EZ Club Chartering & By-Laws

EZ Club Chartering & By-Laws

Created July 12, 2011 by Donald McMullen, ECOS VP

1. Print all of the “Club Chartering” .pdf link at:http://www.eckerd.edu/ecos/execcouncil/documents.php
2. Read until you reach the “Eckerd College Organization of Students CLUB CHARTERING APPLICATION.”
3. Begin to fill out worksheet neatly & accurately.
4. The club name should describe the club WITHOUT using “Eckerd” or “Eckerd College.”
5. For Faculty/Staff Advisor, please talk with the advisor before turning this in.
   Staff from Campus Activities are always available to be a club advisor, just ask!
6. If you are filling this out, that makes you the most responsible, so put yourself as student contact.
7. Is this a new club? Circle “yes” or “no”.
8. Club Officers should include a: President, Vice President, Secretary, and a Treasurer. Officers are elected by the club members to that position.
   NB: You only need TWO students to create a club at EC, so you do not need all these spots filled, and you may be both the President & Secretary for example.
9. Now, start typing. This sheet will be your clubs constitution. Be careful, use spell check, and think it through.
10. Statement of Purpose is where you tell everyone what your club is all about. Why its unique and why it is cool. This is what prospective members will read online. This does not need to be to long. A paragraph or two is great for most clubs.
11. By-Laws. These are important and are the number one reason clubs fail to be approved! Here is a specific breakdown of how to complete your clubs by-laws. Examples are provided and may be copied if it fits for your club. Please take your time.

1. Club Name: same as before
2. Objective or Purpose: Similar to “Statement of Purpose” but more direct. EX. The fishing club – To fish from and around EC with a group of motivated fishermen.
3. Membership-Eligibility: All students are eligible for all clubs, always. Most clubs have NO fees or dues for new members.
4. Officers: For each officer you need: Duties (ex. President: to oversee, lead, and make sure the club runs smoothly) Qualifications (is a student, possible club member requirements such as length of time as a club member) Election Procedures (Term limit is one year, or graduation. Most clubs have a statement about if a officer goes abroad and what happens in their absence.) Voting (By-laws must explicitly state that officers need a voting majority of the club members, usually 2/3’s majority)
5. Meetings: Clubs must meet approximately once a month, while school is in session. Quorumis what percentage of club members are present for the meeting to officially count as a club meeting.  Quorum is usually a simple majority of active members. Quorum is always necessary for officer voting.
6. Amendment of By-Laws: Here explain the process the club members will go through to amend your club constitution. EX: A club member must make a motion and explain the amendment, club members must be notified and allowed to discuss, after discussion the club members will vote. With a majority (usually 2/3’s), the amendment will be added to the clubs official constitution. *Notify ECOS @ ecosevp@eckerd.edu so we can update your files whenever you amend your constitution*
7. Faculty/Staff Advisor: Here you list what duties the advisor will fulfill. Also please include the advisors contact information again.
8. Now you have completed this page, please continue on to the EZ-Form for “Eckerd College Organization of Students Club Budget Request Form.”

FIND THE BUDGET REQUEST FORM AT:

http://www.eckerd.edu/ecos/execcouncil/files/budget.pdf

Need more help? Want to meet in person? Any questions, comments, or ideas?

Please email me at: ecosevp@eckerd.edu or visit the ECOS office next to

Campus Activities and WECX Radio Station.