All club officers should review the Quick Reference Guides in order to better understand your role as a club member. For further reading on club procedures, please refer to your Inter-Club Council Student Handbook or review topics under Club Procedures below.
- Student Club Quick Reference Guide
- Club President Quick Reference Guide
- Club Treasurer Quick Reference Guide
- ICC Rep Quick Reference Guide
Club Officers are required to be knowledgeable of Club Procedures. The Procedures have been grouped into major topics within the Inter-Club Council Handbook. Please read ALL procedures in order to be fully prepared throughout the semester as an organized club.
Table of Contents
- What is Inter-Club Council?
- Points of Contact
- Role of Club Advisors
- Role of Club Members
- Inter-Club Council Meetings
- Talking Points
- Deadlines and Timelines
- Requesting a Facility for Club Meetings & Events
- Club Events
- Club Officer Elections
- Off-Campus Events
- Guest Speakers
- Advertising Club Meetings and Events
- Copy Center
- Club Mail
- Club Funds
- Account Numbers
- Fund Raising
- How to Get Approval for Fund Raising.
- How to Get Matching Funds
- Club Web Site
- Club Day Competition Guidelines
- Recruiting Techniques
- Inter-Club Council (ICC) Bylaws
- Inter-Club Council (ICC) Constitution
What is Inter-Club Council?
The Inter-Club Council is the representative body which coordinates interclub activities and funds, promotes communication and cooperation among clubs on campus. The ICC is composed of a voting representative from each club, representing cultural, educational, honorary, philanthropic, and social interests.
The students of Las Positas College “[...] are free to organize and join associations to promote their common interest .[…]” Division 9, Article 5, Education Code. An Associated Student (A.S.) Government or Club Advisor is there to ensure that students have the opportunity to grow and learn from activities outside of the classroom and to make sure that the members of the Club have maximum freedom and responsibility while conforming to the District’s policies and regulations.
Goals of the Inter-Club Council
The goals of the ICC are to serve its members and the Las Positas College community as effectively and enthusiastically as possible by hosting and facilitating all social, educational, cultural, honorary, philanthropic, and special interest events and activities of the Clubs on this campus. Some of the attributes that the ICC wishes to instill in all Club members are:
- Sensitivity to needs of the group and individual members
The ICC also wishes to assist the LPC community in understanding all Club, ICC, and ASLPC constitution and by-laws.
Points of Contact
General Contact Information
The office of Student Life; which houses the Inter-Club Council Chair, Secretary, and Parliamentarian, is located in the 1600 Building, Room #1643. The phone number for the Office of Student life is (925) 424-1490.
The Club Advisor is always the first point of contact for the Club. Club Advisors or Club Presidents may consult with the Director of Student Life when issues or questions arise about Club events.
The ICC Chair is available to answer any Club-related questions and to help promote Club events. Go to student clubs under the Las Positas College website for Inter-Club Council Chair contact information
Director of Student Life: Scott Miner
The Director of Student Life works directly with the Club Advisors and approves all club-related forms, including Requests for Disbursements, Requests for Facilities, and flyers.
Student Life Assistant: Amanda Ingold
The SLA processes all Facility Requests and Requests for Disbursement. The SLA can make updates to the Club web sites. The Student Life Assistant is available to answer any Club-related question.
The Administrative Services office processes all Club deposits.
Role of Club Advisors
Club Advisor Responsibilities
- Be a resource and offer guidance to students to facilitate Club achievement by assisting in planning for the year’s activities and conducting meetings with proper procedures and planning.
- Help students understand and follow appropriate college policies governing student activities. Ensure that all reasonable steps are taken considering the safety and welfare of Club members.
- Supervise Club budget and oversee all financial records, including, but not limited to:
- Reviewing for completeness and signing all college forms and documents before distribution.
- Making sure necessary back-up documentation, including original receipts for expenses, is attached to forms or documents and submitted within required time.
- Receiving necessary training on college accounting procedures practiced by the Club President and/or Treasurer and ensuring that the Club is keeping accurate records.
- Attend all meetings and activities of the Club, on- or off-campus, from the time the students arrive until the end of the activity. If unable to attend a meeting or activity, assist students in finding a back-up Advisor.
- Provide guidance and mentoring to Club members to achieve a worthwhile program and in fulfilling their general objectives and goals including being a student leader.
- Strive to maintain proper conduct and action of the group for which you are responsible. Be inspirational and constructive while providing a climate for student-leadership to develop.
- Receive training from Office of Student Life on college procedures including scheduling activities and events and college accounting practices.
Role of Club Members
Club and Member Responsibilities
- Actively participate in Inter-Club Council (ICC) being conscious of your leadership role.
- Complete training of at least one club member on college procedures, including activities and events, accounting practices, and scholarships.
- Plan meetings and activities that represent the Club and are productive or effective.
- Report all officer changes to ICC and Student Services within ten (10) days of such changes.
- Have membership open to all currently enrolled LPC students.
- Not interfere or disrupt orderly conduct of college business.
Club and Member Responsibilities to the Club Advisor(s)
The Club Advisor is volunteering to be a resource person and has committed to taking on additional work to facilitate achievement of the Club. As such, please operate under the following guidelines:
- The Club President should set a regular time to meet with the Club Advisor to discuss the affairs and concerns of the Club.
- Plan meetings and functions at a time and place so that the Club Advisor is able to attend.
- Keep the Club Advisor fully informed in a timely manner of all programs and activities of the Club.
- The Club budget and all expenditures must be approved by the Club Advisor.
Inter-Club Council Meetings
Inter-Club Council (ICC) meetings are held approximately every two weeks in the Fall and Spring semesters. The ICC is the representative body that coordinates inter-club activities, funds clubs, and promotes communication and cooperation between campus clubs.
The ICC is comprised of a voting representative from each club, and as such, one officer from each Club must attend all regularly scheduled ICC meetings. The representatives from each Club make up the Inter-Club Council (ICC). Without representatives, the ICC cannot function and Clubs cannot be funded. If a representative from your Club is not in attendance at the ICC meetings, then your Club will receive an unexcused absence for that meeting.
Clubs may be declared inactive following two unexcused absences per semester. If your Club does not want to receive an unexcused absence for a meeting, please contact the ICC Chair prior to the meeting at (925) 424-1490.
ICC Representatives are required to submit a written report at every ICC meeting using the using the Club Report form.
ICC representatives should also make informed decisions when voting at ICC meetings.
Each week following the ICC meetings, the Student Life Assistant updates the “Talking Points” web site located on the Student Clubs web page. A recap of important information and/or deadlines is presented on this web site. It is a useful tool for ICC Representatives to use when bringing information back to the Clubs.
Deadlines and Timelines
Each semester, there are deadlines that the Clubs must be aware of and adhere to. Deadlines exist for submitting Club forms and completing On-Line Club Training Verification each semester.
Submit all forms to the Office of Student Life, Room #1643FormInstructions
The Club Form
Within 30 days of the first Inter-Club Council Meeting
Two weeks BEFORE the last day of the semester
Last day for Club Activities
Two weeks BEFORE the last day of the semester
New Clubs who would like funds for the semester
New clubs must be considered “Active” at least 2 weeks before the end of the semester to receive semester funds. See “Starting a New Club” on the website for information on how to become Activated.
(NOTE: Dates are Subject to Change.)
Exceptions will not be made for missed deadlines!
Requesting a Facility for Club Meetings & Events
The Facility Request form is used to request LPC facilities and/or equipment. This form can be found on the "Club Forms" web site under Student Clubs and can be filled out on-line and then printed.
- Clubs should detail the activity indicating the purpose, registration or admission fee, estimated number of attendees, etc.
- Indicate the dates and times the facility is required, allowing time for setup and cleanup. If equipment is required, specify the type on this form.
- If necessary, use the back of the request form or attach additional details for layout of tables, chairs, podium, etc.
- Obtain the Club Advisor’s signature and submit this form to the Director of Student Life.
- The event is confirmed when the Student Life Assistant e-mails a confirmation to the Club Advisor and Club Requester. Please include the e-mail of the Club Requester on the Facility Request.
Clubs are encouraged to use the conference room in the Office of Student Life Building, Room #1643.
To reserve this room, please contact the Student Life Assistant.
Clubs may hold weekly, bi-weekly, or monthly meetings depending upon the Club’s Constitution and usually require a location at LPC.
- A Facilities Request MUST BE completed, signed by the Club Advisor, and submitted to the Director of Student Life no later than 1 week prior to the meeting.
- The Facility Request form can be found under the “Forms" section on the Student Clubs website.
Clubs may not hold meetings or events unless a facilities request form has been submitted to the director of student life.
Requests for Facilities will not be processed on short notice.
Once the Request for Facilities is processed, it will be confirmed via e-mail to the Club Advisor and Requester.
- Clubs are not allowed to contact LPC’s Maintenance & Operations or ITT to request equipment, tables, chairs, etc. Clubs must notify the Student Life Assistant no later than one day prior to the event if the event is cancelled.
Clubs that fail to follow these procedures WILL BE in jeopardy of 1) not having access to their club funds, 2) not having their club requests processed, and 3) prohibited from holding club events. Clubs may also be subjected to a "penalty fee" if events are not cancelled without a minimum of one-day notice.
Las Positas College benefits from organized activities/events sponsored by their various departments and/or student clubs.
- If an activity/event is to be planned with an outside organization or group, the Club’s Advisor needs to speak with the Director of Student Life.
- When an activity must be cancelled or rescheduled, Clubs must notify their Club Advisor as well as the Director of Student Life immediately upon cancellation.
Club Officer Elections
Following are "guidelines," not rules on club officer elections. Clubs should refer to their “Constitution” for specifics on Club elections. Clubs are expected to conduct the appointment and/or election of officers in an ethical and fair manner.
Club officers play an important role in helping a club become and remain active and successful. Being a club officer also provides students with an opportunity for personal growth and achievement. All club officers should be responsible for knowing the club’s purpose and keeping the club focused on its mission and goals. Club officers should also, when necessary, assist other club members in completing their duties. Remember that although being a club officer can be frustrating at times, it can also be very rewarding.
Club officers typically include the President, Vice-President, Secretary, Treasurer, and Inter-club Council (ICC) Representative. Not all clubs have all five officers; however, at a minimum, the President and the ICC Representative are required for each club. Duties of each officer can be found in the “General Outline for a Constitution” on the Student Club web site.
Club officers are typically elected for an entire academic year (Fall and Spring semester). Clubs outline the date on which club elections will be held in the club’s “Constitution.” Some clubs elect officers at the last club meeting of the Spring semester for the upcoming academic year, other clubs elect officers in the Fall semester for the current academic year. Please refer to your club’s “Constitution” for information on when elections are to be held.
Clubs are strongly encouraged to announce club elections to all current club members at least two weeks prior to the date elections are to be held. Upcoming elections can be announced using flyers on LPC bulletin boards (remember to have the Director of Student Life approve these), the club’s web page on the LPC web site (contact the Student Life Assistant to post this information), and, of course, in club meetings prior to the election date. (Announcing elections via flyers and/or the club’s web site could potentially be a way of recruiting new members.)
Club officers should be elected by a vote of all club members. Club members may self-nominate or nominate another club member to be an officer. Club members interested in running for an office are encouraged to present to the voting members with information as to their qualifications or interest in the office.
Clubs should refer to their “Constitution” with regard to how officers are elected. Some clubs required officers be elected by a two-thirds vote, others by a simple majority. Some clubs stipulate that officers shall hold a term of one academic year. Some clubs have stated that in the event that there are no new members willing to serve in a specific position, a vote of the general membership can be taken to waive this rule and allow an officer to hold the same position twice. Some clubs allow the President to appoint any club member to any open officer position should that position not be filled by an election. Any and all election rules should be agreed upon by the club prior to the election.
Any questions regarding club elections should be directed to the Club Advisor first and then, if necessary, to the Director of Student Life.
Club members are required to complete a Student Life Off-Campus Form and Attendee List for events that will occur off of the Las Positas Campus. Please submit these forms no later than 2 weeks in advance for local events and 4 weeks for events occurring outside of the district. The Club Advisor is required to attend all off-campus events.
Approval must be obtained before students travel off-site to Club-sponsored activities. Clubs are required to complete and submit a Student Life Off-Campus Form and a Student Life Off-Campus Attendee Listing. Clubs needs to detail the trip indicating the destination, purpose, departure date and time and estimated return date and time. Estimate the number of students and advisors attending. Indicate the type of trip:
Class I On Campus
Class II In District
Class III Out of District
Class IV Out of State
Please note that Class III and IV trips require the approval of the LPC President and requires a minimum of 9 weeks to process.
Clubs need to work with their Club Advisor and the Director of Student Life when inviting guest speakers.
Guest speakers need to be aware of the parking permit requirements of the college. There are several options for obtaining a parking pass for a Club speaker. Parking permits can be requested for guest speakers by the group hosting the event through the Office of Student Life. This should be noted on theGuest Speakerform. Another option is to either have the Club purchase the temporary parking pass from the parking pass machine or the Club’s guest speaker will be responsible for buying one.
Indicate the guest speaker’s name and position as well as the discussion topic. Obtain the Club Advisor’s signature and then submit the form to the Director of Student Life.
Auditing practices require an Internal Revenue 1099 Form to be completed if payments to guest speakers are $600 or more.
Advertising Club Meetings and Events
Clubs are encouraged to advertise their Club meetings and events. It's a great way to recruit new members. Clubs are welcome to talk with the college newspaper, LPC Express, and the radio station, KLPC. Students may also ask instructors to announce their activities during class time.
- Studentsare NOT allowed to send out e-mails to LPC faculty/staff about Club events; however, Club Advisors may use their own discretion regarding e-mails.
- Studentsare NOT allowed to contact the offices of the LPC President, Administrative Services, or Student Services in an attempt to advertise or organize Club events (including advertising on the LPC web site home page).
- ANY ADVERTISTING OF CLUB MEETINGS OR EVENTS MUST BE APPROVED BY THE DIRECTOR OF STUDENT LIFE.
- All campus flyers must contain the Club’s name and must be approved by the Club Advisor and Director of Student Life (DSL)beforebeing posted.
- The original must be approved by the Director of Student Lifebeforecopies are made. The Director of Student LifeWILL NOTstamp multiple copies of the same flyer.
- If there is no “Approved, Remove by (date), Clubs may not post flyers for an event until the Club Advisor receives a confirmed Facilities request email.
- The size of all flyers is limited to 5-1/2" x 8-1/2" (print two flyers on an 8-1/2 x 11”).
- Please do not use staples, pushpins only.
- Do not cover other people's posters!
Each Club Advisor is given a Club Copy Code by the Director of Student Life. This Club Cody Code is to be used at the Ricoh Copy Center in Building 1000. To request copies, a Ricoh/LPC Copy Center Request form with the signature of the Club Advisor must be completed or an on-line Copy Center Request can be made by the Club Advisor, Director of Student Life, or Student Life Assistant. A Club Approval to Spend Funds form is not required in order to have copies of flyers made.
If the Club desires colored copies, the Club will require the approval of the Director of Student Life. (Please allow an extra 24 hours for these approvals.) The phone number for the Ricoh Copy Center is 424-1850.
Please refer to the LPC Copy Center web site for hours and location: http://www.laspositascollege.edu/facultystaff/copyCenter.php
Any mail received for student clubs will come to the office of student life and forwarded to the advisors campus mailbox. Please check in with the advisor regularly if you believe you have any items.
Clubs are eligible to receive funds for the Fall and Spring semesters based on the amount of funding the ICC has received from the Student Activity Fees and the amount approved by the Student Senate. As these are college fees, the money must be administered within a college Associated Study Body (ASB) account only.
Club funds should be used to benefit all club members or LPC students. Funds should not be used to benefit individual students.
Cash, gift cards, or other tools that have monetary value cannot be used for prizes, raffles, or awards of any type. Donations to non-profit organizations may be made only when funds have been raised specifically for that organization.
Clubs have an obligation to discuss the following questions when deciding on expenditures:
- How will the expenditure benefit the Club?
- Will the expenditure be used to promote the general welfare, morale, and education experience of the students?
- Will students who are not Club members benefit from the expenditure?
The Office of Student Life challenges each and every LPC Club, when deciding on how to use Club funds, to continue to focus on the goal of making a difference.
Many clubs use funds to promote club activities, sponsor guest speakers, attend conferences, make donations to non-profit organizations, etc. While each club is unique and has its own mission, the Office of Student Life has observed that the Clubs all have at least one common goal -- to make a difference -- whether that be to an LPC student, to the college, to the community, or even to the world. Club members have spent countless hours fund raising to make donations to Hurricane Sandy, March of Dimes, Cantabella Children’s Chorus, Leukemia and Lymphoma Society, American Institute for Cancer Research, Breast Cancer Awareness, St. Michael Parish Music Ministry, LPC’s Fire Service Technology Program, 911 Anniversary fund, and CalWORKS.
- Clubs are not allowed to purchase alcohol or tobacco with club funds nor are they allowed to use them for tips/gratuities.
- It is strongly advised not to spend club funds regularly for food or refreshments at standard club meetings.
- Club expenditures must benefit a group of students rather than individuals.
Club funds must be managed through an LPC ASB (Associated Student Body) account.
Club funds obtained through fund raising or donations (including bake sales, T-shirt sales, event performance ticket sales, etc.) must be deposited directly into the Club's ASB account PRIOR to disbursing any funds to related expenses.
Clubs must have funds in their account prior to submitting requests for reimbursements or advances.
Club Balance Sheets are sent to Club Advisors monthly by LPC Administrative Services. Club balances can also be obtained from the Student Life Assistant.
Each LPC Club will be assigned an account number once the Club has been approved and all required paperwork has been submitted.
- It is mandatory that the Club President and the Club Treasurer receive training on Club procedures.
- ICC funds will not be made available to the Club until it has demonstrated knowledgeable about the LPC Club Procedures by completing the On-Line Training Verification and submitted the required paperwork for the semester.
- New Clubs are required to complete training before they can receive club funds. If necessary, Clubs can be temporarily suspended by the Director of Student Life if they do not follow Club procedures.
Account numbers are required on all Disbursement Requests and Deposit slips. Account numbers are made up of three components:
FUND + ORG + ACCT
The FUND number is unique for each club. The ACCT number will change depending upon the item being purchased or whether a deposit is being made.
Go to the Student Club Website for your Club Account Numbers.
ICC may provide funding for active Student Clubs in two ways:
Clubs can receive up to $500 per semester as determined by the ASLPC. Clubs need to submit the Club Form to the Office of Student Life prior to the deadline.
Clubs can receive up to $500 per semester as determined by the ASLPC.
Clubs may be eligible to receive funds if they have met certain criteria, including:
- Submitting “The Club Form” within the first 6 weeks of the semester.
- Demonstrating a knowledge of LPC Club Procedures by completing the on-line Training Verification.
How to Get Club Funds
Clubs may request funds by checking the box on “The Club Form” to request funds for the semester.
Please note that it may take up to 4 weeks for the funds to be transferred into the Club's account.
Clubs are eligible to receive reimbursement for Club-related expenses if: 1) funds exist in the Club account and 2) if the expense has been discussed, agreed upon, and documented on a Club Authorization to Spend Funds form in a Club meeting.
Important things to remember about Reimbursements:
- Only club-related expenses can be reimbursed.
- Reimbursements are not allowed for alcohol, tobacco, or tips/gratuities.
- If the Disbursement is being made to a vendor, the vendor name, address, and tax ID are required.
- If the Disbursement is being made to an LPC student, their W# is required.
Requesting a Reimbursement
Each Club is eligible to request reimbursement for expenses related to club activities if the Club has agreed on the expense and all of the required paperwork is submitted with the required signatures.
The Disbursement Request is a form that can be filled out on-line and can be found under Club Forms.
The following three items must be submitted TOGETHER:
*Note regarding the club authorization to spend funds form:
The purpose of the Club Authorization to Spend Funds form is to document that the Club has agreed to the club-related expense. The form needs to indicate the name of the person making the motion, the name of the person seconding the motion, what the money will be used for, the amount of money approved for the purchase, and the results of the vote on the expense (number of club members supporting, opposing, and abstaining the vote). If the amount of the expense is $600 or greater, a "Roll Call" vote must be conducted, documenting the name of each member voting on the expense and how they voted. The Club Authorization to Spend Funds form must be signed by the Club Advisor.
Key points to remember:
- If the Disbursement is being made to an LPC student, their W# is required.
- Clubs must provide a complete Fund-Org-Account Number from which to disburse.
- Please describe what the purchase is for under “Event Name and/or Product.”
- Authorized Club Officer, Club Advisor, and Director of Student Life ARE REQUIRED on the club authorization form.
Disbursement Requests must be submitted to the Director of Student Life within thirty (30) days of the event that is related to the reimbursement. Please be aware that there is a processing period of at least ten (10) college days and during the Winter and Spring Breaks, the processing period is extended to thirty (30) days once the request is received by Administrative Services.
Clubs may request an advance of money for club-related expenses. Advances are only given to Club Advisors and may take up to 2 weeks to process. The Club is required and responsible for reconciling the advance within two weeks of receiving it. This means that the Club must submit receipts and any remaining money directly to the Administrative Services office.
How to Get an Advance
Each Club is eligible to request advances for expenses related to club activities if the Club has agreed on the expense and all of the required paperwork is submitted with the required signatures.
The Disbursement Request forms are used to advance money from a club account. The following two items must be submitted TOGETHER to receive an advance: 1) Disbursement Request and 2) Club Authorization to Spend Funds. If either of these items are not submitted together, it will D-E-L-A-Y the reimbursement.
Key points to remember for Advances:
- Clubs must have existing funds in their account prior to requesting an advance.
- Advances can only be made to Club Advisors and must be requested a minimum of 2 weeks in advance.
- Advances must be reconciled directly with Administrative Services within 10 days of the event or within 10 days of the need for the advance. Clubs must take receipts and remaining money directly to Administrative Services to reconcile and close the advance. The Office of Student Life does not reconcile Club advances.
- Please describe in detail the intent of the advance under “Event Name and/or Product.”
- Authorized Club Officer, Club Advisor, and Director of Student Life ARE REQUIRED on this form.
- The college reserves the right to freeze a club’s account should an advance not be reconciled.
In addition to the funds received each semester from ICC, fund raising is an excellent way for a Club to earn money. Clubs have had bake sales, plant sales, sold t-shirts, requested donations, sold ice cream, etc., to raise money. Before any fund raising can occur, a Club must submit a Fund Raising Proposal to ICC to the Director of Student Life outlining the fund raising event. The Fund Raising Proposal to ICC form can be found on the "Club Forms" web site under Student Clubs. In addition, a Facility Request must be completed no later than 1 week prior to the event and submitted to the Director of Student Life.
ICC may match up to $500 each semester of money that Clubs have raised through fund raising. Please note that money collected by Clubs for a charity are not considered "Club fund raising" and will not be matched by ICC.
If a Club desires to sell items, it must be detailed in the Fund Raising Proposal. Clubs should refrain from selling products that are sold in the Bookstore and/or the Cafeteria with the exception of food and beverages. The College discourages competitive selling of the same item(s). Should there be more than one activity/event planned, the ASLPC Director of Events and the Director of Student Life will work with the respective Clubs to reach an agreement. Money collected in the form of a check needs to be payable to “LPC” and the Club Name. Please do not endorse the back of the check. PLEASE NOTE: Clubs are not allowed to sell raffle tickets or have a 50/50 fundraiser. (A 50/50 fundraiser is where a Club sells raffle tickets and 50% of the money is kept by the club and 50% of the money is awarded to the raffle winner.)
Money collected or raised during an event on campus must never be taken off-site, left in a desk drawer, left in the trunk of a car, or left unsecured in any way.
Please note that if a Club raises money for a “cause,” such as the Leukemia Society, American Breast Cancer Awareness, etc., checks should be written directly to the organization and not the club.
NOTE: Clubs will NOT receive matching funds if they have not submitted a Fund Raising Proposal Form and a Facility Request form.
How to Get Approval for Fund Raising
Clubs are required to obtain approval before holding any fund raising activity. TheFund Raising Proposalform is used for this approval and can be found on the "Club Forms" web site under Student Clubs.
Indicate the type of fund raising(please be specific), dates and times, the Club Advisor in attendance, what the activities involve and how the activity represents the Club’s mission. Obtain the Club Advisor’s signature and then submit this form to the Director of Student Life for approval.
(PLEASE NOTE: Clubs are not allowed to sell raffle tickets or have a 50/50 fundraiser. A 50/50 fundraiser is where a Club sells raffle tickets and 50% of the money is kept by the club and 50% of the money is awarded to the raffle winner.)
How to Make a Deposit
ADeposit Slipis required to deposit any funds into a Club Account. The Deposit Slip can be obtained in the Administrative Services Office, #1689. A Deposit Slip is also used to deposit unspent funds from an Advance.
Indicate the Club/organization name, date, deposit amount and account number on the form. Also indicate how the revenue was raised or whether the deposit is a credit expense. If the money was raised through “Fundraising” or “Other,”please be specificas to the activity. This information is included on the monthly Club Balance Sheets e-mailed to the Club Advisors.
All monies must be 1) immediately deposited into the club account with Administrative Services, #1689, using a deposit slip. If the event occurs after hours and Administrative Services is closed, Clubs may ask Campus Safety (B. 1700) to secure the funds until the next working day. ClubsMUSTthen retrieve the money from Campus Safety and deposit the monies with Administrative Services as noted above.No Club memberorClub Advisor may hold Club monies; nor may they reimburse themselves or others out of monies raised or collected. All monies must first be deposited into the Club’s account and then the appropriate Disbursement Request may be submitted.
How to Get Matching Funds
Clubs may request matching funds by completing a Request to ICC for Matching Funds form. The Request to ICC for Matching Funds form can be found on the "Club Forms" web site under Student Clubs and can be filled out on-line and then printed.
Matching Funds are based on fund raising activity that the Club has conducted for each semester. Up to $500 per semester or up to $1,000 per academic year may be requested by each ICC Club. If a Club performs multiple funds raising events in one semester, the Club is encouraged to combine their fund raising deposit slips and submit only one Request to ICC for Matching Funds for the semester; however, if the Club chooses to submit a Request to ICC for Matching Funds for each fund raising event, they will be processed individually so long as the entire amount for a semester does not exceed $500.
Complete the form, obtain the Club Advisor’s signature and submit this form to the Director of Student Life along with a copy of the Fundraising Proposal and copies of the fund raising Deposits Slips. Please note that this entire process may take up to 4 weeks to complete.
NOTE: Clubs will not receive matching funds for events without an approved Fund Raising Proposal form. The form must have been submitted to the Office of Student Life prior to the event, along with a Facility Request form.
Club Web Site
Each Club has a web site located under the LPC Student Clubs web page that is maintained by the Student Life Assistant. Information such as Club Advisor, Club members, mission and/or goals, meetings times, and upcoming events are posted. Additional information to be posted on the web site should be given to the Student Life Assistant. Clubs are allowed to maintain their own web site by providing the web link to the Student Life Assistant.
Club Day Competition Guidelines
ICC frequently awards prizes to the three “best” clubs on Club Day. The competition guidelines for Club Day are as follows:
The Club Day Competition is open to all clubs who wish to participate. The top three candidates of the competitions will win cash prizes that will be deposited directly into their Club account. These candidates are selected by official competition judges appointed by the ASLPC.
The competition can only take place if the following guidelines are met:
- Each Club must show some representation of the theme, determined by the ICC, at their table throughout the entirety of the event.
- Each club must promote their club by attracting the student body with games, activities, and/or giveaways.
- Each club must have a sign-up list with which passing students may inquire more information and/or club updates.
- Each club must submit their sign-up list for review by the judges upon request, in order to determine how much interest the club generated throughout the event.
- No judge can be a member of any club.
- There must be a closed deliberation among the non-club member competition judges after the event’s completion for full analysis of the competing clubs and determination of the winners.
- These guidelines have been discussed and approved by the ICC on December 4, 2009. Any updates or changes must be voted in with 2/3 majority during any scheduled ICC meeting.
The goal of student activities is to involve as many students as possible in meaningful extra/co-curricular activities and events that enhance their educational experience.
I. Ways to Make Club Days Successful
- Hold the event outside;
- Hold it in a high-traffic area;
- Give students a map of the club fair layout;
- Play music; Have give-aways and prizes (instead of food or in addition to food if they visit every table).
II. Conducting a Successful Recruitment Table
- Be Proactive!!
- No chairs;
- Don’t visit each other;
- Show off your club (scrapbook or tri-board);
- Wear proper attire (club t-shirts); Have at least three people work the table (1 out front, 2 behind the table).
III. Elements of a Successful Table
- Sign-up sheet containing: Student name; Year in school; Telephone number; E-mail address. Pens – make it easy for students to sign up;
- Create an informational brochure or flyer;
- It should contain the following:
- Description of the organization;
- List of club activities;
- List of typical members;
- List of chapters in the state or region;
- List of contacts within the organization (including the advisor);
- Web site address;
- Meeting day, time, and place.
- Put up club banner or flag (gives credibility); Candy;
- Use music to draw students to your table (if no main music);
Have a take-away (pencils, stickers, etc.).
IV. Follow up on the Recruitment Table
- Everyone who signed up should receive an e-mail that same night (no later than the next night); if e-mail bounces back, call them;
- Invite them to the informational meeting (within 7-10 days);
- Before information meeting, call (don’t e-mail) to remind of meeting date, time, place and to invite them to attend.
V. The Informational Meeting
Campus organizations that show a real interest in obtaining a student’s involvement are better poised to get them as a member.
VI. Tips for a Successful Informational Meeting
- Greet all attendees at the door (give them a name tag, pair them with a returning member);
- All officers, advisors, and members introduce themselves; Have an ice-breaker to get people mingling;
- Discuss activities of the club;
- Share history, information, and club affiliations;
- Describe dues and financial obligations, what the money goes for, and membership benefits;
- Get contact and background information. (All sources of contact: school phone, home phone, cell phone, pager number, fax number, all email addresses, personal website address, school mailing address, home mailing address, and AOL Instant Messenger names. Get high school and community activities.)
VII. Two Final Ideas
- Be creative in making contact;
- Think outside of the box.
- Please be aware that you are not allowed to target or harass students with your personal views.
Las Positas College
Inter-Club Council (ICC) Bylaws
Article I: Statement of Purpose
The purpose of this document is to provide a framework for running the day-to-day affairs of the Inter-Club Council (ICC), hereafter referred to as ICC
Article II: The Executive Board
Section 1: The Executive Board
The Executive Board shall consist of at least three  members: the ICC Chair, ICC Secretary and ICC Parliamentarian and may or may not include an ICC Treasurer.
Section 2: The ICC Chair:
A. The ICC Chair:
1. Shall chair all ICC meetings.
2. Shall provide communication between the ICC and the ASLPC.
3. Shall coordinate all ICC activities and events.
4. Shall have the power to call emergency meetings and/or cancel or postpone ICC meetings.
5. Shall vote only in case of a tie.
6. Shall have the power to veto any act passed in the previous meeting until the beginning of the next ICC meeting.
7. Shall supervise and assist with the formation of new clubs.
8. Shall hold posted and flex office hours as stipulated in the ASLPC Constitution and Bylaws.
9. Shall sit on the Bookstore Committee
10. Shall attend all ASLPC meetings.
11. Shall work in conjunction with the ASLPC Director of Events in establishing a master calendar.
12. Shall follow all guidelines stated in the ASLPC Constitution and Bylaws, the ICC Constitutions and Bylaws, and college policies.
13. Shall perform any other duties specified by the ASLPC Constitution and Bylaws or as specified by the ASLPC President.
14. Shall attend any club meetings as schedule permits but at least two a month.
15. Shall call a Constitution and Bylaws Review Committee (CBRC) at least once per academic year and co-chair the CBRC with the ICC Parliamentarian.
16. Shall type, distribute, and post the ICC agenda in accordance with the Brown Act.
17. Shall appoint an ICC Secretary and an ICC Parliamentarian and may appoint an ICC Treasurer.
18. Shall assign the ICC Secretary to attend two club meetings per month.
B. The ICC Chair shall receive a scholarship per semester in the amount as stated in the ASLPC Bylaws.
Section 3: The ICC Secretary
A. The ICC Secretary shall be appointed by the ICC Chair and confirmed by a two-thirds [2/3] vote of the ICC Representatives.
B. The ICC Secretary:
1. Shall perform all duties of office as stipulated in the ICC Constitution.
2. Shall assist in the coordination of all ICC events and activities.
3. Shall be a full voting member in the ICC (unless casting a vote as a club representative).
4. Shall maintain a master calendar of all club events.
5. Shall keep minutes of ICC meetings and submit them to the ICC Chair and appropriate college officials within five school days of the meeting.
6. Shall maintain and post a list of all clubs’ meeting times and locations.
7. Shall attend club meetings as assigned by the ICC Chair.
8. Shall perform the duties of the ICC Chair in the event, said position is vacant.
9. Shall maintain a list of contact information (including club officers’ e-mails).
10. Shall become ICC Chair in the event the position is vacated, if eligible.
C. The ICC Secretary shall receive a scholarship per semester up to $400 and a total of up to $800 per academic year pending a scholarship review.
Section 4: The Parliamentarian
A. The ICC Parliamentarian shall be appointed by the ICC Chair and confirmed by a two-thirds (2/3) vote of the ICC Representatives.
B. The ICC Parliamentarian:
- Shall ensure the enforcement of the Brown Act and the ICC adopted rules of order.
- Shall attend all ICC meetings.
- Shall be a voting member of the ICC (unless casting a vote as a club representative).
- Shall co-chair a Constitution and Bylaw Review Committee once per academic year.
- Shall advise the ICC Chair on matters of parliamentary procedure according to Roberts Rules of Order.
C. The ICC Parliamentarian shall receive a scholarship per semester up to $150 and a total of up to $300 per academic year pending a scholarship review.
Article III: The ICC Treasurer
Section 1: The ICC Treasurer
A. The ICC Treasurer may be appointed by the ICC Chair and confirmed by a two-thirds [2/3] vote of the ICC Representatives.
B. The ICC Treasurer:
1. Shall perform all duties of office as stipulated in the ICC Constitution.
2. Shall monitor the financial records of the ICC.
3. Shall assist ICC clubs in tracking their budgets.
4. Shall coordinate annual budget process for the ICC in conjunction with the ICC Chair and ICC Advisor.
5. Shall be a full voting member of the ICC (unless casting a vote as a club representative).
6. Shall report on the balance of the ICC account at each meeting.
7. Shall process funds for purchases made by the ICC in a timely manner.
8. Shall process cash disbursements to all active clubs in a timely manner.
C. The ICC Treasurer shall receive a scholarship per semester up to $100 and a total of up to $200 per academic year pending a scholarship review.
Article IV: ICC Representatives
Section 1: ICC Representatives
A. The duties of all ICC Representatives shall be:
1. To perform all duties of office as stipulated in the ICC Constitution.
2. To submit a written report before or during all regularly scheduled ICC meetings.
Failure to do so four (4) times in one semester will result in loss of club funds
in the subsequent semester.
Article V: Procedures
Section 1: Removal from Office
A. The ICC Chair may only be impeached from office in a manner consistent with ASLPC policy.
B. ICC Officers shall be removed from office in the following manner:
1. The ICC Chair shall consult with the Director of Student Life regarding the removal of the officer in question.
2. The ICC Chair shall present a letter to the officer in question documenting the specific circumstances under which said officer is eligible for removal.
3. At the next regularly scheduled ICC meeting, the ICC Chair shall present the aforementioned
letter to the body of the ICC as an informational item only. During this meeting,
the ICC Chair shall announce that a vote to remove the officer in question will take
place at the next regularly scheduled meeting.
4. In order to remove an officer, two-thirds [2/3] of all ICC Representatives must vote in the affirmative for removal. If two-thirds (2/3) of all ICC Representatives are not present, then four-fifths (4/5) of ICC Representatives present must vote in affirmative for removal in order to remove the officer in question.
Section 2: Voting Rights of the ICC Body
A. Executive Board members and all ICC Representatives shall have one vote each. Executive Board members who are representing a club shall have one vote only.
B. The ICC Chair shall have no vote, except in the event of a fifty-fifty [50%/50%] tie vote by the ICC Representatives.
Section 3: Veto Power
A. The ICC Chair may veto any act passed in the previous meeting until the beginning of the next ICC meeting. If a veto has been initiated, the ICC Chair must inform the ICC of said veto at the next regularly scheduled ICC meeting. A two-thirds [2/3] majority vote of the ICC Body is required in order to override a veto by the ICC Chair.
Article VI: Amending the ICC Bylaws
Section 1: Amending the ICC Bylaws
A. At a regularly scheduled ICC meeting, the ICC Chair shall present any proposed changes to the ICC Bylaws as an informational item only. During this meeting, the ICC Chair shall announce that the proposed changes will be voted on at the next regularly scheduled meeting.
B. In order to adopt the proposed changes to the Bylaws, two-thirds [2/3] of all current/present
ICC Representatives must vote in the affirmative for adoption of changes.
Article VII: Funding
Section 1: Funding
At the beginning of each academic year, each club is required to submit a Request to ICC for Club Funds, a Proposed Club Budget, Club Contact Information, and an Authorized Signature Sample to the ICC. Further, one club member from each club must successfully complete the On-Line Club Procedure Training. The budget will be submitted to the ICC in the first semester of activation and will be reviewed and approved by the ICC Chair the same semester.
A. All expenses budgeted must be justified (i.e. see ICC budget worksheet forms).
- Each club may receive a disbursement of up to $300 per semester for club activities and events and up to $600 per academic year without a matching requirement. In order to receive the club disbursement, a club must be active, which includes holding regularly scheduled meetings and planning at least one on-campus activity per semester.
- Failure to plan and implement will result in loss of club disbursement in the following semester.
- Exception may be made in certain cases at the ICC Chair’s and Director of Student Life’s discretion.
C. Any active club may also request matching funds to supplement fundraising efforts. The ICC will give up to $500 per semester and up to $1,000 per academic year to match funds raised by clubs.
D. Clubs may request additional money after submitting requests for both club disbursements and matching funds per semester.
1. A club representative will present the request to the ICC. The request will be voted on at the next regularly scheduled meeting and must be approved by a 2/3’s majority vote.
2. Additional funding will depend on available funds in the ICC budget.
Article VIII: Precedence
Section 1: Precedence
- If, at any time, these Bylaws conflict with or contradict the ICC Constitution, the ICC Constitution shall take precedence.
Las Positas College
Inter-Club Council (ICC) Constitution
The Inter-Club Council (ICC) is the representative body that coordinates inter-club activities, funds and promotes communication, and cooperation between campus clubs. The ICC is comprised of a voting representative from each club and represents cultural, educational, honorary, philanthropic, and social interests.
Article I: Name and Purpose
This organization shall be known as the Inter Club-Council of Las Positas College, hereafter referred to as ICC. The purpose of the organization is:
A. To enforce all rules and regulations pertaining to campus clubs, as specified in the ASLPC Constitution, ASLPC Bylaws, and ICC Constitution.
B. To assist in the coordination of, and in cooperation between, club activities.
C. To coordinate, approve, or disapprove, and disburse all club requests for funds.
D. To act as a liaison between clubs and the ASLPC.
E. To assist in the promotion of all club activities.
F. To assist the Associated Students by providing college or college-related activities.
Article II: Membership
All officially chartered clubs of Las Positas College shall be the members of this organization. To become a chartered club the following requirements must be met:
A. The organization must meet the requirements as set forth by Las Positas College:
1. Club membership must be open to all currently enrolled Las Positas College students.
2. Club membership can only be comprised of currently enrolled Las Positas College students.
3. The club advisor must be an LPC staff member.
4. The club must have at least eight  members at the time of activation.
5. The organization must submit a written constitution to the ICC.
6. The club may not take action without the advisor present and cannot meet without publicizing the date, time, and location of the meeting.
A club is active upon the date of its formation (name of the advisor, meeting schedule, constitution and a list of members and officers) and when it is approved by the ICC Chair, simple majority approval of the ICC, ICC Advisor, and the Vice President of Student Services.
Article III: Representatives
The chartered clubs shall be the only groups with voting rights on the ICC.
Each chartered club shall have at least one  designated ICC Representative. This individual will act as the organization’s representative to the ICC. These may be referred to as follows:
A. The [club name] ICC Representative.
Each chartered club shall have one  vote which may be cast through its ICC Representative or Alternate Representative.
No member of the ICC shall represent more than one  organization at any one  meeting, nor shall any club have more than one  voting representative at any one  meeting.
Article IV: Officers
The officers of this organization are the: ICC Chair (elected office and not an ICC representative), Secretary and Treasurer.
A. The chair will be elected during the regular annual elections for the ASLPC and will be included on the ASLPC election ballot. The ICC Chair must comply with the requirements set in the ASLPC Constitution to be eligible to appear on the ASLPC election ballot, and the candidate must be enrolled in six  semester units per academic semester and maintain a 2.0 or higher G.P.A.
1. The Chair will receive a scholarship in accordance with the ASLPC Constitution and Bylaws, unless otherwise approved by the ASLPC and the ICC.
B. The Secretary and the Treasurer shall be appointed by the ICC Chair no later than the second month of the fall semester during any regularly scheduled ICC meeting. The nominations must be sunshined one meeting prior to the action by the ICC. The ICC must confirm the nomination by a simple majority vote.
1. The ICC Secretary and ICC Treasurer may receive a scholarship per semester of up to the amount as stated in the ICC Bylaws.
C. The term of office for the officers will be both the fall and spring semester of that academic year.
D. If the Chair position becomes vacant, the ASLPC will appoint a new chair.
E. If the Secretary or Treasurer positions become vacant, the ICC Chair shall appoint a replacement.
Upon failure to carry out ICC duties, the removal of the ICC Chair will be conducted by the ASLPC through its established impeachment process. The removal of any ICC officer other than the Chair must be sunshined during a regularly scheduled meeting. A two-thirds [2/3] majority vote is necessary to remove an officer from office.
The duties of Chair, Secretary and Treasurer are as specified:
A. ICC Chair
1. Shall chair all ICC meetings.
2. Shall provide communication between ICC and the ASLPC.
3. Shall coordinate all ICC activities and events.
4. Shall have the power to call emergency meetings.
5. Shall vote only in case of a tie.
6. Shall have the power to veto any past act that occurs within the current academic year.
7. Shall supervise and assist with the formation of new clubs.
8. Shall hold posted and flex hours as stipulated in the ASLPC Constitution and Bylaws.
9. Shall sit on the Bookstore Committee.
10. Shall work in conjunction with ASLPC Director of Events in establishing a master calendar.
11. Shall attend club meetings as schedule permits, but at least once a month.
12. Shall attend all ASLPC meetings.
13. Shall call a Constitution and Bylaw review at least once per academic year
and chair the review if there is no parliamentarian.
14. Shall type, distribute, and post the ICC agenda in accordance with the Brown Act.
15. Shall appoint a Parliamentarian to ensure the enforcement of the Brown Act and ICC adopted rules of order. The Parliamentarian shall attend all ICC meetings and shall not have a vote on the ICC (unless representing a club).
16. Shall not be a representative for any club.
B. ICC Secretary
1. Shall chair all ICC meetings in the absence of the ICC Chair.
2. Shall assist in the coordination of all ICC events.
3. Shall be a full voting member in the ICC (unless representing a club).
4. Shall maintain a master calendar of all club events.
5. Shall keep minutes of ICC meetings and provide copies for each representative and college official.
6. Shall maintain and post a list of all clubs’ meeting times and locations.
7. Shall maintain a list of contact information (including club officers’ e-mails).
C. ICC Treasurer
1. Shall monitor the financial records of the ICC.
2. Shall assist ICC clubs in tracking their budgets.
3. Shall coordinate annual budget process for the ICC in conjunction with the ICC Chair and ICC Advisor.
4. Shall be a full voting member of the ICC (unless representing a club).
Article V: Judicial Power of ICC
Clubs are susceptible to deactivation following two unexcused absences per semester from scheduled ICC meetings. To deem a club deactivated, the following steps must be taken:
A. A warning letter will be sent to the club advisor, the club ICC representative,
and the club president after the first unexcused absence.
B. After the second unexcused absence, a club will be declared deactivated at the next regular meeting of the ICC by a two thirds [2/3] majority vote.
1. A club will automatically be deactivated upon the third (3rd) deactivation proposal in an academic year
2. Deactivated clubs lose all privileges granted to clubs by the Associated Students including:
a. Representing the college.
b. Functioning as an official college club.
c. Collecting or disbursing funds (from the point of deactivation).
C. Club Reactivation: Clubs that have been deemed deactivated by the ICC are required to turn in a completed New Club Form to Student Services and attend two ICC meetings prior to being deemed active.
Clubs that have been deactivated for one (1) year lose claim to any funds that may remain in their account. The year begins upon date of deactivation. Upon deactivation, clubs will be notified of remaining funds and date at which those funds will be transferred back to the ICC.
Article VI: Funding Guidelines
On all matters of funding, other than club funds and matching funds, the member clubs of the ICC must first request any desired funds from the voting members of the ICC.
Article VII: Meetings
All meetings shall adhere to the following principles:
A. All meetings will adhere to the Brown Act.
B. All meetings of the ICC shall operate under Robert’s Rules of Order
C. All meetings with actions items must meet quorum; which is 50% + 1.
Article VIII: Amendments
Amendments shall become effective when approved by two-thirds [2/3] majority vote of the ICC membership present at a general meeting, two-thirds [2/3] majority vote of the ASLPC membership present at a general meeting, and the Vice President of Student Services. Any proposed amendment must be sunshined at a previously scheduled ICC meeting.
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