The Spring Carnival Committee Constitution

Transcription

1 The Spring Carnival Committee Constitution Article I. Purpose and Scope A. The purpose of this constitution is to create the operating procedures of the Spring Carnival Committee. B. The Spring Carnival Committee is responsible for the planning and execution of Carnegie Mellon s Spring Carnival. C. The Spring Carnival Committee s mission is to better the University Community by ensuring that everyone has a fun and safe Carnival. Article II. Terms and Definitions A. Spring Carnival Committee a. The organization defined in this constitution. B. Building Organizations a. Any organizations who have registered with the Head of Booth that plan to build a booth or concession stand during Spring Carnival. Article III. Membership A. Eligibility a. A student eligible to participate in extracurricular activities (as defined by the Carnegie Mellon Student Handbook), or b. The Spring Carnival Advisor(s), or c. A faculty or staff member at the University who has paid a membership fee as specified by the Student Senate for non Activities Fee paying members, and who has been approved by the Spring Carnival Chairperson(s). d. Spring Carnival Committee abides by the Carnegie Mellon Statement of Assurance. B. Members of the Committee shall include: a. The Spring Carnival Chairperson(s). b. The Spring Carnival Advisor(s) shall be members ex officio with voice but no vote. c. The members of the Executive Committee. d. Spring Carnival Committee General Members. C. Spring Carnival Chairperson(s) a. The Spring Carnival Chairperson(s) must be a student eligible to participate in extracurricular activities as defined in the current Carnegie Mellon University Student Handbook. b. The Spring Carnival Chairperson(s) will be responsible for seeing that the purposes of Spring Carnival Committee are accomplished.

2 c. The Spring Carnival Chairperson(s) shall be responsible for coordinating the members of the Spring Carnival Committee and for scheduling meetings to achieve this goal as the Spring Carnival Chairperson(s) sees fit. d. The Spring Carnival Chairperson(s) shall be responsible for relieving the responsibilities of any appointed committee member who fails to perform his or her job satisfactorily, and for removing from the committee any member who does not meet the requirements and/or responsibilities of his or her position as outlined in this Constitution. e. The Spring Carnival Chairperson(s) appoints all Executive Committee positions on the Spring Carnival Committee. The Spring Carnival Chairperson(s) must approve all assistants or sub committees appointed by any other members of the Spring Carnival Committee. f. The Spring Carnival Chairperson(s) shall act as a liaison between the Spring Carnival Committee and all outside contacts in the University and the community. D. Spring Carnival Advisor a. The Director of Student Activities or Designee shall act as the Spring Carnival Advisor(s) to the Spring Carnival Committee, and shall work with the Spring Carnival Chairperson(s) to ensure that the purposes of the Spring Carnival Committee are met. b. In the absence of a Spring Carnival Chairperson, the Spring Carnival Advisor(s) shall be responsible for calling a meeting to elect the Spring Carnival Chairperson(s). c. The Spring Carnival Advisor(s) shall act as liaison between the Spring Carnival Committee and the Office of Student Activities and other contacts both inside and outside of the University, when necessary. E. Spring Carnival Executive Member a. Executive members will be appointed by the Spring Carnival Chairmen(s), barring any objection from the Committee. If a member objects, appointments will be passed by a simple majority vote. Appointments must be announced in writing and committee members will have one(1) week from the announcement to object. b. The Executive Committee shall consist of: i. Spring Carnival Committee Chairperson(s) ii. Treasurer iii. Head of Operations iv. Head of Booth v. Head of Public Relations vi. Head of Programming and Entertainment c. Executive committee members may appoint assistants who may participate in Executive Committee meetings but will not hold voting power within Executive Committee. F. Spring Carnival Committee General Members a. Attend at least 2 general body meetings.

3 b. Attend all trainings deemed mandatory by the Executive Committee. c. Any assigned shifts during Build Week or Carnival Operations that are expected of all members. Members will be notified of these shifts at least 48 hours in advance. Article IV. Committees A. Operations a. The Operations Committee shall be led by the Head of Operations. i. The Operations Committee shall be responsible for coordinating all contracts with outside vendors and University services. ii. Ensuring all contracts are executed and paid for by the Treasurer. iii. Coordinating all trainings for committee members. iv. Scheduling all security of the midway area. v. Ensuring all IT and software used and written by the Spring Carnival Committee is available and operational. vi. All other duties deemed necessary by the Spring Carnival Chairperson(s) and the Executive Committee. B. Booth a. The Booth Committee shall be led by the Head of Booth. i. The Booth Committee is responsible for all aspects of planning booth both within Spring Carnival Committee and with respective campus organizations. ii. The Booth Committee is responsible for ensuring the safe and timely opening for all booths on Midway. iii. All other duties deemed necessary by the Spring Carnival Chairperson(s) and the Executive Committee. c. Roles i. The Head of Booth may designate Directors to oversee a subset of booths throughout the year with the approval of the Executive Committee. ii. The Head of Booth may designate a Coordinator of Administration to assist the Head of Booth and the Booth Committee in the execution of planning booth throughout the year with the approval of the Executive Committee. iii. The Head of Booth must designate an Electrical Director who is responsible for providing electrical support for the Head of Booth and booth building organizations. C. Public Relations a. The Public Relations Committee shall be led by the Head of Public Relations.

4 i. The Public Relations Committee will be responsible for all logos, branding, trademarks, graphics and any outfacing communications. ii. All other duties deemed necessary by the Spring Carnival Chairperson(s) and the Executive Committee. D. Programming and Entertainment a. The Programming and Entertainment Committee shall be led by the Head of Programming and Entertainment. i. The Programming and Entertainment Committee will be responsible for all entertainment and events run by Spring Carnival Committee. ii. The Programming and Entertainment Committee will be responsible for the overall flow of Spring Carnival entertainment as well liaising with Alumni Relations in creation of the master schedule. E. Treasurer a. The Treasurer if not required to hold a committee but may appoint assistants. b. The Treasurer is responsible for all financial operations of Carnival. This includes collecting dues and charges as well as payment to vendors and entertainers. c. The treasurer is responsible for the creation and submission of Spring Carnival Committee s budget for the next fiscal year to the Joint Funding Committee and any subsequent appeals. F. Ad Hoc Committees a. The Spring Carnival Chairperson(s) may create ad hoc committees that exist through the next regular spring election. The Spring Carnival Chairperson(s) shall name a committee head and designate specific responsibilities. b. The Ad Hoc committee heads may sit on the Executive Committee and hold voting power at the invitation of the Spring Carnival Chairperson(s). Article V. Voting A. Voting Rights a. All persons who fit any of the requirements for membership shall be eligible for voting on motions and elections in General Body Meetings with the exception of the Spring Carnival Advisor. b. Proxy Voting i. Any voting member who is unable to make a scheduled Spring Carnival Committee General Body meeting due to a conflict approved by the Spring Carnival Chairperson(s) may register a choice of proxy with the Spring Carnival Chairperson(s). ii. The selected proxy must be a member of the Spring Carnival Committee and may vote on his/her behalf during the indicated meeting(s). iii. No member of the Spring Carnival Committee may hold more than one proxy at a time.

5 iv. The voting member may register an absentee ballot containing a list of votes to be carried out on his or her behalf at the meeting instead of selecting a physical proxy. This ballot must be submitted to the Spring Carnival Chairperson(s) at any point prior to the round(s) of voting during which it is to be cast. B. Quorum a. Quorum will be defined as a simple majority of the members who meet the membership requirement set forth in Article III. C. Elections a. The only elected office of the Spring Carnival Committee shall be the Spring Carnival Chairperson(s). b. The Spring Carnival Chairperson(s) shall be elected for a period of one year until a new Chairperson(s) are elected. Elections shall take place at a General Body Meeting at least one week following the end of Spring Carnival, or at the first meeting in which a vacancy exists in the position of Spring Carnival Chairperson(s). c. Elections shall be run by the Spring Carnival Chairperson(s) unless they are running in the election in which case the Spring Carnival Advisor will run the election. d. In the event of a vacancy in the position of Spring Carnival Chairperson before the final meeting of the spring semester, elections for interim Spring Carnival Chairperson(s) will take place during the first meeting at which the vacancy exists. The interim Spring Carnival Chairperson(s) s term shall be until the end of the term of the replaced Spring Carnival Chairperson(s). e. Interim elections shall be run by the Spring Carnival Advisor. f. The Spring Carnival Chairperson(s) must be approved by a simple majority vote at a meeting that has quorum. g. If initial voting does not produce a winner, the candidate receiving the least number of votes shall be eliminated from the ballot, and the process repeated until a majority vote is obtained. h. The new Chairperson(s) will take office upon election. D. Removal of Executive Committee Members a. The Spring Carnival Chairperson(s) has the power to remove Executive Committee Members from office with consultation of the Spring Carnival Advisor. E. Impeachment a. To bring about impeachment proceedings of the Spring Carnival Chairperson(s), any eligible voter should inform either the Spring Carnival Advisor(s) or the Director of Student Activities of the problem, and the informed party will serve as Moderator for the proceedings. The members that bring a complaint against the Spring Carnival Chairperson(s) are hereafter referred to as the Complainant(s). b. The Moderator must meet with the Complainant(s) and discuss the problem thoroughly within five business days of the initial complaint.

6 c. Following the meeting, the Complainant(s) shall draft a written problem statement and forward it to the Moderator. d. The Moderator must meet with the Spring Carnival Chairperson(s) no more than seven business days after the Moderator receives the written complaint. e. Once the Spring Carnival Chairperson(s) has been notified of the initial complaint, impeachment hearings will be started at the discretion of the Moderator, or within one week if three or more Spring Carnival Committee members have voiced complaints. f. Impeachment hearings will take place at two consecutive meetings not less than a week apart and no more than two weeks apart as scheduled by the Spring Carnival Advisor. A quorum of the eligible voting members of the committee must be present at each meeting. The impeachment proceedings may be closed to non voting members by a two thirds vote of all present eligible voters. g. At the first meeting, the Moderator or the Complainant(s) will read the problem statement before the general body. The Spring Carnival Chairperson(s) will have the opportunity to make a statement. There shall be no discussion of the issue at the first meeting. h. At the second meeting, a discussion shall be held, which shall be lead by the Moderator. This meeting shall have no time constraints. A vote shall be taken of all committee members eligible to vote. Absentee voting is allowed and will be taken through the Moderator. Proxy voting is not allowed. A vote of two thirds of the eligible voters is needed to impeach the Spring Carnival Chairperson(s). i. Immediately following impeachment, an interim Spring Carnival Chairperson(s) will be elected as stipulated in the Constitution. j. If the Spring Carnival Advisor believes the Spring Carnival Chairperson is not meeting expectations, they have the power to begin Impeachment hearings with one week notice and will serve as the Complainant. Article VI. Amendment and Procedure A. Amendments may be made to this Constitution by a two thirds vote of eligible voters on the Spring Carnival Committee. B. The rules contained in Robert's Rules of Order, Newly Revised shall govern all meetings in all cases to which they are applicable and in which they are not inconsistent with this constitution and any special rules of order the Committee may adopt.