Bylaws The University of North Carolina Order of the Bell Tower

Transcription

1 Bylaws The University of North Carolina Order of the Bell Tower Article I Name The name of this organization shall be Order of the Bell Tower (OBT). Article II Affiliations The UNC General Alumni Association (GAA) is a self-governed, nonprofit membership organization that serves UNC, fosters alumni fellowship and provides information and activities. The GAA was founded in 1843 to serve the University and its many alumni, students, parents and friends. Order of the Bell Tower is one of the four premier student organizations of the GAA. Order of the Bell Tower is affiliated professionally with CASE Affiliated Student Advancement Programs (CASE ASAP). CASE ASAP comprises student alumni associations, student foundations and similar organizations at more than 300 Council for Advancement and Support of Education (CASE) member institutions. CASE is the professional association that serves educational institutions and the advancement professionals who work on their behalf in alumni relations, communications, development, marketing and allied areas. OBT shall be affiliated with and responsible to the GAA. OBT understands and is committed to fulfilling its responsibilities of abiding by the policies of the GAA as well as UNC. Article III History Order of the Bell Tower (OBT) was chartered in the fall 1980 as an honorary service organization under the auspices of the GAA. In recognition of its far-reaching effect on the University community, OBT members were named by the chancellor in 1982 to serve as official student ambassadors for the University. In 2008, with the publication of True Blue book, OBT was recognized as the official tradition keepers of the University. Through the years, OBT has continued to prosper and expand its scope in developing and maintaining a connection between past, present, and future Tar Heels. Article IV Mission To preserve and enhance the traditions of The University while we remember the past, celebrate the present and look forward to the future. Article V Membership As an organization, OBT must recognize responsibilities to and representation of the GAA. As such, all members of OBT also must maintain a student level membership in GAA (a Student Alumni Association [SAA] membership). Membership is for the duration of a member s enrollment at The University of North Carolina as an undergraduate student. 3 March 2015 Page 1 of 9

2 Section 1. Name Members of the OBT will be known as the official student ambassadors and tradition keepers or student ambassadors Section 2. Dues All new members are required to pay one times dues of $30. This one-time fee subsidizes the cost the ambassadors OBT blazer, nametag, polo, T-shirt, ascot/scarf/tie and other items related to membership. Section 3. Primary Authority Primary responsibility for the authority over the function of OBT shall rest with the leadership team, consisting of the president, vice president, secretary, ambassador coordinator, outreach coordinator, publicity coordinator and True Blue book coordinator. The GAA adviser shall serve as an ex-officio member of the leadership team. Section 4. Ambassadors All student ambassadors must: 1. be full-time undergraduate students at The University of North Carolina; 2. sign an expectation contract; 3. meet semester ambassador achievements as determined by the president and vice president for their term; 4. follow attendance policy; 5. follow all GAA student leader policies; 6. advance the overall goals and missions of the GAA and OBT; 7. attend all bi-weekly OBT meetings; 8. serve as an ambassador for at least one game in the Chancellor s Box during football season; 9. serve as an ambassador for at least two (2) games at the Bell Tower Climb during football season; 10. attend all OBT events; 11. attend all retreats and enrichment activities; 12. attend all mandatory special events; 13. wear the appropriate uniform at events; 14. plan and execute all tasks in a timely manner and 15. maintain open communication with the leadership team informing them of problems or issues. Section 5. Meetings OBT will meet biweekly beginning with the first Tuesday of each semester. Regular meeting dates are set for Tuesdays from 6:30 to 8 p.m. The location of the meetings will be in the Alumni Center. These meetings are subject to school closings and holidays and may be altered via the listserv with a twenty-four (24) hour notice from the president. A list of meetings for the year will be provided at the first meeting of the semester. The president, with forty-eight (48) hour notice, may institute additional meetings or alter meeting times. Section 6. Voting All members have equal voting power. When a vote is not made by ballot, the president reserves the right to vote or not vote. 3 March 2015 Page 2 of 9

3 Section 7. Participation OBT members may only miss two (2) OBT meetings in a semester. If a member accumulates three (3) absences, he/she will be removed from OBT immediately upon the third (3rd) absence. Section 8. Nondiscrimination Statement OBT is open to all students without regard to race, color, gender, age, national origin, religion, creed, disability, veteran s status, sexual orientation, gender identity or gender expression. Section 9. Hazing Statement OBT prohibits its members, both individually and collectively, from committing any acts of hazing upon current and potential members as defined by The State of North Carolina General Statute and University policy. The State of North Carolina General Statue defines hazing as to subject another student to physical injury as part of an initiation, or as a prerequisite to membership, into any organized school group, including any society, athletic team, fraternity or sorority, or other similar group. [State of North Carolina General Statute 14-35; (1913, c. 169, ss. 1, 2, 3, 4; C.S., s. 4217; 1969, c. 1224, s. 1; 1993, c. 539, s. 19; 1994, Ex. Sess., c. 24, s. 14(c); , s. 1.)]. The official University policy defines hazing as causing or permitting a person, incident to initiation into or membership in a society or club, or similar organized groups (whether or not recognized by the University), to participate in any activity that subjects that person or others to risks of physical injury or mental distress or personal indignities of a highly offensive nature, whether or not such person has consented to participation in the activity. Article VI Leadership Team In addition to ambassador requirements, all leadership team members must perform the duties of their position. Section 1. President It is the responsibility of the president to: 1. serve as the representative for OBT to the University, community, state, nation and world; 2. make decisions on behalf of OBT instances when decisions are needed between meetings; 3. lead the leadership team; 4. call and preside over all meetings or appoint someone to do so; 5. hold weekly office hour at the Alumni Center; 6. prepare the agenda for all meetings using GAA standard agenda format; 7. send out meeting agendas via listservs at least twenty-four (24) hours prior to a meeting; 8. meet with the adviser and vice president on a weekly basis and as necessary; 9. serve as a member of the GAA Board of Directors and attend quarterly board meetings and dinners to report on OBT programs, events and activities; 10. serve as a member of the GAA s Student Alumni Council and attend bi-weekly meetings to report on OBT programs, events and activities; 11. ensure that OBT is an Officially Recognized Student Organization of the University; 12. facilitate the incorporation of OBT into the greater campus community by acting as a representative to other organizations, departments and University officials; 3 March 2015 Page 3 of 9

4 13. regularly check mailbox in student programs office; 14. write comprehensive OBT annual report combining all leadership team members report and 15. work closely with and support members of the leadership team as needed. Section 2. Vice President It is the responsibility of the vice president to: 1. serve in the absence of the president; 2. coordinate OBT s participation in CASE Affiliated Student Advancement Programs (CASE ASAP) which includes CASE ASAP award submissions and presence and experience at the CASE ASAP state, district and national conferences; 3. coordinate social activities for ambassadors; 4. coordinate the End of the Year Banquet; 5. manage OBT mascot Obi ; 6. meet with the adviser and president on a weekly basis and as necessary; 7. attend bi-weekly leadership team meetings; 8. regularly check mailbox in student programs office; 9. ensure all members have all GAA-issued OBT apparel nametag, member shirt, scarf/ascot/tie; 10. plan and execute all recruitment orientation, education and induction activities of new OBT members; 11. prepare newsletter for OBT alumni; 12. write an annual report and 13. work closely with and support members of the as needed. Section 3. Secretary It is the responsibility of the secretary to: 1. record and keep an accurate minutes in accordance with GAA student leader standard procedure of all meetings; 2. record and keep an accurate record of attendance at all meetings; 3. attend bi-weekly leadership team meetings; 4. distribute minutes to the listserv within forty-eight (48) hours of meetings; 5. manage sign-up sheets and related tasks and processes; 6. maintain OBT s Google account and GAA I-drive files; 7. coordinate internal record keeping (scrapbook, maintaining historical items); 8. maintain accurate membership roster; 9. maintain and manage member listserv; 10. manage ambassador achievements status; 11. communicate expectations to all members; 12. regularly check mailbox in student programs office; 14. write an annual report and 13. work closely with and support members as needed. Section 4. Ambassador Coordinator It is the responsibility of the ambassador coordinator to: 1. coordinate all ambassadorial and hosting duties associated with OBT; 2. manage Chancellor s Box and Bell Tower hosting for home football games; 3. manage tour and hosting requests and related tasks and processes; 3 March 2015 Page 4 of 9

5 4. work with GAA staff on GAA owned programs and activities that have OBT involvement (e.g. Carolina Legacy Program, Official Class Ring Program and Hinton James Day); 5. report ambassadorial and hosting activities in leadership team meetings; 6. attend bi-weekly leadership team meetings; 7. regularly check mailbox in student programs office; 8. write an annual report and 9. work closely with and support members as needed. Section 5. Outreach Coordinator It is the responsibility of the outreach coordinator to: 1. coordinate all outside OBT activities; 2. coordinate fall and spring Shadow Day programs; 3. coordinate Crosby Scholar visit; 4. coordinate OBT s involvement with Tar Heel Outreach Program (TOP); 5. report outreach activities in leadership team meetings; 6. attend bi-weekly leadership team meetings; 7. regularly check mailbox in student programs office; 8. write an annual report and 9. work closely with and support members as needed. Section 6. Publicity Coordinator It is the responsibility of the publicity coordinator to: 1. coordinate, along with the president, all publicity and marketing for OBT programs and events and the organization as a whole; 2. work with GAA s coordinator of student activities to keep OBT web pages updated; 3. work with GAA manager of marketing and advertising for all advertisements and press releases; 4. maintain a positive, professional and engaging online OBT presence; 5. ensure OBT s online presence is representative of the goals and standards of the organization as well as of the GAA; 6. coordinate all OBT social media, including but not limited to Facebook, Google Plus, Instagram,, Twitter, YouTube, UNC Student Life; 7. work with ambassador coordinator to designate members to take pictures and videos of events; 8. work with vice president to prepare a newsletter for OBT alumni; 9. work closely with and support members as needed. Section 7. True Blue Coordinator It is the responsibility of the True Blue coordinator to: 1. manage production of True Blue book; 2. coordinate marketing of True Blue book; 3. coordinate traditions-based programming; 4. further OBT s place as University tradition keepers; 5. report True Blue book activities in leadership meetings; 6. attend bi-weekly leadership meetings; 3 March 2015 Page 5 of 9

6 7. regularly check mailbox in student programs office; 8. write an annual report and 9. work closely with and support members as needed. Section 8. Advisor It is the responsibility of the adviser to: 1. advise and guide OBT in the development and implementation of programs to ensure that all GAA requirements are being met; 2. meet with the president and vice president on a weekly basis and as necessary; 3. attend bi-weekly leadership team meetings; 4. consult with president and vice president to prepare the annual budget; 5. work with the president and vice president to prepare for all meetings and programs; 6. be in attendance or in contact for all OBT programs or provide replacement contact in his or her absence. Section 9. Meetings The leadership team will meet Tuesdays opposite regular OBT meetings. Regular meeting dates are set for Tuesdays from 6:30 to 8 p.m. The location of the meetings will be in the Alumni Center. These meetings are subject to school closings and holidays and may be altered via the listserv with a twenty-four (24) hour notice from the president. A list of meetings for the year will be provided at the first meeting of the semester. The president, with twenty-four (24) hour notice, may institute additional meetings or alter meeting times. Section 10. Voting All members have equal voting power with the exception of the adviser who never votes. When a vote is not made by ballot, the president reserves the right to vote or not vote. Article VII Elections, Eligibility and Appointments Section 1. Elected Positions OBT will only elect the vice president. The elected vice president will become the president the following academic year after election. 1. Only current sophomores are eligible for vice president. 2. Interested candidates must express their interest at the first OBT meeting of the spring semester. 3. Only self-nominations are accepted. 4. Members that are abroad or away from Chapel Hill during the semester of elections are not eligible to run for office. 5. Members cannot study abroad (with the exception of the summer) during their term as vice president and president. 6. Elections will be held at the second OBT meeting of the semester. 7. Voting will be done by secret ballot. Section 2. Appointed positions The incumbent vice president and the vice president elect will appoint the secretary, ambassador coordinator, outreach coordinator, publicity coordinator and True Blue coordinator. 3 March 2015 Page 6 of 9

7 1. The incumbent vice president and the vice president elect will determine the selection process but the process must include an application. 2. Members that are abroad or away from Chapel Hill during the semester of selection are not eligible to apply for appointed position. 3. Members cannot study abroad (with the exception of the summer) during the term of their appointment. 4. Appointments must be announced before spring break. The GAA Board of Directors appoints the adviser. Section 3. New Members New members will be selected by the common GAA student leader selection process. OBT members under the direction of the vice president will be responsible for marketing and recruiting new members. Article VIII Terms of Office Section 1. Vice President The term of office for vice president shall be for a one-year term beginning the first Tuesday of April of the semester of the election and ending the first Tuesday of April of the following spring semester. The vice president will assume the position of president immediately following the end of the vice president term through ending the first Tuesday of April of the following spring semester. Section 2. Appointed Positions The term of office for secretary, ambassador coordinator, outreach coordinator, publicity coordinator and True Blue coordinator president shall be for a one-year term beginning the first Tuesday of April of the semester of the election and ending the first Tuesday of April of the following spring semester. Section 3. Resignations Any team member who is unable to fulfill his or her tenure must resign by a written letter of resignation to the president and adviser. Section 4. Leadership Team Removal Any member of the leadership team who has failed to fulfill their duties can be removed from his or her office following a majority vote by members. Any member may motion for a leadership team member to be removed. Section 5. Appeals A removed member may appeal the decision to the adviser within five calendar days. The adviser will make the final decision. Section 6. Vacancies Vacancies shall be filled through a special election for president or vice president in the next general body after a resignation or removal and by appointment for secretary, ambassador coordinator, outreach 3 March 2015 Page 7 of 9

8 coordinator, publicity coordinator or True Blue coordinator. The terms of office for these elections and appointments will be effective until the next normal election cycle. Section 7. Discontinuance Discontinuance as a member of OBT for any reason negates the member s right to claim present or past membership in OBT. Article IX Handbook OBT shall abide by the GAA Student Leader Handbook. The Handbook shall contain the technical details necessary for carrying out stipulations of the bylaws. The bylaws supersede The Handbook. Article X Funds Funding is determined and managed by GAA. Article XI Maintenance Each member of OBT shall receive a copy of the bylaws once admitted to the organization. Members will also be provided new versions when changes are made. The most current version these bylaws must be available online to members at all times. There shall be only one editable electronic version of the bylaws. This version shall be up-to-date and stored on the GAA server. The document shall be password protected and only the adviser or his (her) designee shall know the password. Article XII Adoption, Changes and Additions These bylaws shall become effective on April 1, This document supersedes all previous OBT operational documents and policies written, verbal and inferred. This includes constitutions, handbooks, brochures, scrapbooks, policies, etc. Proposals for changes and additions to the bylaws must be submitted in written form to the adviser. The proposal must contain the current language, the proposed changes and a rationale for the changes. The adviser will review the proposal to ensure that the change or addition meets all state, University and GAA policies only, not on the merit. If approved by the adviser, the proposal will be presented at the next OBT meeting. At this meeting, the proposal shall be presented in person by the submitter for discussion at which time a two-thirds (2/3) vote of those present shall be required for approval. Modifications to the bylaws mandated by the GAA s board of directors require notification to OBT members but doesn t not require a vote for approval. 3 March 2015 Page 8 of 9

9 Ratification History Ratified and adopted February 2014, at the meeting of the General Alumni Association Student Engagement department. Updated March 6, 2014 to clarify removal policies. Amended March 3, 2015 to add in Publicity Coordinator 3 March 2015 Page 9 of 9