The Aquanauts Scuba Club at Michigan Technological University Michigan Technological University Constitution 03/30/2018

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1 The Aquanauts Scuba Club at Michigan Technological University Michigan Technological University Constitution 03/30/2018 Article I Name The name of this Organization shall be The Aquanauts Scuba Club at Michigan Technological University. Article II Objectives A. To promote and encourage skin and scuba diving in a safe and responsible manner. B. To study and aid in the conservation of marine life. C. To aid in marine search and rescue activities when possible. D. To encourage, promote and aid in instruction as to the proper use of skin and scuba diving equipment. E. To promote sportsmanship, competition, teamwork, and good fellowship among its members and to bring to its members the sound benefits and pleasure derived from organized activity. F. To make economically and readily available the means with which to skin and scuba dive. Article III Membership A. No person shall be denied Membership on the basis of race, religion, color, national origin, age, sex, sexual orientation, gender identity/expression, height, weight, or marital status. Nor shall discrimination be applied to persons with disabilities or veterans. B. Requirements for membership: a. Must have paid current dues. b. Must have a signed liability waiver on record within the previous 12 months. C. Any Member conducting themselves in a reckless or careless manner, endangering themselves or others, can be expelled from the club by a majority vote of the total membership. Article IV Club Meetings A. General club meetings shall be held a minimum of 2 times per calendar month during the academic school year. B. Special meetings can be called by the acting president with due notice. a. Due notice is defined as a minimum of 5 days or less than 5 days if all of the club membership agrees to the meeting date and time. C. Officer only meetings can be scheduled as: a. Regularly occurring throughout a semester if: i. All the officers agree to the meeting dates and times ii. All the officer only meetings do not conflict with already scheduled general club meetings b. One-time events if: i. The special meeting scheduling rules are followed (only the club officers participating in the meeting need to agree to the date and time of the meeting); See Article IV, Section B and Subsection a. Article V Committees A. Special Committees can be formed by the President. B. Situations requiring the formation of a special committee include, but are not limited to: Page 1

2 a. Investigation of a major purchase b. Proposals regarding By-laws or Constitutional amendments and alterations Article VI Elections A. The voting event/election shall be conducted by the presiding officer, which will be the president. If the president is unable or act as the presiding officer the chain of succession (Article VII Officers: Section B) shall be used to determine/assign the presiding officer. a. The presiding officer shall refrain from voting, except in the case of a tie vote. B. The voting body shall be comprised of club members that have dues paid through the current semester and have completed a liability waiver within the past 12 months. The active membership list is to be referenced to determine who can and cannot vote. C. In order for a vote/election to be valid and recognized a quorum of 30% of the eligible voting body (See Article VI: Section B). a. A vote/election may be completed in person (at an announced and public/open club meeting) with secret ballots, counted by the presiding officer. b. A vote/election may also be completed electronically using a form/survey program/website (e.x. Google Forms). The survey/program must be sent out by the presiding officer to only eligible voting members. The survey must be made available for at least 1 week, but no longer than 4 weeks. After one week if 30% or more of the eligible voting members have voted the survey will be closed. If 30% of the voting body has not voted after 4 weeks the vote/election process must be restarted. Once the survey has been closed an un-editable version of the results must be saved either on the Aquanauts Team Drive (Google Drive), on Involvement link, or on a similar club managed sharing sight for at least 1 year (365 days) following the closing of the vote/election. c. If a vote/election is attempted in person (at an announced and public/open club meeting) and the quorum is not met, the vote/election can either be postponed to a later meeting or completed electronically, but all votes must be from a singular event. Thus, no multi-meeting voting/elections and no partially in person and partially online votes/elections. Article VII Officers A. The Officers are responsible for defining club policy including, but not limited to, operations, equipment maintenance, and equipment use. B. The officer positions include: 1. The President is responsible for: a. Presiding over all meetings and coordinating the activities of the club officers. b. Calling special meetings and appointing special committees when appropriate. 2. The Vice President is responsible for: a. Assist the President b. Coordinating the club activities and heading up special projects. 3. The Treasurer is responsible for: a. Managing the club s finances i. The club bank account ii. A club Profit and Loss statement including 1. Dues collected 2. Any club income (Ex. Heikinpaiva income) Page 2

3 3. All expenses charged to the USG allocation 4. All expenses charged to the club bank account b. Completing a USG Funding/Budget Request i. Budget Meeting ii. Compiling a budget/funding request and the corresponding paperwork iii. Attending a budget hearing iv. Accepting or appealing the USG allocation c. Pursuing extra funding opportunities d. The treasurer should present a club finance update during a regularly scheduled club meeting at least once per semester. 4. The Secretary is responsible for: a. Managing the club s records and assist with all club events. b. Assisting the E-board with club operations. 5. The Public Relations Representative is responsible for: a. The public relations representative will run and update the club Facebook page, website, and involvement link page. b. The public relations representative will assist the Vice President with planning and organizing club events. c. The public relations representative will update the club poster d. The public relations representative will manage and update the club display case. 6. The Equipment Manager is responsible for: a. Maintaining all equipment to a safe standard. b. Completing a yearly air test in the month of February, or whenever warranted, and relaying the results/certificate of analysis to the Secretary for filing/record keeping c. Training other E-board members and interested club members i. Compressor operation ii. Compressor repair iii. Equipment repair d. Recording compressor and equipment information i. Compressor operating hours ii. Compressor maintenance records iii. Equipment maintenance records iv. Any other necessary maintenance records e. Officer Incentives i. To provide incentive for the club officers a stipend can be granted to each officer ii. The Stipend should be equal to 1 years worth of club dues ($70 for the school year) iii. The stipend will be awarded to each individual club officer by a majority vote of the total membership during the last meeting of the spring. Page 3

4 C. Changing of Positions (Elections) 1. E-Board Elections must take place during the spring semester by the end of week four. 2. E-Board position nominations must be open for at least two weeks before the meeting when elections are set to take place. The nomination must be closed at the start of the election meeting. 3. Each nominee has the right to provide/present a brief speech or written explanation for why they should be elected to the position they are pursuing at the election meeting. 4. The newly elected E-Board will take power after the elections meeting is adjourned. D. A person is eligible for the position of club officer if they meet the following requirements: 1. A current student of Michigan Technological University while holding office. 2. Has been a club member for at least one semester. 3. Meets the minimum grade requirement of 2.0 cumulative GPA at the time of election, and be in good academic standing. E. An Officer can be removed from office by either: 1. Voluntarily stepping down. 2. A majority vote of the total membership. F. Specific duties of the Officers may be delegated to appropriate club members at times when an Officer will be temporarily absent (not more than 3 months), with a majority vote of the membership present. Article VIII Advisors A. The Advisor office consists of a University Advisor and a Community Advisor (optional). 1. The University Advisor is to provide continuity in the clubs purpose and advise the club on University opinion on relevant issues. 2. The Community Advisor shall advise the club on community opinion on relevant issues. B. Appointment of the Advisors: 1. When the position of University Advisor or Community Advisor (optional) becomes vacant the E-Board can propose a request to a qualified candidate. i. It is recommended that before the new advisor officially takes the position, an in-person vote is conducted and the new advisors appointment is approved by a majority of the present members. 2. The newly appointed Advisor shall assume their duties immediately after the election. 3. The term of office for Advisors is indefinite. C. A person is eligible for the position of club Advisor if they meet the following requirements: 1. The University Advisor must be a member of the faculty or staff of the University. 2. The Community Advisor must be a resident in the Keweenaw community. D. An advisor can be removed from office by either 1. Voluntarily stepping down 2. A majority vote of the membership Page 4

5 Article IX Fees A. Staying current with payment of periodic dues is required for membership status. B. The semester and yearly dues rates are to be defined in the club Bylaws. Article X Finances A. The club may generate funds for purchasing and maintaining equipment as well as funding club activities. B. The club may generate funds by, but is not limited to: 1. Membership dues. 2. Discover SCUBA fund raiser. 3. USG allocations. C. A club checking account will be used to retain and distribute club funds. D. All equipment donations will be appraised by the Equipment Manager. The total will be agreed upon by the officers and a receipt will be given to the donator for tax purposes. Article XI By-Laws A. This Constitution may be supplemented by a set of By-Laws that will further govern the rights, privileges and obligations of club members. B. The By-Laws may be revised or amended at any time during the year. C. Ratification and alteration must be: 1. Proposed in writing, by a special committee or the E-Board. 2. Presented to the club at least one week prior to the vote. 3. Approved by a majority vote of the membership. 4. Approved by the office of Student Affairs. D. The revisions and amendments will take effect immediately, if the above requirements are met. Article XII Ratification A. This Constitution may be ratified, or altered, as necessary to comply with University policy and best represent the interest of the Aquanauts Scuba Club. B. Ratification and alteration must be: 1. Proposed in writing, by special committee. 2. Presented to the club at least one week prior to the vote. 3. Approved by a 2/3 vote of the membership. 4. Approved by the office of Student Affairs. C. Ratification, or alterations, will take effect immediately upon meeting the above requirements. Article XIII Dissolution If The Aquanauts Scuba Club should ever be dissolved, then assets will be donated to the Diver s Alert Network, (DAN), as allowed in the Internal Revenue Code 501(c )(3)(4) or the corresponding sections of any further Federal tax codes, with permission from the office of Student Affairs. Distribution of assets upon dissolution will be for public purpose, not for the benefit of the past or present officers or the members of the organization. Page 5