CLUB RECOGNITION WORKING GROUP

 

Principles:

 

1.                  Guidelines established for Clubs are flexible, yet give the framework within which Clubs can be reviewed annually.

2.                  The key resources, space, budget, and staff, will be taken into consideration and monitored on a continuous basis, so as to ensure proper capacity for and service to Clubs.

 

Definitions:

 

“JCM” shall mean Joint College Meeting

 

“JBS” shall mean Joint Board of Stewards

 

“levied clubs” shall mean established clubs at Trinity College with a budget set according to the annual Trinity College student incidental fees

 

“non-levied clubs” shall mean new or long lasting clubs at Trinity College who hold club recognition status granted by the JCM and may hold an approved budget also granted by the JCM

 

1.  Levied and Non-Levied Club Guidelines:

 

1.                  Club membership is open to all Men and Women of College.

2.                  Club executives are formed annually and are constituted of elected and/or volunteer club members.

3.                  Clubs utilize the following executive structure as a model:

2.1.            President/ChairPresident(s)/Chair(s)

2.                  Treasurer(2nd year or higher) – only necessary if the club holds an approved budget

3.                  Secretary

4.1.Clubs have, if possible, a Trinity Fellow Advisor.

4.                  Club executives meet regularly and any minutes kept shall be submitted to the JCM Secretary for review and archival purposes.

5.                  Clubs represented on the JBS are,

1.                  Trinity College Athletic Association

2.                  Saint Hilda’s Athletic Association

3.                  Trinity College Literary Institute

4.                  Trinity College Dramatic Society

6.                  Clubs, not listed in 1.6., are encouraged to send representatives to attend meetings of the JBS, particularly where items specific to their activities are on the agenda, and to be in regular contact with the JCM Chair regarding relevant issues.

7.                  Clubs are responsible for the preparation of and adherence to an annual budget in accordance with the Trinity College Fiscal Policy.

8.                  Clubs with approved budgets that include photo-copy or administrative expenses are permitted to apply for a photo-copy code.

9.                  Clubs may book space, free of charge, for meetings and events through:

1.                  the respective room curators for the Junior Common Room and the Rigby Room;

2.1.the men’s Head of Arts for the Rhodes Room;

2.                  the Bookings Office for all other rooms.

11.10.    Clubs are to submit a year-endfirst-term and second-term report by the end of Winter classes to the JCM Chair.last day of classes in each term to the JCM Chair. These reports must consist of:

1.                  Activity level,

2.                  Number of members/participation,

3.                  Budgetary concerns and comments

4.                  The Executive for the next year and contact information for these persons (For the second-term report only)

12.11.    The JCM Chair is responsible for maintaining an accurate list of all clubs recognized by the JCM. This list will be forwarded to both of the Porters Lodges for mail, the Bookings Office, the Photocopy Manager and the JCM Secretary, Treasurer and Auditor.

12.              Clubs on Probation may not propose budgets in excess of $200.

 

2.  New Clubs:Club Recognition Application:

 

1.                  New ClubAll clubs must submit club recognition applicationsare to be submitted to the JCM Chair.

2.1.Application criteria include:

0.Statement of mandate,

2.0.A minimum of ten signatures by Men and Women of College,

3.0.Executive officers,

4.0.Adherence to Trinity College Club guidelines

5.0.Resource requirements: space, budget, service, other.

2.                  To avoid duplication, “like” groups will be considered only after consultation with existing Trinity Clubs.

3.                  New Clubs, once approved by the JCM, are put on a one-year probationary period to be reviewed during the annual Club review process outlined in Part 3.

4.                  New Clubs must be approved by the JCM.

 

3.  Annual Club Review:

 

1.         The Review is a positive process to ensure the future health and relevance of club structure and activity.  All recognized clubs shall be part of this annual review.

2.                  The annual Club Review process is conducted by the Club Recognition Working Group, with that Group’s recommendation(s) going to the JBS for recommendation to the JCM.

3.                  The Club Recognition Working Group consists of the JBS Chair, Treasurer, Auditor, Secretary, and the Heads of Arts.

4.                  The Review is based on the JCM Auditor’s reportfirst-term audit of the books and the Club’s year-end report, which consists of:first-term report.

1.0.Activity level,

2.0.Number of members/participation,

3.0.Status of executive,

0.Budgetary concerns and comments.

5.                  The Clubs Working Group may recommend that a club either:

1.                  be removed from probation;

2.                  maintain the same status;

3.                  receive a levy;

4.                  lose a levy;

5.                  be put on probation; or

6.                  be dissolved.

6.                  All actions or recommendations taken by the Working Group be communicated to the President/Chair of the clubs affected by the JCM Secretary.