The Pre-Veterinary Medical Association of Virginia Tech Constitution

Transcription

1 The Pre-Veterinary Medical Association of Virginia Tech Constitution Last Revised January 2018 Article I NAME OF ORGANIZATION The name of this organization shall be the Pre-Veterinary Medical Association of Virginia Tech. Article II MISSION STATEMENT The objectives of this organization are to: Acquaint students with pre-veterinary studies and with the veterinary medical profession. Promote interest in the science of veterinary medicine. Create a sense of unity and friendship among members. Encourage scholarship, service, and community awareness. Serve as a means of communication between students. Provide guidance concerning admissions to schools of veterinary medicine. Provide information concerning campuses, facilities, etc. of veterinary schools. This organization shall abide by the policies contained in the University Policies for Student Life. Article III CODE OF ETHICS Section 1: Member Behavior A. Every Pre-Veterinary member s actions during a club-sponsored activities (excluding down-time during the annual APVMA Symposium, in which during APVMA-planned activities are the only considered club-sponsored activities) is a representation of the club and Virginia Tech as a whole. B. Any member determined to be dishonest, regarding accumulation of points or club activities, shall be subject to review by the Executive Board. C. Any illegal actions or violations of Virginia Tech s Hokie Handbook shall be proceeded forward as a formal review, as Article IV, section 3 declares in the bylaws, if it has not already been processed through Student Conduct. Section 2: Fostering, Adopting, and Stray Animals A. Fostering and/or adopting animals will not be allowed through the Pre-Veterinary Club. If a member so wishes to foster or adopt an animal, it must be done with no relation to the Pre-Veterinary Club. B. Picking up any stray animals and trapping of animals, in any way connected or with affiliation to the Pre-Veterinary Club, is not allowed. C. Should a member decide to adopt or foster an animal, there will be no connection made to the club, and all liability will be on the member for said animal.

2 Article IV MEMBERSHIP Section 1: Acquiring Membership A. Membership is open to all students of Virginia Tech who are interested in veterinary medicine and/or who are interested in any/all club activities. B. Membership is acquired after payment of current dues and return of the membership form by the third meeting. If a member is under 18 years of age, his/her parent or guardian must sign the liability form. All members are required to sign a waiver-of-liability form found in the membership form in order to acquire points. Section 2: Becoming an Active Member A. Active membership status shall be offered to all club members who complete requirements of either the regular or alternative membership point system, as detailed in Article IV, Section 2. Section 3: Review of Membership Qualifications A. The point system shall be reviewed and voted upon by the executive board (two-thirds present) at the first officer meeting of the fall semester, and subject to review and approval throughout the year as deemed necessary. B. The point system is to be review annually and amended as needed. C. The dues of the association shall be voted upon at the last meeting of the Spring Semester for the following semester. Pre-Veterinary Club of Virginia Tech Bylaws Article I OFFICERS OF THE EXECUTIVE BOARD Section 1: Executive Board A. The President shall do the following: a. Preside over all general and executive meetings b. Assure a speaker or meeting topic. c. Correlate all lab opportunities d. Serve as chairperson for the Executive Board. e. Record officer attendance at executive meetings. f. Act as ex officio member of all committees. g. Vote only when necessary to break a tie, and on all other occasions the vote shall automatically be tallied with the majority opinion. h. Call any special meetings of club members and/or officers into session, as he/she deem appropriate with no less than a posted 24-hour notice. i. Appoint all special committees. j. Run elections.

3 k. Register club with APVMA by the fourth Friday of the Fall Semester (individual members wanting their own registration must register on their own) l. Act as spokesperson for the club. m. Should any other officers fall short of their duties, it is the President s responsibility to complete their agenda effectively and efficiently. n. Should any other officers fall short from their responsibilities and duties, it is up to the discretion of the President to formally council them and assure the officer to complete their work. o. Send out Secretary s revised Steps to Vet School Packet to the club after the third meeting when all members have turned in membership form and paid dues p. Keep constant communication with advisors, and advise them of any and all club-sponsored events. This includes introducing the advisors to the newly elected President after elections. q. Go to the bank at the conclusion of the academic year with the Treasurer to receive/give bank account rights to the future President and Treasurer as well as obtain a debit card for club purchases. r. Send out active member letters at the conclusion of the semester to all members who have completed the required amount of points. s. Provide a detailed letter at the conclusion of the academic year to the future President explaining everything accomplished the year prior and how it was done. This is to be delivered at the transition dinner along with the President s binder. B. The Vice-President of Service shall do the following: a. Organize, promote, and carry out all veterinary and/or community related activities including but not limited to such as humane society, animal shelter, horse rescue visits, shelter funds, dog walk/cat visit program at the VMRCVM, supply drives, etc. b. Organize, arrange, and promote opportunities such as volunteer programs. c. Distribute sign-ups for service activities as opportunities come up. d. Organize at least eight service activities per semester. e. Send finalized sign-up sheets of activities to Sergeant-At-Arms for member accountability. f. Provide a detailed letter at the conclusion of the academic year to the future Vice President of Service explaining everything accomplished the year prior and how it was done. C. The Vice-President of Activities/Recreation shall do the following: a. Carry out activities not necessarily related to veterinary medicine, such as trips to zoos, aquariums, hiking, etc. b. Organize at least ten activity point opportunities (not including Critter Craze) each semester.

4 c. Coordinate and organize the annual Critter Craze (formerly known as Pet Show ) with at least 50% proceeds going to a facility of the executive board s choosing. d. Request committees, if necessary, for the Pre-Veterinary Club Critter Craze and oversee the preparation and organization of the event. e. Provide a detailed letter at the conclusion of the academic year to the future Vice President of Activities explaining everything accomplished the year prior and how it was done. D. The Sergeant-At-Arms shall do the following: a. Maintain records of members active status. (i.e. Dues and membership forms) b. Take attendance at all general meetings. c. Collect and keep record of all points submitted by the members with proper proof (i.e. pictures) prior to the last general meeting of the semester. d. Maintain order during club events e. Enforce all club bylaws and the constitution. f. Approve Alternative Memberships g. Maintain the electronic listserv/google group and update new members within one week of their joining. E. The Secretary shall do the following: a. Update and submit the Steps to Vet School packet to the President for review by the 2nd meeting of the fall semester. b. Maintain records of all club meetings. c. Record meeting minutes of all executive and general meetings. d. Send meeting minutes to President to send out following meetings e. Collect mail from the club mailbox. F. The Treasurer shall do the following: a. Acquire funds by way of fundraising. b. Deposit, record, and dispense money as needed. c. Approve all purchases and document purchase approvals. d. Present fundraised money earnings total from major events (i.e. Puppy Palooza, Critter Craze, Percentage Nights) e. At least one other officer must be present when the Treasurer counts cash collected after a fundraising event (Puppy Palooza/Critter Craze, Stockings, Dues and Donations, etc.) both to keep the Treasurer accountable and also to double count the money so as to not have an incorrect count. f. Collect dues by the third meeting of each semester, under the supervision of the Sergeant-At-Arms or another officer of the Executive Board. g. Coordinate any Pre-Vet Scholarships to be awarded annually to deserving member(s). h. Organize and conduct at least three fundraisers per semester.

5 i. Create a Pre-Vet Club Venmo at the beginning of the year and manage all money to/from it. j. Pay trailer fee at beginning of semester in our club mailbox located in Litton-Reaves. k. At the end of the academic year, go with the previous and future presidents as well as Future treasurer to the bank to change primary account holders for the next year. G. The Historian shall do the following: a. Provide and present the end of the year slide-show. b. Update and manage photos on social media including but not limited to Facebook, Instagram, Twitter, Flickr, etc. c. Posting of all club announcements on various social media platforms d. Maintaining club bulletin boards on a semesterly basis. e. Ensure that all bulletin boards are assembled. f. Take pictures at all club events (or designate an officer in their place) and collect photographs from other members to display. H. Operations Officer shall do the following: a. Responsible for all trailer care and upkeep, including but not limited to yearly registration and any/all maintenance needed. b. Trailer towing to and from ALL needed events, including but not limited to Puppy Palooza, Critter Craze, and all supply drives. c. Responsible for gathering all supplies needed for certain events, including but not limited to stockings, food for meetings, paint, sign materials, etc. and store these items inside the trailer when not in use) d. MUST have a vehicle that can tow the trailer e. If cannot be present at a certain event, MUST find another suitable officer with suitable vehicle. If cannot find a replacement, it remains the Operations Officer s duty to follow the above. I. The Webmaster shall do the following: a. Be familiar with the programs necessary to perform this position by at least a week before the first meeting of the academic year. b. Maintain and update the club webpage including but not limited to Pet of the Week, photo albums, past members testimonials, and overall appearance of the site. c. Display pertinent meeting information on the webpage by the first general meeting of each semester. d. Keep updating the Meme of the Week and Pet of the Week on a weekly basis. e. Collect photos from members for the website as well as featuring them for Meme of the Week and Pet of the Week.

6 Article II COMMITTEES Section 1: Appointment of Committees A. All members of the Executive Board may, for the purpose of delegating duties, request that the President appoint a new committee. B. Committees will consist of a head chairperson and a general body. C. The head chairperson shall oversee all activities done by the committee. D. Formation of committees must be posted to all members and committees must be open to all members who have paid dues and submitted membership forms. E. Interested members shall contact the head chairperson (i.e. by , text, google form, etc.) if they would like to be selected for the general body of said committee. Section 2: Duties of the Committee A. The chair of a committee shall do the following: a. Call committee meetings into session as he/she thinks appropriate with no less than a posted 48-hour notice. b. Act as chairperson c. Vote only when necessary to break a tie, and on all other occasions the vote shall automatically be tallied with the majority opinion. d. Appoint a record keeper at all committee meetings. e. Prepare a budget of needed expenses, which must be submitted to the Treasurer for approval at least two weeks in advance of the needed event. f. Report on the progress and all decisions of the committee back to the Executive Board, more specifically, the President. g. Prepare to provide a summary of reports at general meetings. Section 3: Established Committees A. The Social Committee a. Will be comprised of a chairperson named Social Director, and a general body of at least five (5) members. They will be responsible for the following: i. All communication with other clubs and organizations for joint events ii. This individuals interested in the Social Director position must express interest through a detailed to the newly elected president following elections. The President will then choose the position from those interested candidates. iii. The chairperson shall be responsible of choosing social personnel to aid them in all endeavours. iv. Creating at least one mixer event per semester between our organization and other clubs (such as Dairy Club, Poultry Club, Ambassadors, The WIldlife Society, Alpha Psi, SAVMA, Swine Club, etc.)

7 1. These mixer events are NOT to include, promote, or provide alcoholic beverages to those under 21 years of age. 2. Mixer event ideas can be including but not limited to trivia bowl, club dinners, bowling, hiking, etc. v. The chairperson reports all committee activity to the President for official approval B. The Artistic Committee a. Will be comprised of a chairperson named Artistic Director and a general body of at least ten (10) members. They will be responsible for the following: i. All artistic designs including but not limited to: merchandise, posters, signs, flyers, crafting, promos, stocking designs, etc. ii. This individuals interested in Artistic Director must express interest through a detailed to the newly elected president following elections. The President will then choose the position from those interested candidates iii. The chairperson shall be responsible of choosing artistic personnel to aid them in all endeavours. iv. The chairperson reports all committee activity to the President for official approval. Section 4: Committee Decisions A. All decisions of a committee are open to reconsideration by the Executive Board. If any member has an interest in the decisions of the committee, then they must join the committee if they wish to voice their opinion. Article III ELECTION OF OFFICERS Section 1: Officers to be Elected The President, Vice-Presidents, Sergeant-At-Arms, Treasurer, Historian, Secretary, Operations Officer and Webmaster are to be elected annually during the Spring Semester. Section 2: Qualifications for Election A. All candidates must fill out an application and submit it to the current President by the posted deadline. B. Candidates for President must have been a paid member in the club for a minimum of two (2) semesters and must have previously held a club office. Extenuating circumstances will be handled on an individual basis. C. Candidates must be an undergraduate student at Virginia Tech Section 3: Administration of Elections A. Each candidate MUST have been an active member for one semester to run

8 B. Each candidate MUST fill out a released google form on the offices of their choosing (maximum of TWO) by the day before the election. C. Each candidate MUST meet with the current officer at least once before running to get the gist of all the responsibilities of that office. If the candidate is running for two positions, they must meet with both of the two different current officers separately. D. In order to VOTE, members will only be allowed into the meeting room after check-in with the Sergeant-At-Arms and another designated officer. If you are not an active member, you CANNOT enter the room. E. Upon entering the room, members will be given a printed ballot sheet with all candidates and their position. F. All candidates will speak and present why they should hold that/those specific office(s), voting will take place at conclusion of all speeches G. The floor will be open to nominations on election night for offices in which there are no candidates. In this event, candidates may be permitted to exceed the maximum number of offices. H. Officers are to be elected by simple majority, more than 50%, of dues-paying members present. I. Winning candidates MUST attend all following meetings AND officer meetings on order to 'shadow' current officers. J. Each winning candidate must have a one-on-one meeting with current candidate before official officer transition dinner K. Officer transition dinner occurs, letters and binders are given to winning candidates Sections 4: Terms of Election A. Newly elected officers assume their duties and responsibilities at the conclusion of the last meeting of the academic year. B. Elected officers must be instated and hold office for a term of a full academic year. Article IV OFFICER AND MEMBER EXPECTATIONS Section 1: Officer Participation A. All officers will be expected to perform their duties as detailed above in a timely manner, meeting any set deadlines. B. All officers will be expected to maintain and update their officer notebook throughout their term and turnover the notebook to the succeeding officer at the last general meeting of the year. C. An officer missing one (1) regular meeting shall be deemed excused or unexcused by the other officers. If unexcused, the officer shall be up for review by the club, with the potential for impeachment. D. An officer missing two (2) executive meetings shall follow this same procedure.

9 E. A vote by two-thirds (2/3) of the Executive Board may initiate impeachment proceedings against another officer if duties outlined by the Bylaws are deemed to be performed inadequately. Section 2: Member Participation A. Members of the Pre-Vet Club are to be given a letter at the end of each semester, stating that they were active members of the club and specifying the types of activities in which the club participated. B. In order to receive a letter at the end of the semester, members must fulfill the following requirements (totalling to 11 points): a. Regular Membership (11 points total) i. Meetings 1. All members must attend at least four (4) meetings per semester. ii. Service Activities 1. Two (2) service points must be acquired each semester by participating in service activities. iii. Recreation/Activity points 1. Two (2) recreation/activity points must be acquired each semester by participating in recreation/activity points iv. Fundraising 1. Two (2) fundraising points must be acquired each semester by participating in fundraising activities. v. Lab 1. One (1) lab point must be acquired each semester by participating in lab activities b. Alternative Membership (11 points total) i. Meetings 1. No meetings are required for alternate membership ii. Service Activities 1. Four (4) service points must be acquired each semester by participating in service activities. iii. Recreation/Activity points 1. Four (4) recreation/activity points must be acquired each semester by participating in recreation/activity points iv. Fundraising 1. Two (2) fundraising points must be acquired each semester by participating in fundraising activities. v. Lab 1. One (1) lab point must be acquired each semester by participating in lab activities C. Participation in events for which a member has signed up is required, unless the member notifies the organizer of the event prior to the event. Failure of a

10 member to notify the organizer of his/her absence prior to the event will result in the corresponding point being revoked. The revoked point must be earned in addition to the rest of the points if the member wishes to be considered an active member for that semester and receive a letter. Section 3: Initiation of a Review A. If an officer or club member is concerned that a fellow officer or club member is not upholding the duties and responsibilities outlined in the Constitution and Bylaws of the Pre-Veterinary Club, it is their responsibility to address the issue in the following manner: a. The complainant shall approach the person in question in a clear manner about their own concerns and ways to resolve the conflict. If no progress is made, progress onto step 2. b. The concerned member shall approach the president (chair) with a motion to hold a review (i.e. , text message, telephone, in person). If the President is the member in question, the duties of the President with respect to the process of review will be given to the Vice President of Service. If it includes both the Vice President of Service and the President, it will go to the Vice President of Activities and so on. Should at least 50% of the executive board be in question, the matter should be directed to the Student Conduct office to proceed. c. The President, or next in line if the President is in question, shall notify the Executive Board that a motion has been made to hold a review concerning a particular position or incidence. d. Upon receiving a second from a member of the Executive Board, the President (chair) shall call a Review Meeting, notifying the Executive Board, and the member under review. e. If the Executive Board so chooses, both advisors will be notified of the complaint. The advisors may be present or absent of the review process by request of the complainant or of the Executive Board. The advisors, if attending the review process, will be solely to give advice and provide support for either side. Section 4: The Review Process A. A Review Meeting will comprise of the Executive Board, at least one advisor present, depending on availability and circumstances, and the member under review. B. The Review Meeting will proceed in the following manner: a. The president (chair) will prepare a statement representing the concerns of the initial member and the Executive Board, and read it back to the Executive Board. b. The president (chair), with an advisor present, will then meet with the member under review without the Executive Board in the room. If the member under review so chooses, the advisor can be present or absent. c. The President (chair) shall inform the member under review of the contents of the statement.

11 d. At this time, the member under review will have the chance to comment, with the option of speaking through the president (chair) or directly addressing the Executive Board. e. The president (chair) shall then return to the Executive Board, and may or may not be accompanied by the member under review. At this time the member under review may present their comments, or the president shall speak on their behalf. f. The member under review, if present, shall be excused. The president (chair) will open the floor to final comments and then put the motion to a vote. g. A vote by two-thirds (2/3) of the Executive Board may initiate impeachment proceedings against another officer. h. In the case of a general member, or for an officer (as an alternative to impeachment), the Executive Board may reach a solution as they deem adequate for the member s conduct. i. The president (chair) shall then inform the member under review of the decision reached by the Executive Board. j. In the case of impeachment proceedings, the member under review must be aware of the date of the impeachment proceedings and informed that they will have an opportunity to comment at that time. Section 5: Impeachment Proceedings A. At the next officer meeting the president shall initiate impeachment proceedings following these procedures: a. The President (chair) will send out an , telling the club that there will be an impeachment proceeding at the next officer meeting and will allow any and all due-paying members to attend. b. The President (chair) shall hold the impeachment proceedings at the agreed next officer meeting and review the statement of the Executive Board, declaring its decision to support the impeachment of the member under review. c. The member under review will be offered the floor for their comments. d. The floor will be opened for comments. e. A vote must be two-thirds (2/3) of the dues paying members present shall result in the impeachment of the member under review. Article V PRE-VET CLUB ADVISORS Section 1: Faculty Advisors A. The club must hold two faculty advisors, one from Virginia Tech and one from VMCVM. B. Faculty advisors are to be a source of contact for any and all questions regarding club events, sponsorship, speakers, fundraising ideas, connections, and networking for the Executive Board and any member.

12 C. The advisors only duty is to provide advice and support for the club. They are to be caught up to date with club details on at least a monthly basis through a summary given by the President. D. At the end of every academic year the outgoing and ingoing officers will meet with the advisors for the following year in order to get acquainted. E. When the new executive board is chosen for the next academic year, the advisor is required to write a letter describing who is going off of the account and who is coming onto the account. The current President and the Treasurer are the account holders for the Pre-Veterinary Medical Association. Section 2: Election of Advisors A. At the conclusion of every academic year, the outgoing officers will meet with the incoming officers, before handing over positions and binders, to discuss the effectiveness of the advisors for the past year. B. Should both sets of officers determine one or both advisors ineffective, they will take a silent vote of simple majority. C. Voting will not take place in the presence of the advisors. D. Should both sets of officers cull the advisor(s), a memorandum for record must be used to notify the old officers they are excused from their positions. A memorandum for record example is provided in the President s binder. E. The new executive board must reach out to find new advisors by the first meeting of the next academic year, and the President shall make initial contact with the individual the executive board has chosen for the advisor role. F. Should the advisor(s) need attention before the end of the year, the current executive board should proceed as above and have 4 weeks to find replacements. Article VI CLUB ACCOUNT Section 1: Status of the Account A. A balance of at least $1, shall be maintained at all times. B. A balance of at least $3, shall be in the account at the end of each academic year. C. In order to protect the Treasurer s financial honesty, the Treasurer must be prepared to show all transactions to the Executive Board on a monthly basis. Section 2: Collection of Dues A. Dues shall be paid by the third meeting of each semester. B. Dues shall be collected by the Treasurer under the supervision of the Sergeant-At-Arms or another officer of the Executive Board. Sections 3: Expenditure of Funds

13 A. Club funds are authorized to be used to promote educational, charitable, and social activities as well as, but not restricted to, speaker dinners, newsletters, advertising, flyers, and donations. B. All club revenues are required to go through the Treasurer. C. In order to receive reimbursement for club purchases a documented conversation must take place between the spender and the Treasurer. The conversation must include a projected cost, and the approval of from the Treasurer (or the Executive Board by a ⅔ vote overruling the Treasurer) If expenditures exceed the projected cost, reimbursement beyond the agreed projected cost is not guaranteed. D. The Executive Board must approve major expenditures beyond the normal club activities. E. Expenditures exceeding $1,000 must first be approved by the Treasurer. If the treasurer disproves, the expenditure can be reevaluated by the Executive Board by a two-thirds (2/3) vote. F. Items purchased with club funds shall be sole property of the Virginia Tech Pre-Veterinary Club and shall be placed in the club-owned trailer/room when not in use. Article VII REQUIRED EVENTS Section 1: Required Participation A. The Pre-Vet Club reserves the right to hold required events, which may be initiated by a two-thirds (2/3) vote of the Executive Board. B. All required events must be announced to the members four weeks in advance of the event. C. For all required events, there must be an opportunity for members to participate prior to the event date (fundraising, planning, decorating, etc.) D. In the event of sickness or a family emergency, members must report their absence to the organizer of the event. The absence will be evaluated by the Executive Board to determine if it is a valid excuse. E. Failure to attend a required event, regardless of acquired points, will prevent the member from receiving a letter at the end of the semester. Article VIII AMENDMENTS Section 1: Amending the Constitution A. The Constitution may be amended by a two-thirds (2/3) vote of the executive board. The club must be notified of these changes at the next club meeting and the floor will be open to discussion following the display of changes. Section 2: Amending the Bylaws

14 A. The Bylaws may be amended by a two-thirds (2/3) vote of the executive board. The club must be notified of these changes at the next club meeting and the floor will be open to discussion following the display of changes. Section 3: Review of the Constitution and the Bylaws A. The Executive Board must review the Constitution and Bylaws yearly. Article IX OFFICIAL MEETINGS A. There shall be at least six (6) club meetings per semester, as determined by the current President B. There shall be the same amount of required officer meetings as regular club meeting per semester for planning and communication purposes. C. It is up to the President to reserve meeting rooms, plan every meeting s agenda, and secure all speakers before the semester begins.