ENGINEERS WITHOUT BORDERS-USA

Transcription

1 CONSTITUTION of the University of Alaska Anchorage Student Chapter of ENGINEERS WITHOUT BORDERS-USA Adopted August 19, 2011

2 Table of Contents CONSTITUTION... 3! Article 1 General... 3! Section 1 Name... 3! Section 2 Boundaries... 4! Section 3 Objective... 4! Section 4 Service Goals... 4! Article 2 Affiliations... 4! Section 1 Local... 4! Section 2 National... 4! Article 3 Membership... 5! Section 1 Eligibility... 5! Section 2 Non-Discriminatory Policy... 5! Section 3 Student Membership... 5! Section 4 Affiliate Members... 5! Article 4 Chapter Executive Committee... 5! Section 1 The Chapter Executive Committee... 5! Section 2 Responsibilities... 5! Section 3 Duties... 6! Section 4 Eligibility... 8! Section 5 Terms of Office... 9! Section 6 Vacancy of Elected Officer... 9! Article 5 Chapter Committee Coordinators... 9! Section 1 The Chapter Committee Coordinators... 9! Section 2 Responsibilities... 9! Section 3 Duties... 9! Section 5 Terms of Office... 12! Section 6 Vacancy of Elected Chapter Committee Coordinator... 12! Article 6 Chapter Faculty Advisor... 12! Section 1 Responsibilities... 12! 2 Page

3 Section 2 Eligibility... 12! Section 3 Terms of Office... 12! Section 4 Vacancy of Chapter Faculty Advisor... 13! Article 7 Chapter Professional Mentors... 13! Section 1 Responsibilities... 13! Section 2 Eligibility... 13! Section 3 Terms of Office... 13! Section 4 Vacancy of Chapter Professional Mentors... 13! Article 8 Meetings... 13! Section 1 Chapter Meetings... 13! Section 2 Executive Committee Meetings... 14! Section 3 Committee Work Sessions... 14! Article 9 Miscellaneous Provisions to the Constitution... 14! Section 1 General... 14! Section 2 Chapter Assets... 14! Section 3 Probationary Status... 14! Article 10 Amendments to the Constitution... 15! Section 1 Procedure... 15! Article 1 General Section 1 Name CONSTITUTION The name of this organization shall be the Engineers Without Borders University of Alaska Anchorage Student Chapter (EWB-UAA), hereafter referred to as the Chapter. 3 Page

4 Section 2 Boundaries The Chapter s geographic boundaries shall be defined as the area within the University of Alaska Anchorage, recognizing that those boundaries are not exclusionary or inviolate, and may need to change as other chapters develop within the state and externally. Section 3 Objective The objective of the Chapter shall reflect and support the values and mission of Engineers Without Borders-USA: to partner with disadvantaged communities to improve their quality of life through implementation of environmentally sound and economically sustainable engineering projects, while developing internationally responsible engineering students. a. In the pursuit of the objectives, the Chapter shall not operate in conflict with the Constitution, Bylaws, Rules of Policy and Procedure, etc. of the EWB-USA, where applicable. Section 4 Service Goals EWB-UAA shall support the service goals of a University chapter by: a. Creating a sense of excitement and enthusiasm about solving technical development problems within a cultural and social context by bringing together those who are interested and encouraging discussion amongst them to solve the problem together; b. Publicizing research opportunities and encourage students to undertake research on technical development problems, and to ensure that the completed research is returned to the EWB-USA database; c. Working with EWB-USA to ensure the quality of the engineering package and the end product for the community; d. Working with the professional engineering community and EWB professional chapters will serve as mentors, professional liaisons, and to develop and strengthen the engineering skills of student members. Article 2 Affiliations Section 1 Local This Chapter is affiliated with Student Clubs and Greek Life at the University of Alaska Anchorage. Section 2 National This Chapter is affiliated with Engineers Without Borders-USA (EWB-USA). 4 Page

5 Article 3 Membership Section 1 Eligibility The membership of this Chapter shall consist of enrolled University of Alaska Anchorage students, Faculty Advisors, Professional Mentors, and Affiliate Members, who reside, work, or attend school within the geographic boundaries defined in Article 1, Section 2. Section 2 Non-Discriminatory Policy This Chapter and its members shall not discriminate against any individuals for reasons of race, national origin, color, religion, gender, age, veteran status, sexual orientation or identity, and/or ability status. Section 3 Student Membership Membership in this Chapter shall be open to all students who are interested and abide by the requirements of Article I of the Bylaws: Section 4 Affiliate Members Mentors, advisors, faculty members, business contacts, and UAA alumni that have an active role in the Chapter shall be considered Affiliate Members. Affiliate Members: 5 Page a. Are not required to attend meetings but will be encouraged and helpful; b. Must be approved by the Executive Committee on a yearly basis, and; c. Are not required to submit payment of current semester dues, as defined in Article 1, Section 2 of the By-Laws, although they are much appreciated. Article 4 Chapter Executive Committee Section 1 The Chapter Executive Committee The Chapter Executive Committee, in which the governance of the Chapter shall be vested, includes the following positions: a. President b. Vice President c. Secretary d. Treasurer e. Project Manager f. Past President (ex-officio) Section 2 Responsibilities The Chapter Executive Committee shall manage the affairs of the Chapter in accordance with the By-Laws under which the Chapter is organized and with the provisions of the Constitution. Thus, the Executive Committee has the principal responsibilities of developing policy, appointing committee

6 members, authorizing all financial expenditures, scheduling meetings, ratifying project selection, approving project staffing assignments, overseeing project execution, and generally directing the business of the Chapter. Section 3 Duties The duties of the Chapter Executive Officers shall be as defined in this Constitution and as directed by the Executive Committee: 6 Page a. President 1. The role of the President shall be to conduct the business of the Chapter with the other members of the Executive Committee and coordinate between the Chapter, the University of Alaska Anchorage, and EWB-USA. The President shall see that all orders and resolutions of the Chapter are carried into effect. The President will hold the Past-President for a minimum of one semester after holding the President position. The President shall preside over the Executive Committee and Chapter meetings. Facilitate process of completing and submitting organization renewal information to EWB-USA, including annual report to EWB-USA; Responsible for chapter schedule and all deadlines for EWB-USA; Coordinate with Project Manager to meet EWB-USA deadlines with regards to project; Meet and maintain relationship with Advisors; Hold General meetings as scheduled in the bylaws and present an agenda; Mediate conflict within club; Preside over and coordinate the officer transition process; Hold Executive Committee meetings; Maintain communication with officers and committee chairs; Present club with chapter goals following election; Give State of the Chapter Address at the second meeting of each semester; Give updates at each General meeting; Become past-president, and; Attend UAA financial management training. b. Vice President 1. The role of the Vice President shall be to perform the duties assigned to him or her by the President, and to prepare the Annual Report to the West Coast Region of EWB-USA. The Vice President shall, in the absence or disability of the President, perform the duties and exercise the powers of the President.

7 7 Page Manage and have communication with all Committees; Manage relationship with partners: Rotary, Club Council Delegate, etc.; Review and check all submittals to EWB-USA; Responsible for issuing Probationary Status Notices and working with President regarding Probation, and; Set standards and manage presentation materials with Media &Publicity Coordinator. c. Secretary 1. The role of the Secretary shall be the preparation of official minutes of all meetings of the Executive committee; he or she shall be responsible for internal communication both between the Chapter and membership. Additionally, the Secretary shall assist in administrative management of all meetings of the Chapter. Record and distribute meeting minutes within 48 hours of weekly meetings, and let the Chapter know if they will be late or appoint someone to do the minutes; Keep updated contact lists: members, partnerships, fundraising, etc.; Submit updated member list to EWB-USA; Use proper procedures to amend Constitution and By-Laws; Keep Gmail Calendar and General Meeting Action Items updated; Work with committees to set organizational and communication standards; Responsible for setting and explaining chapter procedures, and; Give updates during weekly meetings. d. Treasurer 1. The role of the Treasurer shall be to receive, record and account for income and to pay out, record and account for all approved expenses of the Chapter; he or she shall prepare the financial section of the Annual Report of the Chapter for use of the Vice President; he or she shall be responsible for the accounts of the Chapter. Attend UAA financial management training; Communicate with EWB-USA and EWB-UAA in matters related to project expenses, reimbursements, donations, advances, and reconciliations; Coordinate operations of the Fundraising Committee; Be prepared to give financial updates during Chapter meetings; Provide a periodic reporting of all active accounts to the President and Vice President; Work with other officers to develop a budget which addresses both EWB- UAA and EWB-USA costs;

8 Maintain complete and accurate electronic records for all purchases, account expenditures, deposits and donations among all active accounts, and; Remain responsible for the collection of dues and disbursement of funds. e. Project Manager 1. The role of the Project Manager shall be to coordinate with EWB-USA and the student chapter on the identification and selection of projects, manage project staffing, and monitor/manage project progress. Progress of the Project Manager will be overseen by the President and the Mentors. The Project Manager shall be the director of the Design Committee. Hold Design Committee work sessions; Give update during weekly meetings; Familiarize Design Committee with EWB-USA documents, submittal standards and outlines; Produce Design Committee tasking and in-house submittals schedule to meet all deadlines both internal and external; Set and distribute standards for AutoCAD and EWB-USA submittal to Design Committee, and; Appoint subcommittee leader(s) as necessary. f. Past President (ex-officio) 1. The role of the Past-President shall be to assist the newly elected executive members in managing the affairs of the chapter for a minimum of one semester after being President. The Past-President will be a member of the executive committee but will not hold voting power. A President who has voluntarily or involuntarily resigned requires approval from the new President to assume office as Past President. Manage training of newly elected Executive Committee; Work with President on writing an agenda and holding meetings; Hold members of Executive Committee accountable for their responsibilities, and; Member of at least one other Committee while still enrolled at the University of Alaska Anchorage as a student. Section 4 Eligibility Each Voting Member of the Chapter shall be eligible for election to the Executive Committee after being an active member for one (1) semester. 8 Page

9 Section 5 Terms of Office The term of office of the elected Executive Committee members shall be one (1) year. This term shall begin on the first day of the month following Chapter elections and shall continue for one (1) year, or until a successor is duly selected. A Voting Member shall only be eligible to hold one (1) executive officer position at a time. No member can be on the Executive Committee for longer than eight (8) semesters. Section 6 Vacancy of Elected Officer Should an officer s position become vacant during his/her term, the following will take place: 9 Page a. President Vice President shall succeed b. Vice President Appointed by Voting Members c. Secretary Appointed by Voting Members d. Treasurer Appointed by Voting Members e. Project Manager Appointed by Voting Members f. Past President (ex-officio) No Past President will be appointed All vacancies filled shall be for the remainder of the term. There is no restriction on persons filling positions on the Executive Committee in successive terms. Article 5 Chapter Committee Coordinators Section 1 The Chapter Committee Coordinators The Chapter Committee Coordinators shall consist of the following: a. Club Council Delegate b. Community Service Coordinator c. Project Outreach Coordinator d. Fundraising Coordinator e. Health & Safety Coordinator f. Media & Publicity Coordinator g. Travel Coordinator Section 2 Responsibilities The Chapter Committee Coordinators shall be responsible for their corresponding committees, unless no committee is assigned. Each coordinator is responsible for holding regular meetings, presenting an agenda, and assigning a member of the committee to distribute minutes to other members. They must also forward the information on any new members in attendance to the Secretary at or before the next General meeting. Section 3 Duties The duties of the Chapter Committee Coordinators shall be as defined in this Constitution and as directed by the Chapter Executive Committee:

10 10 Page a. Club Council Delegate 1. The role of the Club Council Delegate involves keeping the club in good standing with Club Council. The position also involves giving updates about events to Club Council and presenting the group with information about other clubs. The Club Council Delegate must be able to attend all General and Club Council meetings or find an acceptable proxy. Progress of the Club Council Delegate will be overseen by the Vice President. Attend UAA Club Council meetings and report on them at General meetings Assist finding fundraising and service opportunities for the club Look for appropriate partnerships with other clubs b. Community Service Coordinator 1. The role of the Community Service Coordinator involves finding service projects for the group each semester and working with the executive officers to set a community service goal. Progress of the Community Service Coordinator will be overseen by the Vice President. The Community Service Coordinator shall be the director of the Community Service Committee. Work with Club Council Delegate in planning service projects. Schedule service projects where at least 1/2 of the Chapter members can attend. c. Fundraising Coordinator 1. The role of the Fundraising Coordinator shall be to oversee fundraising activities and to coordinate with the Treasurer and project staff so that funds collected are banked and allocated in accordance with the purpose for which they were collected. Progress of the Fundraising Coordinator will be overseen by the Treasurer. The Fundraising Coordinator shall be the director of the Fundraising Committee. Work with Treasurer to set fundraising goals Plan events and presentations Use advertisement and social networks to get the word out Hold Fundraising Committee work sessions Give update during weekly meetings d. Health & Safety Coordinator 1. The role of the Health & Safety Coordinator involves becoming familiar with UAA and EWB-USA Health and Safety requirements and the completion of Health and Safety submittals. Progress of the Health & Safety Coordinator will be overseen by the President and Project Manager. The Health & Safety Coordinator shall be the director of the Health & Safety Committee.

11 11 Page Attend chapter meetings regularly; Oversee the Health and Safety Committee and hold committee meetings as needed; Keep the Chapter informed of Health and Safety issues and requirements set by EWB-USA; Write Health and Safety Plan to go along with the 521 and 525 project documents according to the requirements set by EWB-USA; Create the 606: Emergency Contact document to go along with the 521 and 525 documents; Keep travelers informed about Health and Safety concerns in the project country and at the project site; Oversee travelers obtaining required and suggested vaccinations and make sure travelers meet Health and Safety requirements set by UAA and EWB-USA, and; Oversee the completion of the Traveler Health and Safety Checklist for each traveler prior to travel. e. Media & Publicity Coordinator 1. The role of the Media & Publicity Coordinator shall be to manage the affairs of all Presentations, Flyers, Digital Media, Social Networking, UAA advertising, brochures, pictures, and the Chapter Website. Progress of the Media & Publicity Coordinator will be overseen by the Vice President. The Media & Publicity Coordinator will be director of the Media & Publicity Committee. Give update during weekly meetings; Coordinate with Executive Officers and other committees to stay up to date; Organize photos and videos of the Chapter and current project; Work with Fundraising Coordinator to advertise events; Appoint a Webmaster from within the Media & Publicity Committee; Set and distribute standards for presentations and publicity, and; Design club apparel. f. Travel Coordinator 1. The role of the Travel Coordinator involves becoming familiar with all UAA and EWB-USA travel requirements. Purchasing of plane tickets, ground travel, insurance, and visa/passport requirements will be done by this coordinator. Progress of the Travel Coordinator will be overseen by the Treasurer. The Coordinator shall be the director of the Travel Committee.

12 Work with Executive Committee and Project Manager on developing a Travel Plan and schedule to prepare travel; Work with travelers to gather appropriate documentation; Evaluate different traveling options in order to meet stated travel plan; Write and submit travel documentation to EWB-USA and UAA; Coordinate UAA travel grant applications, and; Give cultural presentation of the country of current project to Chapter. Section 4 Eligibility All Voting Members of the Chapter shall be eligible for election as a Chapter Committee Coordinator. Section 5 Terms of Office The term of office of the elected Chapter Committee Coordinator shall be one (1) semester. This term shall begin immediately following Chapter elections and shall continue for one (1) semester, or until a successor is duly selected. A Voting Member shall only be eligible to hold no more than two (2) coordinator positions at a time. There is no restriction for how long a member can hold a coordinator position. Section 6 Vacancy of Elected Chapter Committee Coordinator Should a coordinator s position become vacant during his/her term, a new coordinator will be appointed by the Voting Members of the Chapter. All vacancies filled shall be for the remaining term. There is no restriction on persons filling coordinator positions in successive terms. Article 6 Chapter Faculty Advisor Section 1 Responsibilities The Responsibilities of the Chapter Faculty Advisor are as follows: a. Provide practical advise to the Chapter or the appropriate Committee in engineering and design matters; b. To review all documents for accuracy, and quality; c. Provide advise to the Executive Committee on matters of administration, and; d. Coordinate with other Affiliate Members. Section 2 Eligibility The Chapter Faculty Advisor must be a member of the faculty, administration, or staff of the University of Alaska Anchorage. Section 3 Terms of Office The Chapter Faculty Advisor shall remain in office until a replacement is needed or desired. 12 Page

13 Section 4 Vacancy of Chapter Faculty Advisor Should the position of the Chapter Faculty Advisor become vacant during the year, it is his/her responsibility to encourage another faculty, administration, or staff member of the University of Alaska Anchorage, and based on his/her best judgment, to become the new Chapter Faculty Advisor. Article 7 Chapter Professional Mentors Section 1 Responsibilities The responsibilities of the Chapter Professional Mentors are as follows: a. To supervise, assist, and certify implementations abroad; b. Provide practical advise to the Chapter or the appropriate Committee in engineering and design matters; c. To review all documents for accuracy, and quality; d. Provide advise to the Executive Committee on matters of administration, and; e. Coordinate with other Affiliate Members. Section 2 Eligibility The Chapter Professional Mentors must work or reside within the Chapter Boundaries. Section 3 Terms of Office The Chapter Professional Mentors shall remain in office until a replacement is needed or desired. Section 4 Vacancy of Chapter Professional Mentors Should the position of a Chapter Professional Mentor become vacant during the year, it is his/her responsibility to encourage another Professional who works and resides within the Chapter Boundaries, and based on his/her best judgment, to become the new Chapter Professional Mentor. Article 8 Meetings Section 1 Chapter Meetings The day, time, length, and frequency of Chapter Meetings shall be determined: a. Prior to the beginning of the semester; b. Determined solely by the executive committee according to room availability 13 Page

14 Section 2 Executive Committee Meetings The frequency, day, and time of Executive Committee Meetings will be suggested by the President and voted upon by the executive members. The president may also call emergency meetings as needed. Section 3 Committee Work Sessions The frequency, day, and time of Committee Work Sessions will be suggested by the Committee Coordinator and voted upon by the members. The Committee Coordinator may also call emergency meetings as needed. Article 9 Miscellaneous Provisions to the Constitution Section 1 General No part of the net earnings of the Chapter shall inure to the benefit of any private individual and no substantial part of the activities of the Chapter shall be carrying on lobbying, or otherwise attempting to influence legislation, and the Chapter shall not participate in, or intervene in (including publishing or distributing of statements) any political campaign on behalf of any candidate for public office. Section 2 Chapter Assets In the event of Chapter dissolution, any remaining assets after the payment of all Chapter debts shall be conveyed to the American Society of Civil Engineers Student Chapter (UAA-ASCE). Section 3 Probationary Status Probationary status shall be given by the Executive Officers and the Vice President is responsible for issuing a Probationary Status Notice to the member in question via Page a. For the following reason a member may be placed on probationary status: 1. Failure to attend three (3) consecutive Chapter meetings; 2. Failure to follow Chapter guidelines; 3. All forms of Harassment; 4. Inappropriate use of Chapter funds; 5. Executive Officer or Committee Coordinator not following assigned responsibilities, and; 6. Inappropriate use of Chapter name and logo. b. It is the responsibility of the member who is issued a Probationary Status Notice to return an acknowledgement response within 48 hours via . c. The member in question must present the Executive Officers a letter of explanation of actions and statement of commitment to the Chapter within two (2) weeks following the date of issued Probationary Status. If member fails to do so there will be a vote by the Executive Officers and Advisors for the dismissal/impeachment of member. Required vote in favor must be 2/3 of votes.

15 d. A dismissed or impeached member must wait for start of next semester to regain active member status with approved 2/3 vote of the Voting Members. Article 10 Amendments to the Constitution Section 1 Procedure This Constitution shall be amended only by the following procedure: a. A proposed amendment shall have a minimum of one-half of the signatures of the Executive Committee members and shall be promptly presented thereafter at the next meeting of the full Executive Committee. b. Within ten days of the presentation to the Executive Committee, the Secretary shall present the proposed amendment to the Voting Members of the Chapter by letter ballot as approved by the Executive Committee, setting a date one week thereafter for the canvassing of the ballots. c. It shall receive an affirmative vote of not less than two-thirds of the Voting Members of the Chapter casting ballots. d. If approved by the Chapter, the Secretary shall immediately amend the Constitution and present the amended document to the members of the Executive Committee for review and approval. The Secretary shall read the amended Constitution into the record at the next regularly scheduled meeting of the Chapter. Date Ratified: Date Revised: Date Revised: Date Revised: 15 Page