Clubs

Please note that each year these forms have to be updated.

• Step 1: Choose the correct forms

  • For NEW clubs:

    • a. Print or pickup a copy of the hardcopy of the New Club Form and have the officers and club advisor sign.

    • b. Print and fill out the club constitution form. Also, see "step 2" below about what also needs to happen to start the approval process.

    • c. Complete this google form so we can contact you.

  • For club RENEWALS:

    • • a. Print of the hardcopy of the Club Renewal Form or pickup a copy in 502. Have the officers and club advisor sign.

      • b. Print and fill out the club constitution form. Also, see "step 2" below about what also needs to happen to start the approval process.

      • c. Complete this google form so we can contact you.

  • *The community service must be based at LHS. You may do other community services with your club, but the one for the form must be done at LHS and provide to the school and school community. It must be related to your club and is not just another club meeting. (examples: inviting speakers, events, demonstrations,...). Club rush and trash pickup do not count. 

• Step 2: Once you turn your forms into the tray in 502, the Campus Life Committee will reach out to you to invite you to a club contract meeting where your club will complete a Club Contract form. Please make sure to read through the club contract carefully when you come to this meeting. All officers and the teacher advisor must attend and sign that they agree to the club contract. This is to go over the requirements for the club. You club will not start the approval process until this is done and your documents are satisfactory.

• Step 3: Once these forms have been filled out, a Club Advisor form will automatically be sent to your teacher advisor to confirm that they are participating and committed to advising your club. 

When we get the New Club Form/Club Renewal Forms, Club Constitution, the LHS Club Contract Form (from the ASB club Information meeting), and the Club Advisor Form/email, and need no further corrections,  your club can be approved by ASB at our Thursday morning meeting. Then, it will be forwarded to school administration for final approval. Once it has gone through these steps, your club will be emailed with confirmation that your club has been approved.

Clubs can meet unofficially before approval to fill out paperwork, hold elections/re-elections, and determine interest. Note: This option is only available short term in order to fill out the club forms. Clubs must be officially approved to continue meeting and access any of their funds. 

IMPORTANT: You can fill out Google forms for the meeting minutes. However, you must print and PHYSICALLY sign the minutes (per our state auditors, digital signatures are no longer accepted) and turn those in just like you would if it was on paper.

For your club to remain official, meeting minutes* (secretary writes the minutes and turns it in) and sign-in sheets (all members) must be submitted once a month. If not, the club will receive a warning and if there is not a meeting by the following month, the club will deactivated by ASB. The boxes on the minutes expand as you type or you can insert spaces if you are going to print and then write on it. Physical signatures and sign-ins will be turned in to room 502 or to Mrs. Mattingly's mailbox. These are requirements by state auditors.

*If you are unfamiliar with writing minutes, clubs, or how a meeting should be organized and conducted, see here for a more in-depth explanation of the minutes process and for an example. 

Purchasing and Fundraising Dos and Dont's (Important: Read!) 

• Activities Request- Used when you are holding an activity or fundraiser on campus and may also require facilities, custodial needs, or a cash box. To post flyers of announcements (CBNN or the marquee) on campus also requires an A.R. form. It can be filled out alone or with a fundraiser request when applicable. Please see the Activity & Fundraiser Request Form tab at the top of this site for the PDF to print, fill out, and turn into Mrs. Osorio at the Activities window. The phone number and email are the adult advisor's contact information.

The process the Activities Request form goes through:

A.R. give to Ms. Carrillo (ASB Administrative Secretary at the Actitivity's Office window)-> given to ASB->if approved by ASB, it goes to admin for approval ->back to Mrs. Groth->Mrs. Groth will email approval/denial or

A.R. given to Ms. Carrillo> given to ASB->if rejected by ASB ->back to Ms. Carrillo->Ms. Carrillo or Ms. Mattingly will email approval/denial

Activities/fundraisers are subject to FCMAT (Fiscal Crisis and Management Assistance Team) rules for ASB, such as:

There are strict dietary regulations on food/beverages during the school day (this includes an hour before and an hour prior school bell hours). We advise you to hold an event with food/beverages outside of these times (one hour before school to one hour after school) to avoid these limitations. Fundraisers cannot conflict with well-established annual ones by groups (FFA barbeque, Alumni Association crab feed, etc.). Fundraisers considered to be games of chance in which there are no items exchanged, such as raffles, are not permitted. Safety, of course, must also be considered.

If your club wants to fundraise or spend money this year

• Download the Budget Form, fill it out using Kami, and submit it to our bookkeeper, Mrs. Vanessa Castro, at vcastro@lvjusd.org. 

• The minutes for the meeting that you fill out and approve your budget form must indicate that the form was filled out and approved. This must be turned into Mrs. Vanessa Castro (only when money is involved).

• Make sure you create an Activities Request form.

• Before spending money for your club, make a copy of the P.O. Form, fill it out using Kami and submit it to Mrs. Castro. Helpful links for Kami: Instructions for Downloading Kami on Google Chrome, How to Install Google Chrome

• Fundraiser Request- Used when you intend to make money. It be filled out alone or with an activities request when applicable.

• Revenue Potential Form- Used to accompany a fundraiser request and indicate how much money you hope to raise.

• Cash boxes must be picked up by the advisor and returned to the booKkeeper by the advisor. The returned cash box must have the three cash box count forms filled out by the advisor and student who attended the cash box prior to return.

The slide show below has all of the information you will need to start and maintain your club. This information can also be found in the LHS Club Info below.