Club minutes are THE MOST IMPORTANT ASPECT OF YOUR RECORD KEEPING! Club minutes reflect everything that auditors want to see…student involvement and approval of expenditures. The key is to keep good club minutes.
All of your purchases will need to refer to your club minutes for approval.
To the right you will see a link for 'Minutes Documentation." You are welcomed to download it and use it or design something unique, yet containing the items listed below. You are encouraged to find what works for you and your officers.
Things your minutes must include:
• Date
• Members involved
• Discussion of activities
• Voting and approval of expenditures
• Hand written or typed with officer signatures at bottom.
ALL OF YOUR MINUTES WILL BE TURNED IN TO THE ATHLETIC/ASB SECRETARY AT THE CONCLUSION OF YOUR MEETING. Your club minutes are official documents that must be kept on record for years to come. Additionally, minutes should be uploaded to your club's website.
Example of good minutes:
8/12/07 – 2:35 p.m. in Mr. Humphry’s room
All club members present: Josh, Marsha, Paul, Gary
PRESIDENT proposed a fundraiser that would help pay for our member’s expenses to this year’s conference. PRESIDENT asked for ideas. The list of fundraisers that we budgeted for this year are: candy sales and car wash. Mr. Humphry helped us through a decision making process about the benefits of each.
CLUB MEMBER made a motion to approve the candy sales with COMPANY to raise money for our trip to conference. It was seconded by CLUB MEMBER and approved by all members present.
Action Items:
- Approved candy sales with COMPANY to raise money for annual conference in May, 2008.
- Approved expeditures of $800 to purchase candy for COMPANY fundraiser.