should remember that bus rentals are expensive (approx. $700 for local day trips) and usually require advance booking of at least a month. A club using a bus for a trip must open the trip to any student on campus and must advertise the trip accordingly. Also, all students must sign-up for bus trips at the Student Activities Office, including club members. The club member coordinating the trip should bring the trip info to Karen Reid in the Student Activities Office as early as possible so the sign-up list can be created. There must be a minimum of 30 persons on a trip in order to use a bus. Trips that do not have the minimum 30 persons signed up at least 5 business days prior to the trip may have the trip cancelled. Tickets- If a club is taking a trip that requires advance purchase of tickets (museums, tours, etc.), arrangements can be made through the Student Activities Office to buy the tickets. Any funds spent in advance of a trip (on tickets, for example) is the sole responsibility of the club if the trip is cancelled due to a lack of participation. Student Senate is not responsible for these expenses in such a case. BUILDING A STRONG ORGANIZATION Recruiting and Retaining Members The current and future success of any club depends on how well it recruits and retains its members. The Student Activities Office requires all clubs to have an active membership of at least ten students in order to maintain recognition. Hopefully, clubs will strive to have far more than the required 10 members. The Student Activities Office sponsors a major event each semester to help clubs in their recruiting efforts (Student Life Day in September and the Club Fair in February), but membership recruitment should be an ongoing effort. Every event a club sponsors, every advertisement that is hung on a bulletin board, is a chance to let other students know about the club and encourage them to get involved. Clubs can set up recruitment tables outside the cafeteria in the Shepard Student Center, or in any other building, by making a reservation with Karen Reid in the Student Activities Office. All club members should look for opportunities to get other students involved such as sponsorship of campus-wide events. Once you have new members coming to a club meeting, you have to keep them involved and interested. Some strategies include: -Take time in the meeting to have the members introduce themselves and help new members become more familiar with the group. -Encourage new members to join in discussions during the meeting. Remember that, as new members, they may not be aware of what has been going on and can feel left out. This may cause them to not come back. Let them know the current topics and projects under discussion. -Ask new members to take on a particular role or task in an upcoming event, such as helping with publicity. Find some way to get them involved and feel welcomed and, chances are, they will keep coming back. Working with SAO The staff of the Student Activities Office is here to help answer questions and assist clubs in planning and carrying out successful events and activities. Club officers and members, as well as all students, are encouraged to call, email or stop by anytime. Listed below are some of the services offered to clubs at SUNY Orange. Mailboxes Every Student Senator and each recognized club has a mailbox in the Student Activities Office. This is the primary method of communication between the Student Activities Office, the Senate and the clubs. Clubs should check their mailbox at least a few times a week. Copies The photocopier in the Student Activities Office is available for club use. The office staff will assist with making copies of minutes, fliers or anything related to club business. If a club needs a larger number of copies (more than 50), Student Activities staff will help complete a Photocopy Request Form, which can be dropped off at the copy center in Orange Hall. Please keep in mind that copy center orders may take up to five days to complete. Fax There is a fax machine in the Student Activities Office available for club use. Please contact the Student Activities staff if you need to send or receive a fax. Posters The Student Activities Office has the ability to produce full-color posters up to 40 inches wide for club events and promotions. The club must design the poster and send it to the Student Activities Office as an electronic file by email or on a cd or flash drive. If assistance is required with design or layout, the staff in the Activities office can help. Club Resource Room The Club Resource Room is located in the Shepard Student Center Cafeteria next to the Student Senate Office. The room was designed to provide a working office space for all clubs because there is insufficient space on campus to provide each club with their own office. The room is equipped with a computer, color printer, scanner and software to allow clubs to create advertising and publicity as well as minutes, budgets and financial records, and other club-related materials. The room also has a library of reference materials including resources on leadership running meetings, publicity, fundraising and other topics. In order to use the Club Resource Room, a club must provide a list of members who are permitted to have access to the Student Activities Office. Those individuals will then be able to sign out the key at the Information Desk. The club and the member who signs out the key are responsible for the contents and the security of the room while the key is in their possession. Suggestions for new equipment and resource materials that would be useful are encouraged and should be sent to the Director of Student Activities. Working with Student Senate The Student Senate is the representative body of the 5,000+ students of Orange County Community College. The Senate also oversees all of the College’s clubs including allocation of budgets and creation of club standards and policies in conjunction with the Student Activities Office. The Senate is composed of 10 Senators chosen in campuswide elections and 5 Senators-at-Large selected by the Senate from applications. Club members are encouraged to share questions and concerns with the Senate at any time. The Student Senate office and meeting room are located in the Shepard Student Center cafeteria. The Senate meets every Thursday at 11am and meetings are open to any student. Individual Senator office hours are posted on the office door. Each year, one Senator or Senator-at-Large is appointed to serve as Club Liaison. It is this person’s responsibility to visit each club’s meeting at least once a semester to answer questions and take feedback and suggestions for the Student Senate. The Liaison also plays a major role in organizing the Officer’s Club. The Officer’s Club is a dinner meeting held once each semester to bring together the Student Senate and representatives of all clubs. It is an opportunity to ask questions, share ideas and look for opportunities to work together. Each club is required to send two representatives to the Officer’s Club in order to maintain their recognition. Notice of the date and location for the meeting is sent out in advance through the club mailboxes. Conducting a meeting Conducting an organized and efficient meeting is much more difficult than it seems. Running a good meeting means that decisions are made fairly, everyone has the opportunity to voice their opinion, and the club is able to accomplish its plans and goals. In most organizations, it is the job of the President to run the meetings. While practice is the best way to improve your skills, just as important is the time put into preparation before each meeting. An agenda should be prepared with all of the items to be discussed at the meeting and the President should be prepared to keep an eye on the clock to make sure everything gets done in the allotted time. The agenda should be distributed to club members prior to the start of the meeting. All group decisions should be made by a vote of the membership after time is made for discussion. The overall goal is to create an atmosphere of order and fairness within the meetings. Most organizations use the standard practices of parliamentary procedure to run their meetings. The most frequently recognized resource for parliamentary procedure is Robert’s Rules of Order. A summary of some of the basics from Robert’s is located in the back of this handbook (APPENDIX G). The Student Activities Office offers resources and can do workshops for groups interested in running more effective meetings and learning more about parliamentary procedure. Officer Transition-Passing on What You Know Each year new club officers eventually wander in to Student Activities, essentially unaware of what their responsibilities are and what resources are available to them. Most don’t even know they have a club mailbox. What they tell the staff is almost always the same-“The old officers just left and nobody told me anything.” For a club officer, taking the time to pass on what you know to the next year’s officers (or potential candidates if elections have not been held yet) is one of your most important jobs. It does not have to be a difficult process. These steps can help ease the transition process: -Officers should inform club members about what they are doing during regular meetings so everyone understands the basics of their jobs. The officers’ roles within the club should not be a big secret. -Target members who are interested or might make good officers early on in the year. Encourage them to get more involved. -Utilize your advisor! The club advisor should be the one guaranteed constant within the club from year to year. Keep them informed and active and encourage new officers to meet with them first thing at the beginning of the new year. -Keep good records! Past semester’s budgets, meeting minutes and copies of any correspondence are basic club records that are invaluable to new officers. Keep them in a safe place (with your advisor possibly) and make sure they are kept up-to-date and everyone knows where they are. -Use this handbook as a guide. All club members should know the information in this publication. Informed and involved members are they key to a smooth transition between years and help the club to accomplish more. APPENDICES APPENDIX A- Club Recognition Form Membership List Club Advisor Agreement Sample Constitution APPENDIX B- Budget Request Form Budget Guidelines Budget Appeal Form APPENDIX C- Food Giveaway Procedures APPENDIX D- Sample Voucher APPENDIX E- Travel Approval Request Form APPENDIX F- Trip Waiver APPENDIX G- Parliamentary Procedure Basics CLUB RECOGNITION FORM CLUB NAME ________________________________________________________________ CLUB PURPOSE _____________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ MEETING TIME/LOCATION____________________________________________________ The Student Activities Office will assist you in finding and reserving an appropriate meeting room. Please submit all room requests to Karen Reid kreid@sunyorange.edu. FACULTY ADVISOR(S)__________________________________________________________ PHONE_____________________ EMAIL__________________________ CLUB OFFICERS: All officers are required to maintain a minimum 2.0 QPA and CQPA and be in good academic and disciplinary standing with the College. PRESIDENT:______________________________A#__________________________ PHONE:________________________EMAIL:_________________________ VICE PRESIDENT:_______________________________A#__________________________ PHONE:________________________EMAIL:_________________________ SECRETARY:____________________________________A#_________________________ PHONE:________________________EMAIL:__________________________ TREASURER:___________________________________A#__________________________ PHONE:________________________EMAIL:__________________________ WHEN ARE YOUR CLUB OFFICERS ELECTED? ____SEPTEMBER _____DECEMBER _____JANUARY _____APRIL Appendix A MEMBERSHIP LIST In order to receive and maintain recognition, a club must have a minimum of 10 active members. These members must be currently enrolled SUNY Orange students. Please make sure that this is your final list of active members and not a recruitment or interest list. PLEASE PRINT LEGIBLY NAME A# PHONE # EMAIL ADDRESS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 PLEASE PHOTOCOPY THIS PAGE IF ADDITIONAL SPACE IS NEEDED CLUB ADVISOR AGREEMENT I, _________________________________________ agree to serve as the Advisor to___________________________________________________________ for the ________________ academic year. In this agreement, the Advisor agrees to: 1. Serve as a resource and contact for all members of the club/ organization. 2. Regularly meet with the officers of the club/organization. 3. Attend at least three general membership meetings each semester. 4. Attend all events, programs or trips that require College supervision. 5. Inform the club/organization of important College news and developments. 6. Familiarize him/herself with College and Student Senate Policy as outlined in the Student Handbook. 7. Maintain communication with the Student Activities Office. 8. Attend club events and trips as required by College policy. 9. Support and advise the club to the best of my ability, but allow the students to be the final decision-makers. In this agreement, the club/organization and its officers agree to: 1. Keep the Advisor informed of all plans, concerns and activities. 2. Provide the Advisor with copies of all correspondence. 3. Invite the Advisor to all events and activities. 4. Make all financial transaction documentation available to the Advisor and insure the AdvisorÊs signature is on all vouchers (check requests). 5. Plan officer meetings in consideration of the AdvisorÊs schedule. 6. Consider the advice and counsel of the Advisor in making decisions. _______________________________ _________________________________ Club/Organization President _______________________________ _________________________________ Advisor(s) Club/Organization Vice-President Date_______________ Date______________ SAMPLE CONSTITUTION Article I: Name and Purpose Section 1: Name State the name of the club - you may abbreviate the name after this section if you identify that abbreviation here. Section 2: Purpose/Mission State the purpose/mission of your organization – the reasons why you exist. This can be in a list format, or in a paragraph. Section 3: Affiliation: If your organization is affiliated with any regional/national organizations, please state those affiliations here. Article II: Membership Section 1: Eligibility for Membership Recognized clubs must be open to any currently enrolled credit student of SUNY Orange. Section 2: Voting Member Criteria State how a student becomes a voting member [e.g., attends a certain % of meetings/events, pays dues, etc] and if there are any criteria for any other membership categories. This is an important issue for your organization – you want to make sure that students listed on your voting member list are active, interested students in your group. Section 3: Removal of Members State the process to remove any member who is not in good standing with the club. Due process must be followed. Things to consider are: reasonable notice to the person being considered for removal, opportunity to defend their position, quorum needed to vote, timeline for the process, appeal process. While you will hopefully not need this section, it is very important that you have a process in place. When you need it, this will clarify the procedure and take out some of the difficult personal issues/ Article III: Officers Section 1: Officer Qualifications Identify what qualifications a student must have to be eligible to be an officer. This may include QPA, length of time in organization, previous experience, etc. All officers must be currently enrolled SUNY Orange credit students with a QPA and CQPA of at least 2.0. Section 2: Elected Officers List the positions in descending order (e.g., President, Vice-President, Treasurer, Secretary) Section 3: Duties of Officers List each officer position and their duties. You can include this information in Section 2 if you prefer. Typical duties include: President: preside at meetings, call special meetings, primary contact with the institutions, appoint committee chairs, runs the election process. Vice-President: assume PresidentÊs duties in his/her absence, schedule meeting/practice rooms/facilities. Treasurer: keeps all financial records, notifies organization of financial issues, prepares budget/allocation requests. SAMPLE CONSTITUTION Secretary: takes and distributes minutes of all club meetings, recorder keeper (current and past members, files minutes, etc), club historian, notify members of meetings, handles the official correspondence of the club. Section 4: Vacancy in Office In the event a vacancy should occur (resignation or removal), provisions must be made to fill the vacancy. Officer succession/"chain of command" should be addressed (e.g., in the event that the President leaves office, the Vice President will assume those duties until a special election is held. Then refer readers to the special election section of Article IV. Section 5: Removal of Officers Grounds for removal of an officer must be clearly identified. Similar to the removal of members, due process must be followed. (see above) Make sure you note the role of your club advisor. One example: A petition to remove the officer in question must be submitted to another officer. This petition must contain the signatures of x% of voting members. When such petition is received, the officer shall call a meeting of the club to determine whether or not the officer should be removed. Grounds for removal are to presented by the officer in charge at a regular or special club meeting. The officer in question shall be provided an opportunity to present a defense either in person or in writing. A quorum shall be present, and a (x%, 2/3, simply majority) vote of the voting members shall decide upon removal. While you will hopefully not need this section, it is very important that you have a process in place. When you need it, this will clarify the procedure and take out some of the difficult personal issues/. Article IV: Elections Section 1: Nomination Process State how officer candidates will be nominated (by a current officer/member, self-nomination, etc.) and the timeline associated with the nomination process. Section 2: Election Election procedures, quorum present, method of voting (secret ballot, etc.), number of terms a person can serve, and when the elections will be held Section 3: Special Elections This section outlines what procedures will take place if an officer leaves/is removed from office. Clearly state the timeline for these procedures (e. g, within "x" weeks of vacancy occurring). You may use the same procedures from Section 2, with a revised timeline. Article V: Advisor Section 1: Selection Indicate how your club will choose an advisor. Note: All clubs are required to have an advisor who is a SUNY Orange faculty or staff member. Section 2: Duties What do you want your advisor to do? SAMPLE CONSTITUTION Article VI: Meetings Section 1: Regular Meeting/Club Activities Address how often business meetings will occur, any regular club activities, etc., process to notify members of meetings/activities. Section 2: Special Meetings Identify why you would call special meetings, and the process used to call these meetings/ notify members, etc. Will these meetings be run any differently than regular meetings? Section 3: Parliamentary Authority Will you use RobertÊs Rules of Order? How will the meetings be run/ Section 4: Quorum* What % of your membership must be present for official club business to occur? *A quorum is a certain percentage of voting members required to be present during a vote. It is VERY important to clearly indicate what your quorum will be. You want to make sure that when a vote takes place, that you have a representative sample of your voting membership present. Article VII: Committees Section 1: Committee Structure Include what committees (if any) that your club will have. Include responsibilities of each committee and who is responsible for each committee. Examples include Membership, Programs, Elections, Fundraising, etc. Section 2: Special/Ad-Hoc Committees State that special/ad-hoc committees may be formed if needed/ Article VIII: Amendments Section 1: Ratification Identify the process to be used regarding proposed constitutional amendments: voting procedures, timeline, etc. Section 2: Submittal to Student Activities Office Any changes made to this constitution must be submitted to the Student Activities Office.. Appendix B Club Budget Guidelines Please remember that these are the guidelines approved by Senate for each club’s budget request. Funds requested can only be used for current students and may not be used to cover academic costs. Please be sure to read the entire “Club Resource Manual” before filling out forms. Each club may request funds outside of these guidelines, but it is up to the senate budget committee to review these requests and the senate to approve the allocation of all funds requested. Please document and justify all budget requests outside of the proposed guidelines. Due to budget restrictions, clubs may not receive all requested funds; these funds are allocated on a first come first serve basis. Any expense not covered by the senate approved budget may be paid for with club funds out of the club account or from fundraising such as bake sales and food giveaways. Please be as detailed as you can in your budget request, and please attend budget hearings for further explanation of budget requests. Travel Expenses: Maximum of $350 per semester excluding the cost of bus rental. Transportation reimbursement is limited to 1500 miles per semester with any mode of transportation. Personal Cars- Students using their own personal cars as a mode of transportation may be reimbursed $0.25 per mile. Van Rental- Students wishing to rent a van as their mode of transportation must have a driver over the age of 25 years old with a clean driving record. The vans must be rented through the Student Activities Office. The cost of each van rental is $60.00 per day for 125 miles plus the minimum insurance charge of $15.00. Bus Rental- A bus may be requested for a trip that includes 35 or more students. Please contact Student Activities at least a month in advance. Furthermore any club requesting a bus for a trip must open that trip to all students on campus and advertise said trip through Student Activities. Symposium: Clubs may request funds to attend a state conference that pertains to the club’s activities. Request for these funds must include information on the symposium and an explanation of how the attendance of club members will benefit the club. Registration Fees- A total of $250 may be requested for registration fees for the conference. Accommodations- A total of $300 may be requested for hotel accommodations while attending the conference. Transportation- Follow above transportation guidelines. Admission Fees: Clubs may request up to $200 per semester for admission fees to museums, galleries, parks. This is limited to fifty percent of admission fees per student attending activity associated with the club. Also fifty percent of admission fees may be requested for adult advisor. Equipment: Clubs may request up to $150 for essential equipment for the club. Any equipment purchased for the club must be purchased through student activities and used solely for the club. All equipment purchased for the club is school property and must be returned to student activities in the event of the dissolution of the club. Furthermore, all club equipment must be stored and maintained by the club advisor. Speakers (Club only): Clubs may request up to $100 per semester for speakers that will speak at club meetings. The club must show in the budget proposal how the speaker is related to club activities, how the cost of the speaker is justified, and the club must have at least 7 members present for any speaker. No paid speaker can be a member of the club, advisor, or member of faculty or staff. Media: Club may request up to $100 a semester for DVDs, magazines, CDs, books, websites, etc. Please do not request funds for flyers, posters, or copies as these can be done for free through the club resource room or in Student activities. Refreshments (Club Only): Clubs may request a maximum of $200 a semester for an end of the year awards ceremony. Please do not request funds for food at meetings or to attract new members. Food may be ordered but it must come from the club account. Chapter Dues: Clubs may request funds to cover chapter dues up to $50 per semester. These chapter renewals are per club, not per member and each new chapter must show how it supports the charter of their club. Shirts: Clubs may request a maximum of $200 a semester towards the purchase of club shirts. This may be allocated as $10 per club member per T-Shirt or $15 per club member per sweat shirt or jacket. These may be ordered through the Student Activities office. Campus Wide Events: Students may request funds for campus wide events. These events must be advertised through student activities and open to all students. These campus wide events may be hosted by multiple clubs, but the clubs must submit a budget request for campus wide events together. Students may request up to $150 for refreshments, $400 for speakers or movie rights, $50 for decorations and up to $100 for prize money or materials for student giveaways. These campus wide events must be well organized and documented. These campus wide events are also a great way to give your club campus wide exposure and an opportunity to recruit new members. Club Budget Request Form Please refer to the budget guidelines before filling out this form. If there is not enough space to write your description, please attach additional sheets. Travel Expenses: Please include all trip information on a separate sheet including exact mileage for your trip. Amount Requested Amount Allocated Amount Paid Out Mode of Transportation: Exact Mileage: Number of students attending trip: Details of trip: Symposium: Please include all symposium details on a separate sheet printed out from symposium or conference’s official website. Amount Requested Amount Allocated Amount Paid Out Number of students attending: Registration fees: Accommodations: *Please include hotel information printed out on separate sheet of paper. How symposium relates to your club: Admission Fees: Please include details printed out from the official website including all admission prices. Amount Requested Amount Allocated Amount Paid Out Number of students attending trip: Fees: Equipment: Please include as much information as possible for any equipment requests. Amount Requested Amount Allocated Amount Paid Out Speakers (Club Only): Amount Requested Amount Allocated Amount Paid Out Speaker’s name and/or topic they will be speaking on: How speaker or topic relates to the club’s purpose: Media: Please include all subscription info or details on media and how it relates to your club and how it will be used. Amount Requested Amount Allocated Amount Paid Out Refreshments (Club Only): Please include all details for end of the year ceremony. Amount Requested Amount Allocated Amount Paid Out Proposed date of event: Place: Number of club members expected to attend: Chapter Dues: Please indicate how chapter dues support your club’s charter. Amount Requested Amount Allocated Amount Paid Out Shirts: Amount Requested Amount Allocated Amount Paid Out Please circle one: T shirts Sweat shirts Jackets Total amount requested: Campus Wide Events: Please include as many details as possible. Amount Requested Amount Allocated Amount Paid Out Name of Event: Purpose of event: Proposed date for event: Refreshments: Speakers: Please include names and or topics. Movie: Decorations: Prize money and contest details: Materials to giveaway: Plans for advertisements: Club Budget Appeal Form * Please be advised when filling out this form, Student Senate will review your club’s appeal and it may require a club representative to be present at a future budget hearing. Date of Appeal: Club Name: Contact Info: Amount of appeal and details as to why club requires funds: (Please include as much information as possible) Resolution: ). Advisor(s} and contact #: Total Requesf:' .' . '.' . J,-_ . .:¥-I\... \\ \..i 'Nr \ \" \.v.11\IN +hi0 \i /"\ 0 "* .-lL ~**.*•••*~••J*\f~l••••*••*.....~*~.*•••***••••*••~••~*••••:r.•• Date:_____"'- Total Allocated:----------- Student Senate Treasurer Student Senate President Revision Date and Changed Allocation:__________ -_._ ~mD)e. , Club BuHget Regue~t Form ,I. Please refer to the budget guidelines befor~ filling out this form. Ifthere is not enough space to! write your 'description, please at:W.ch additional sheets. ' I Travel Expenses: Please include all triP information on a separate sheet including exact mneage for Amount Amou!it fAmount Paid your trip. ' Requested AJlocat~d Out , • I Mode ofTransportation: ~I"\o..\ eo....f_ . , 4l Ie\.O0 Exact Mileage: 3Ll Q. )(. 25' ~O. 50 eo..c.~Wa,..y, Number ofstuden1s attending trip: 4:1 . ,0 ..DetaiIs ~trip: Tro.ns\'D("\-a...\\O(\ \0 o.vw\. j¥7J<'n' ~fet~ Amount Amount I Amount Paid Requested Symposium: Please inchu:le all symposium. details on a separate sheet priIited'oui from symposium. or Allocate~ 'Out conference'sofflcialW~er(\', G:rea+!A~ h'~~ C~ Number ofstudents attending: lD ~'13()()?O , 'it Registration~: tJ &05 ~.f" ~~() = ~) ,qO. I . " . . , " 'i".d~ a.ceommod.o."TIO{)~ . . Accommodations: *~lease include hotel information printed ~bnsepar:ate sheet OfP~~~~~~f~ How~iumrelatestoyourclub: \..A..l1{ CYI +b hi~~>'1i oj ttl; th'n9 J rnasJ/~ ..:& Imru·kJYI.Ci oJ .:f,t) &lr& f!menc.all .fIt.sb'(}. I). . Media: Please include all subseriplion JntO or details on media and how it relates to yoUr club and how it Amount ,Am~nt Amount Paid will be used. ' ' ' Requested Allodted Out , .&l'mTI\" Amount Amou,t (Amount Paid . J" " RefreShments (Club OnlY): Please include all detai.ls for end ofthe year ceremony. Requested Allocated Out (;.le.' wiJl ~·t:·V;~b! tnill/V1j QJ.LlJYcLo' -io ~ kp ~~ - " . ~Q(l~\J ".". .'. Proposed date ofevent: Uet.. ,t5t v\ . . tp~OO.OO Place:. U JieJhY10\5 Old. EXI e Number ofclub members expected to attend: £lO Amount Amou~t I Amount Paid Chapter"Dues: Please indicate how chapter d.ues support your club's charter. Allocathd Out Requested Amount Amount lAmoun.t Paid Requested Allocated Out "Shirts: ~~OD.' ~!Kn.OO shirts Sweat shirts Jackets Total amount req~ J(). ft\a..m'oerS" i I .................,,, ... 'f . October 9-12,2009 FIBEREVIVAL __ ..._________ __.___.lllthe-.Cbautauqua-lnstitution-------- Eastern Great Lakes Fiber Conference This event is co-sponsored by the following Regional Guilds: • Chautauqua County Weavers Guild • Cuyahoga Weavers Guild • Enchanted Mountain Weavers • Foothills Spinners and Weavers FIRST DATE FOR • Syracuse Weavers Guild REGISTER: • \/Veavers Gulld of Buffalo April 1. 2009 • \/Veal/ers Guild of Rochester LAST DATE TO REGISTER This panel of Instructors this year are: WITHOUT PENAlTV: ~ Marjie Thompson - Weaving July 15, 2009 • Sarah Swett - Tapestry • Theresa May-O'Brien • Felting • Nancy Moore Bess Basketry • Judith MacKan:zi& McCuin - Spinnlng/Knittlng Please download the Conference Schedule and Registration by clicking the links to file right. You may contact the conference administrali9n by clicking the e-mail link on the right C2007 Weavers Guild of Buffalo_ All Rights Reserved. Site Design by Oasis Web Deyelopment 9/312009 http://www,weaversguildofbuffalo.orgleglfc.htni.l ~-~"-- ----- ----_ .., &. ~ .:~~! AieRt~~~\ "'_'B1"!iifiJdf~l'~:!;",,' ':","ji-7S~.'''-'''_ ChaIlfaJlqlltJ Institution Ddober 9-12, 2009 Eastern Great Lakes Fiber Conference E-Mail: eglfcregistrar@yahoo.com ·c-·_Phone.(116) 36l...6606.-~-__._.__ ......... . ...... Co-Hosted by Regional Guilds: Chautauqua County Weavers Guild, Cuyahoga Weavers Guild, Enchanted Mountain Weavers Guild, Foothills Spinners & Weavers. Syracuse Weavers Guild, ! Weavers Guild ofBuffalo. and Weavers GuildofRochester April 1:. First Date for Registration July 15: LIlSt Dute for Registration without penalty Conference Schedule Friday, October 9, 2009 Sunday, October 11, 2009 RegiBtration: 5-9pm Fiber Exhrbit Meet the Instructors 8:00pm' Class Sessions 9-Noon Followed by Meet and Greet Reception Class Sessions 1-4pm Note: No meals provided Friday evening Classroom Walk-through 4:00 Walking Tour 4:45pm Banquet: 7:00pm Followed by Fashion Show Saturday, October 10,2009 Monday, October 12, 2009 Fiber Exhibit .' Class Sessions 8:30-11:30 Registration 8-8:45am. Class Sessions 12:30~3:3Opm Class Sessions 9-Noon . Departure: 3:30pm-4:3Opm Class Sessions 1-4pm Vendors Open: Noon~9:00pm Class Schedule Instructor Saturday October 10 Sunday, October 11 A{ondaY,Oetoberll A{arJie Thompson Forgotten Weaves (A) 3 Days Forgotten Weaves (A) 3 Days Forgotten Weaves (A) 3 Days Sarah Swett The Value ofValue (8) 3 Days The Value of Value (8) 3D.ys The Value of Value (B) 3 Days Theresa A{ay-O'Brlen felted Bats and Beadware (C) 1 Day Painterly Felt Workshop: Creating aFelted Wall Hanging(F) 1 Days Painterly Felt Workshop: Creating a Felted Wall Hanging (F) . 1 Days Nancy A{oore Bess . Japanese Tradition PaekagiDg as Vessel (D) 1 Day Plalting and Twining: Layering Two Cultures (G) 2 Days Plaiting and Twining: . Layering Two Cultures (G) lDays Judith MacKenzie A{cCuin . Fancy Footed: Custom Knit Socks with Hand Spun Yams (E) I Day Fibers that A{ake Cloth Sing (B) lDays Fibers that A{ake . . Cloth Sing (B) 1 Days A{ost confere~ce facUities are bandicapped accessible . ~m?\~, EGLFC REGISTRA TION FORM to be printed out, filled In legibly, and mailed with check Your name, as you want It on your nametag: F/rst __________,Last ____________Gender(F) (M) Add~s ________________________________~~man _______________________ CItY._____________,State ___ Zlp ____ Phone,_____________(day)_____________--I.:{evenlng) EmWVencycontactpersonandnumber____________________________-------------- Any dietary restrlctlons? ____________--'Any special needs? __________ CLASS CHOICES: Please Indicate preferred classes by entering code letter and Instructor's last name In the appropriate spaces, making sure that 2-day or 3-day classes are Indicated on the same line for every day they are offered. We win attempt to give eV8l)'0ne herlhls first choices, however, class placement Is on a first-come, first-served basis., Any registration postmarlced before Aprllf will be treated as Iftrialled on Apr/It. SATURDAY, OCTOBER 10 SUNDAY, OCTOBER 11 MONDAY, OC-TOBER f2 FIRST choice SECOND choice THIRD choice 1plan to participate In the Fashion Show (circle one) ............... : ............ Yes No I plan to participate In the Fiber Exhibit (circle one) ........ : .................... Yes No /.am wnllng to be a teacher's aide (circle one)...; ..................................... Yes No' COMPLETE PACKAGE Registration '"cludes 3 days 01 classes, lodging on premises lor 3 nights (FrI, Sat, Sun night) , and 8 meals (breakfast Sat. through lunch Mon.) Roon; Choices: 1. Shared room and shared bath $365 2. Private room and shared bath $458 3. Private room and private bath $491 NON-PARTICIPATING GUEST(Lodging &all Meals only) . As perRegistrar (716) 361-6606 COMMUTER SPECIAL (fO spaces avalla~/e) Registration Includes 3 days 01 clast.es and 8 meals (breakfast Sst. through lunch Mon.) NO LODGING $265 If you wish to bring a guest to the Banquet and Fashion Show only @ $20 per guest Guest(s) Name (s)_______________ , Late Registration fee (postmarked after July 15): $25 , ' TOTAL FEES ENCLOSED PI"se mall completed registration form with check or money order (U.S. funds only- payable to Eastem Great Lakes Fiber Conference) and a /egal Sized SASE to: . CATHIE STEFFAN, REGISTRAR FOR EGLFC, 3511 WEST RIVER ROAD, GRAND ISLAND, NY 14072. Confirmation letters will bemal/ed after May { To request a refund, contact REGISTRAR. "written cancellation notice Is received by July 15, a full refund (less $25 handling fee) will be made. Cancellations after July 15, 2009 will be dealt wHh on a ' case-by-case baSis. Refunds will be mal/ed afterAug. '15, 2009. rage 1 011 ---~-"1"""' J." "L ·~mr'e MAPQ",EST. . Total Travel Estimates: 5 hours 58 minutes I 361.46 miles A: [125-132] South St, Middletown, NY 10940 1- Start out going NORTHEAST on SOUTH ST toward . O.Omi II • BENNETT ST. . . -"-.-- -.---"2: -TurrrRIGHT ontOSENNCTT'ST. - ,-- - .. - -- - ,..- - _.. -. -, -.......'.--- --O~imi' "-.,,, -.~ .. ,. '" . ,-~ 3' Turn RIGHT onto DOLSON AVEINY-17M. Continue 1.3 mi • ~ • to follow NY~17M .. • ~ .._ ... _,.,._,__.J ~"",_.".. , 69.1mi _~._~.. ,.~:,~;~e~~n~~~~~N.~~1:~d~~RT JERVIS (CrOSSing .. , 'h • II 5: ~~~~;;;~~~,~,~-6 W/P.~-347 eXit,t:ward 0.4 mi 1.5mi '.•~~'~.·~·~~~,.~:_~~~~~;~~~~~~.EXIT 188, toward .~_._.~"- "" .",. , ' 7: Merge onto 1-81 N (Crossing into NEW YORK). . ,._••_-_••___ .~.~_.,.~., ,"", _'.c._"", ..... , ~A''''.·__~4~,_ .._.~_,~..-...........~~ it'P••-"....-'-----,.·#,.-~,-.'.- ._ .. 'A_."·~_" _,.",~ ",',._ ".~.~. 56.9mi lf~ ... riI Take NY·17 W toward OWEGOIELMIRA (Passing 8: through PENNSYLVANIA, then crossing into NEW 226.4mi .. ~~~:"_"'_h_"'_"__ ........h"........................_ .•• "... "'h .•.•., ___ .. _ ......... ~.~I~~'~~~'N"'" 9;~~~~L!T~~t:!l2~_~~~~' to~:~~~., 0.2 mi ."". ~ 10: Tum RIGHi onto NY-3941W LAKE 'RD. 5.3mi .~~ ......_. Y'.__..~_.,~,' ..-.,.~ ."'.. ~,,_.' .... ~.... ~.. _ ..'-'~.~.__ ,~_._.__ ..-"",.". '_'.~_.,.__..... ,~-<~_~,.~'~, _.... " .. II 11: Welcome to CHAUTAUQUA, NY. O.Omi B: Chautauqua, NY Total Travel Estimates: 5 hours 58 minutes I 361.46 miles AU rights reserved. Use subject to License/Copyright Map Legend Directions and maps are informational only. We make no warranties on the accuracy oftheir content, road condiUons . or route usability or expeditiousness. You assume all risk of lise. MapQuest and Its Suppliers shall not be Hable to you for any loss or delay resulting from your U88 of MapQuest. Your use of MapQuest mea~ you agree to our Tenns of ~ . - . http://www.m.apquest.comimaps?1c=Middletown&ls=NY&la=%5B125-132%5D+South+... 913/2009 SAmp'e. Welcome to Angelika's Yarn Store Shopping Cart. These are the items currently in your cart. Take a minute and make sure these are the Items you desire. ORDER IS NOT .COMPLETE YET. Be sure to click the "Proceed to Checkout" button to complete your order. Please check your email frequently. Any questions I have on your order wilt be sent only through email ,-.-."~"~~ -~--,-.. Item aty Description Options Rate Amount Remove 15647756581'-1---' Pursenallties: 20 knitted felted $19.95 $19.95 0 bags cv-0013 I Cascade Cash Vero #013 Pale Pink .I,-s__-, $8.50 $42.50 0 /clrclturbo/01.S0mml16 I 16" Addi Turbo Clrc, US#OOO, 1.5mm 11,.;..1__-, .$17.50 $17.50 0 Free Shipping (United St~tes) $0.00 Total $79.95 ~~t_wti;~tiqli!l;~;$:\1 '-1:.,.,.-.·.·=Co.."..it..;.,.tin.,...~e-'-:S.·~.ho-·p""':'pln.,...g""'":~'d r. Uptta_,To~r I Please make sure you type In your email address accurately. I will be communicating with you about your order. I do not sell/rent/distribute my customel's addresses. email or otherwise. I accept Visa, MC, Discover and AmeriCan Express. Sorry, I do not accept Paypal. Please be sure the billing address you enter is the address the credit card company uses for you. This Is how I prevent fraud. You may also order by phone. Print this page and caIlS41-7593975, Tuesday - Friday, 10:00am - 3:00pm Pacific Coast TIme. If you want to send a check copy and paste this page into an email to store@vam-store,net. Include your full name. mailing address and phone t. and I can create a sales order, complete with shipping and emaH It back to you. . .' ORDER IS NOT COMPLETE YET. Be sure to click the "Proceed to Checkout" button to complete your order. 9/3/2009 .h ttp://shopping.netsuite.com/s.n1?c=ACCT77584&sc=3&ext=T - Appendix C Student Club Food Giveaways Procedures and Rules -Clubs may spend up to $125 for giveaways either in Middletown or Newburgh using the Shop Rite charge card (the card may be signed out from the Student Activities Office) -Clubs must staff any giveaway with a minimum of 2 members -Giveaway hours should run from 6pm-7:30pm or until the food is gone (groups should set up at Newburgh no earlier than 6pm) -The giveaway must be staffed by the club for the entire time. The club cannot set up the food and leave. -Since the giveaway is funded by Student Activity fees, only currently enrolled SUNY Orange students should take items. Persons should be limited to a reasonable number of items (usually one or two items per person). Filling a bag or grabbing a large number of items should not be allowed. It is the clubs responsibility to insure this is followed. Students should not, however, put themselves in an uncomfortable or threatening situation. If you feel a situation is escalating at any time, please contact security. -Clubs must return the Shop Rite card and the receipt with the signature of the shopper and the club name written on it to the Student Activities Office immediately after the shopping is completed (unless other arrangements are made with the Student Activities Office). Be sure to leave the card with a member of the Student Activities Staff. Please do not leave it on a counter or desk. -Clubs can purchase food giveaway items such as: fresh, whole fruit (uncut) bottled water juice (boxes) crackers cookies granola snacks pre-packaged cheese fruit snacks etc. -Clubs cannot purchase items such as: deli trays (pre-cut meat or cheese) soda etc. -Failure to follow these procedures may result in a club losing future giveaways. Please direct all questions to the Student Activities Office. APPENDIX D * -Check “Student Activities Fund” if the money is coming from the club’s Student Senate Budget -Check “Student Club” if the money is coming from the club’s Club Account (fundraising money) -Check “Student Activities Fund” and write in “Food Giveaway” along with the club name on the “Specific Account” line if the money is coming from food giveaways the club has done -Vouchers filled out incorrectly or not signed by the advisor will be returned to the club and may delay the processing of the check -Blank vouchers can be picked up in the Student Activities Office See instructions below Appendix E SUNY Orange County Community College TRAVEL APPROVAL REQUEST Directions: The Travel Approval Request and Liability Waiver Form must be completed for all local, state, and international trips. Once appropriate signatures are obtained, this form must be submitted, two weeks in advance, to the VP of Administration for final approval. International trips must be approved by the President by October 1st of the academic year in which the trip will be offered. Complete the following information and obtain the required signatures. Responsible Party: Today’s Date: Contact Person: Departure Date: Contact Phone # during visit/trip: Return Date: Name of Course/Club # of people participating: ______ Method of Transportation: (e.g. bus, van, student providing own transportation) Destination(s) & Purpose of Trip: Yes, “Waiver of Liability” forms will be collected from all participants by responsible party 2 weeks prior to travel date and will be filed with sponsoring department. A roster of participants, including emergency contact information and method of transportation to be used for the trip, must be forwarded to your area Vice President before the trip is taken. Faculty Class Trip(s) Department Chair Date Student Services Trip(s) Club Advisor Date Director of Student Activities Date International Study/Travel(s)* Associate Vice President Date President Date *Itinerary must be attached. Advertisement of trip is acceptable after approval from the President. *All participants must enroll in either a 1-credit seminar/course or a non-credit course through OCCC. *Participants are encouraged to obtain travel insurance. If they do not, they must so indicate on the waiver form. Other Supervisor Date The signature of the Vice President for Administration below denotes final approval for all travel requests. Vice President Administration Date Appendix F Waiver of Liability for Local and Out-Of-State Travel Class/ Club: ___________________________________________________ Description of Event____________________________________________ Instructor/Advisor______________________________________________ Field Trip/Activity Date: __________________________________________ I acknowledge that there are certain risks inherent in my participation in field trips or offcampus activities. I voluntarily assume all risk of injury to myself or damage my property and agree to hold harmless Orange County Community College, its directors, officers, employees and authorized agents from any and all liability, claims, or causes of action arising out of my transportation to and from and my participation in this field trip or offcampus activity. If I choose to transport other persons or students in my personal vehicle to this activity, I certify that I have adequate insurance and I agree that I shall indemnify Orange County Community College against any claim brought against them by my passengers. I will follow the Orange County Community College Student Code of Conduct while participating in this activity. I will not possess or use alcohol or unlawful substances while I am participating in this activity. I have carefully read this agreement and fully understand its contents. I'm aware that signing this agreement constitutes a release of liability and I sign of my own free will. Participant/Student (Print Name) Date Participant/Student (Signature) Signature of Parent or Legal Guardian Date (If student is a minor) Emergency Contact Information Name: Relationship: Address: Telephone #: Appendix G PARLIAMENTARY PROCEDURE BASICS “Where there is no law, but every man does what is right in his own eyes, there is the least of real liberty” -Henry M. Robert Quorum- In order to transact business, a quorum must be present. Unless stated otherwise in the bylaws, a Quorum consists of 50% plus one of the voting membership. Order of Business- A typical Order of Business is as follows: 1. Presiding Officer calls the meeting to order 2. Reading and approval of minutes 3. Officer Reports 4. Committee Reports 5. Old Business 6. New Business 7. Announcements 8. Adjournment Main Motion- In order for business to be discussed, a motion must be made and seconded. A member wishing to make a motion must 1. Be recognized by the Chair 2. State the motion: “I move that…” or “I move to…” 3. The motion must be seconded by another member. A second does not necessarily mean that member is in favor of the motion. It simply allows for discussion. 4. The Chair repeats the motion after it has been seconded by saying ”It is moved and seconded that…is there any discussion?” 5. The way the Chair restates the motion becomes the official wording for the motion. Be sure the chair states the motion the way you have said it. The Secretary should record it this way in the minutes. 6. The maker of the motion has the first right to speak to the motion. Remember that any speaker must wait to be recognized by the Chair. 7. Prior to the start of discussion, the Chair may set a time limit on the discussion. 8. REMEMBER: There can only by one main motion on the floor at any given time. Subsidiary Motions- Subsidiary motions propose various ways of dealing with a main motion that’s on the floor. Any member wishing to make a subsidiary motion must be recognized by the Chair and all require a second. -To Postpone Indefinitely The purpose of this motion is to kill the main motion. It needs a second. It is debatable. It requires a majority vote. If it passes, the main motion dies until the next meeting. -To Postpone Definitely Same as To Postpone Indefinitely, except a date is set to revisit the main motion -To Extend Debate If the body wishes to extend the time of debate, a member must be recognized by the chair and move to extend the debate by a certain amount of time. This motion must be seconded and is not debatable. A 2/3 vote is required for passage. -Amending a Motion There are 3 ways to amend motions: 1. by inserting or adding words 2. by striking out words 3. by striking out and inserting words After this motion is made and seconded, debate is limited to the proposed amendment. If the amendment passes, it becomes part of the main motion or replaces part of the main motion. Majority vote is required to pass. -To Refer to a Committee Motion needs a second and is debatable. The motion should include: -what committee -what the committee is to do -when it is to report to the members -Previous Question This motion stops debate. It is not correct to just call out “Question.” A member must be recognized by the chair and move the previous question. The motion requires a second and is not debatable. The Chair takes an immediate vote after it has been seconded. It requires a 2/3 vote to pass. Tabling a Motion- -To Lay on the Table This motion can be used to set business aside during a meeting but not to kill a motion (see Postpone Indefinitely). To Lay on the Table is not debatable. It must be seconded and the Chair must take a vote immediately. If someone makes this motion, the Chair has the right to ask the maker of the motion to state the reasons for the motion. If the Chair feels the reasons are not urgent, he/she can rule the motion out of order. -To Take from the Table A member may move to take a motion from the table. “I move to take the motion…from the table.” It needs a second. It is not debatable. If the motion passes, the members then continue discussing the motion, or they vote on it. If the motion fails, it remains on the table until it is successfully removed from the table. If the motion is not taken from the table during the meeting or by the end of the next meeting, the motion dies. Voting- When taking the vote, the Chair should call for “Those in favor,” “Those opposed,” and “Abstentions.” The Chair must always ask for negative votes and abstentions even thought the positive vote seems unanimous. The vote may be by voice, show of hands or standing and must be announced by the Chair prior to the vote. If requested by a member and approved by a majority, the vote may be done by ballot. When voting is completed, the Chair announces the vote and what it does. This is recorded in the minutes along with the exact wording of the motion as stated by the Chair prior to the vote. What Minutes Must Include- . the kind of meeting being held (regular, special, etc) . the name of the organization . the time, date and place of the meeting . for smaller groups, the names of those present and those absent . approval of the previous minutes and any corrections . summaries of reports (separate paragraph for each) . exact final wordings of all main motions, with the names of the movers . the results of votes on main motions . motions that have been tabled or postponed . announcements . time of adjournment . signature of acting secretary