Club Resources

 

A club or organization meeting is one of the most important and most frequent events each group will hold. Due to that it is critical that the meetings be useful and effective for all the members. Meetings help to set the tone, standards and expectations for the group but can sometimes be counterproductive.

Everyone dreads attending a meeting if it is going to be boring, unproductive, or will last too long. With a bit of preparation and advance planning, meetings can be extremely successful.

Meetings have many purposes. They give members a chance to discuss goals and keep updated on current events of the organization. They provide an opportunity for the group to pull resources together for decision making. In addition, meetings provide an opportunity for members to come together and get to know each other. Careful planning and thorough follow-up can help make the meetings successful and productive. It is the club secretary's job to record and submit all meeting minutes through Presence and to take attendance, see videos below. 

Advance Preparations

  1. Prior to planning the meeting, be sure to book a space on campus and get confirmation.
  2. Be sure that all persons involved have been informed of the day, time and place of the meeting. It is preferred if all members have two weeks notice to block out their time.
  3. Check with everyone who is to give reports or speeches at the meeting to be sure that they are prepared and have everything they may need.
  4. See that the meeting place is in order, that the necessary materials are handy, and that there are enough seats for everyone.
  5. Hold an E-Board member meeting, prior to the full group meeting, to review topics and reports to put in an agenda. Check with all officers to see if they have anything to report or add.
  6. Prepare an agenda with the input of the E-Board and be sure that the Secretary has a copy.
  7. Arrive early for the meeting. The example set by the E-Board will be followed by others.

Effective Meetings

  1. If possible, have a regular time and place for the meetings each week. This will help members of the group keep a consistent schedule and routine. It also makes it easier for the group members to remember the meeting.
  2. Greet members and make them feel welcome. If the budget allows, serve light refreshments: they make members feel welcome and comfortable.
  3. Have copies of the agendas available for all members when they arrive. If possible, hand out the agendas in advance of the meeting. This will provide the members the opportunity to review and prepare for what is going to be discussed.
  4. Start the meeting on time. It is not fair to those who arrived on time to wait for those who are late.
  5. Stick to your agenda.
  6. Have the Secretary take minutes. Minutes should be read at the following meeting for approval.
  7. Follow Robert’s Rules of Order, or a modified version. (See “Parliamentary Procedures” section below.)
  8. Be a role model by listening, showing interest, appreciation and confidence in members.
  9. Establish committees or various subdivisions for on-going projects. Have each committee chair report their progress at future meetings.
  10. Summarize agreements reached and end the meeting on a positive note.
  11. End the meeting on time. Do not drag out the meeting. Inform people of when the meeting will end and stick to that time.

After the Meeting

  1. Write up and distribute meeting minutes within a few days of the meeting. Send copies of minutes to those who did not attend the meeting so that they are kept informed.
  2. Hold a meeting with the E-Board to discuss any problems or questions that may have come up during the meeting. Put together a plan for the next meeting.
  3. Follow-up on delegated tasks. It is important to check that everyone is following through with their responsibilities.
  4. Put any unfinished business on the next meeting’s agenda.
  5.  

Parliamentary Procedures

Parliamentary Procedure is a set of rules for conducting a meeting. It allows everyone to be heard and make decisions without confusion. It means democratic rule, flexibility, protection of rights and a fair hearing for everyone. Given its nature, parliamentary procedure can be adapted to fit the needs of any club or organization.

For a detailed set of rules, consult Robert’s Rule of Order and Parliamentary Procedure at a Glance.

Interested in being on the E-Board of one of your clubs? Well there are two important items to keep in mind while deciding.

1. Think about why you want the position. What can you bring? This will help you develop your ideas and goals for the position

2. Consider all the commitments you already have. Do you have the time to commit to the position? You can write out your commitments and the approximate time they will take in a week. This will help you determine if you have the time for the basics of the position in addition to all the extra work you’d want to do to accomplish your goals.

Add new people to your club roster on Presence using the video below.

 

 

To reserve the SGA Office for a club service please fill out the

OFFICE RESERVATIONS FORM

Please print and submit any and all forms to the SGA Office Manager, Amanda Schuler, in the SGA Office (Campus Center 316) or send via email.

CLUB FORMS


Advisor Contract

Advisor Worksheet

Club Sports Participation Agreement

Co-Sponsorship Form Clubs-Clubs

Co-Sponsorship Form with SGA

Dance Policy

Fundraising Activity Application

SGA Non-Hazing Policy/Form

New SGA Club Application

Mock Constitution

Prize Winner Form

BUDGETARY FORMS


Contract for Services

Expenditure Request Form

TRAVEL FORMS


Student Travel Form

FORM HOW-TOS


These are informational, step by step, instructions on how to fill out MCLA/SGA forms. These forms are for clubs and organizations to efficiently process payments and requests.

Submitting an Expenditure Request on Presence

Submitting Meeting Minutes on Presence

Contract for Services Tutorial

Travel Request Form Tutorial