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Club Policy1. PREAMBLEClubs are designed to enhance the post-secondary education experience by offering students the opportunity to pursue their learning through extra-curricular activities. Clubs are intended to foster a positive environment for students to express themselves and to join in activities within the diverse community of North Island College. Clubs are voluntary organizations formed by members of the College community and are a traditional part of campus life, contributing in a significant way to its intellectual, political, social, and cultural diversity.
In supporting a system of clubs, the Students’ Union is guided by a commitment to the right ofCollege students to communicate, discuss, and explore ideas; to organize groups for any lawful purpose; to distribute on campus, in a responsible way, published material provided that it is not unlawful; to hold meetings; to debate and engage in peaceful demonstrations; and to enjoy freedom from discrimination on any basis.
Under the terms of this policy, the Students’ Union will not attempt to censor, control or interfere with any group on the basis of its philosophy, beliefs, interests or opinions expressed unless and until these lead to activities which are illegal or which infringe the rights and freedoms already mentioned.
2. DEFINITIONSBoard: Board of Directors of the Students’ UnionClub Registration Package: A package of information submitted by clubs each year which contains a list of active members, a list of current Club Executive members, a Club Budget Request Form and a Signing Officer Designation Form. Treasurer: The Treasurer of the Students’ Union or their designate.
3. CATEGORIESThere shall be five categories of clubs, as follows: General Interest: clubs organized around a particular interest. Activist: clubs that are organized to achieve a political goal and are not affiliated with a political party. Religious/Partisan: clubs organized to support and participate in an established religion’s structure or political party. Service: clubs formed to provide a service to North Island College students. Course Union: clubs formed to represent and organize on behalf of students in a particular North Island College program.
4. REGULATIONEach club must: a. Have a constitution, duly approved and ratified by the Board that is in compliance with this and all other statutes of the Students’ Union. b. Notify the Treasurer of any changes to their constitution after it has been approved. c. Submit a Club Registration Package at the beginning of each academic year prior to the registration deadline as established by the Board. d. Fulfill a role and purpose not already fulfilled by another existing club.
NORTH ISLAND STUDENTS’ UNION
Club Policy5. MEMBERSHIP a. Each club must allow any interested student to join. b. No club shall have fewer than 10 active members. No course union shall have less than 20 members. c. No less than three-quarters of the members of a club shall be Students’ Union members. d. Members of the club are required to pay a membership fee of not less than $2 for members of the Students’ Union and not less than $5 for non-members of the Students’ Union.
6. CLUB ADMINISTRATION a. Each club shall have an Executive Committee of not less than three; at least two of whom must be Students’ Union members. b. The Executive Committee of each club shall be elected by the membership of the club as per the constitution of said club. No members of a club shall be denied the right to vote in the election of the Executive Committee of the club.
7. ACCOUNTSEach Club shall have two accounts: a. The Budget Account contains funds that are granted to the club by the Students’ Union. b. The Trust Account contains self-generated revenue. c. Clubs may not hold money in outside accounts.
8. STUDENTS’ UNION FUNDING a. The Students’ Union will provide funding in a manner designed to maximize the overall contribution to campus life. Clubs will be provided maximum funding allowed unless overall demand requires a lesser amount of funding be given to facilitate more clubs on campus. b. To receive a funding allocation, a club shall be required to submit a Budget Request Form as part of its Club Registration Package. Based on the budget request forms received, the Treasurer shall prepare a draft club funding allocation proposal to be presented to the Board for approval. c. No club shall receive funding if: i. It has not submitted a completed Club Registration Package. ii. Its membership does not meet the requirements of this policy; or, iii. It has been declared to have abandoned its registration and has not been reinstated. d. At the end of the fiscal year, all unspent funds in the clubs’ budget accounts shall be returned to the Students’ Union operational account. e. No club shall incur any debts, negative balances, or loans against budget accounts without the approval of the Board. f. Clubs are encouraged to raise additional funds beyond their budget allocations. All funds raised in this manner shall be deposited in the respective club’s Trust Account until the funds are to be spent. g. Annual club funding maximum allotments are as follows: i. $100 for general interest, activist and service clubs; ii. $50 for religious/partisan clubs; and, iii. $250 for course unions.
NORTH ISLAND STUDENTS’ UNION
Club Policy9. CLUB EXPENDITURES – BUDGET ACCOUNTS a. Clubs are authorized to spend their budget allocations only as itemized in their approved budget request form and are legally liable for any unauthorized expenditures. Clubs are permitted to make unbudgeted expenditures only with the approval of the Treasurer. b. Accommodation: The Students’ Union does not pay for accommodation expenses incurred by individuals or groups belonging to a club during the course of any of their activities. c. Food and Beverages: The Students’ Union does not pay for the purchase of any food or beverages to be used in a function of ‘party-like’ nature or of limited access to Students’ Union members. Subsidization may be available for hosting events for the benefit of all Students’ Union members. d. Individual Gain: The Students’ Union does not pay for any activities that result in the personal benefit of individual members, but rather activities that benefit the majority of members of the club. e. Political Parties: The Students’ Union is a non-partisan organization and does not pay for donations to any political party.
10. CLUB EXPENDITURES – TRUST ACCOUNTSClubs may spend their trust accounts as they see fit, provided such expenditures are not for purposes in contradiction to the club’s constitution, this policy, or the objectives and constitution of the Students’ Union.
11. SIGNING AUTHORITYa. Each club must provide a list of no more than three and no less than two signing officers. All signing officers shall be Executive members of the club. No signing officer shall be recognized until their name and sample signature have been submitted to the Students’ Union Board. b. The signatures of two of the designated signing officers shall be required for all financial expenditures from budget and trust accounts. c. All Executive members of a club are accountable to both the club membership and the Students’ Union for the activities of the club including any financial mismanagement and bad debts.
12. ABANDONMENT OF CLUB REGISTRATIONWhere, in the opinion of the Board, there is no evidence of any activity within the previous two years by any particular club, the Board may declare the registration of a club to be abandoned at which point the club will cease to exist. No club shall be unreasonably declared abandoned.
13. CLUB LOANSLoans may be extended to clubs to assist in the financing of special events and projects that benefit the membership of the club and the membership as a whole. Subject to approval by the board, loans shall be extended to clubs on the following basis:a. All loans shall be interest free for a maximum of 31 days. Loans outstanding for more than 31 days shall be subject to an interest rate equal to prime rate plus 2.5%. b. A written contract must be in place before loan funding is distributed. c. A Club with an outstanding loan shall not be lent further funds until the original loan is repaid in full including all assessed interest. d. The maximum loan amounts shall be $800.
NORTH ISLAND STUDENTS’ UNION
NAME
PHONE
POSITION
SIGNATURE
NAME
PHONE
POSITION
SIGNATURE
NAME
PHONE
POSITION
SIGNATURE
Each Club must appoint a minimum of two, and a maximum of three Executive Committee members to act as signing officers to authorize expenditures, book rooms and execute other directives of the Executive Committee.
Club Signing Officers2016-2017
Name ofClub
Signing Officer 1
Signing Officer 2
Signing Officer 3
Club Registration Form2016-2017
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 1
NAME
PHONE
STUDENT NUMBER
POSITION
Club Contact Person
Name ofClub
Name ofClub
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 2
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 3
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 4
Club Registration Page 1
Club Registration Form2016-2017
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 6
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 5
Name ofClub
Name ofClub
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 7
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 8
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 9
Club Registration Page 2
Club Registration Form2016-2017
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 11
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 10
Name ofClub
Name ofClub
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 12
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 13
NAME
PHONE
STUDENT NUMBER
POSITION
Executive Committee Member 14
Club Registration Page 3
Club Membership Form2016-2017
Name ofClub
Name ofClub
Club Membership Form
Samantha Jones - - - - - - 268 [email protected] Samantha Jones
NAME
PHONE
STUDENT NUMBER
POSITION
Club Contact Person
Budget requests must be returned to the Students’ Union office with the Club Registration Package. Approval of specific disbursements of annual club grants will be as per the items on clubs’ approved budget request forms. Please review the Club Policy’s regulation on club expenses prior to completing this form.
Budget Request Form2016-2017
Name ofClub
Name ofClub
REVENUEMembership Fees - students (#__________ x $2) ________ - non-students (#________ x $5) ________Other ___________________________________ ________ ___________________________________ ________ ___________________________________ ________ TOTAL REVENUE: ________EXPENSES_______________________________________ ______________________________________________ ______________________________________________ ______________________________________________ ______________________________________________ ______________________________________________ ______________________________________________ ______________________________________________ ______________________________________________ TOTAL EXPENSES: _______ LESS REVENUE: _________
Cheque Req Form2016-2017
Name ofClub
Name ofClub
Date: ________________________________
Amount Requested: $ ______________From which account? (circle one): BUDGET / TRUSTPlease provide a brief outline of the intended use fo the requested funds: (attach receipts).
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________SIGNING OFFICERS:(Two signatures are required for each withdrawal)Name _______________ Position ____________ Email ______________Signature ________________________Name _______________ Position ____________ Email ______________Signature ________________________All expenditures are subject to the club policy and the current club account balances. Expenses from the clubs budget account must be included in the original club budget. Receipts for all expenses must be included with the requisition form in order for a cheque to be released. Cheques will be processed in the most efficient manner possible, however, as all cheques are processed off campus please allow up to two weeks for transactions to be completed.
FOR OFFICE USE ONLYDate of request ___________________ Date of issue _________________Amount issued $ __________________ _____________ / _____________ Authorizing signature Authorizing signature
Balance remaining: BUDGET ACCOUNT $ ___________ TRUST ACCOUNT $ ____________
Once completed please send this form: “Attn: Julia Louie, Bookkeeper, North Island Students’ Union” Phone: 250-754-8866 Fax: 250-716-9184 Email: [email protected]
Request for Petty Cash2016-2017
Name ofClub
Name ofClub
Date: ________________________________
Amount Requested: $ ______________ (Maximum $75.00)From which account? (circle one): BUDGET / TRUSTPlease provide a brief outline of the intended use fo the requested funds:
____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________SIGNING OFFICERS:(Two signatures are required for each withdrawal)Name _______________ Position ____________ Email ______________Signature ________________________Name _______________ Position ____________ Email ______________Signature ________________________All expenditures are subject to the club policy and the current club account balances. Expenses from the clubs budget account must be included in the original club budget. Cheques will be processed in the most efficient manner possible, however, as all cheques are processed off campus please allow up to two weeks for transactions to be completed.
FOR OFFICE USE ONLYDate of request ___________________ Date of issue _________________Amount issued $ __________________ _____________ / _____________ Authorizing signature Authorizing signature
Balance remaining: BUDGET ACCOUNT $ ___________ TRUST ACCOUNT $ ____________
Once completed please send this form: “Attn: Julia Louie, Bookkeeper, North Island Students’ Union” Phone: 250-754-8866 Fax: 250-716-9184 Email: [email protected]
