Constitution. -for the- Mountain View Community College. Campus Activities Board

Transcription

1 Constitution -for the- Mountain View Community College Campus Activities Board Vision Statement: To plan, implement and sponsor events and activities by students and for students of Mountain View College. Article I: Organization Name 1. The name of this organization shall be the Mountain View Community College (MVC) Campus Activities Board abbreviated as Campus Activities Board or CAB. Article II: Purpose 1. The Campus Activities Board strives to develop and implement programming that promotes campus life for the students of Mountain View Community College and to provide a sense of community and a collegiate atmosphere. Article III: Membership 1) All students of MVC enrolled in three (3) or more credits and maintain a GPA of 2.5are welcome to participate with Campus Activities Board. 2) Membership is open to any MVC student and will not discriminate regardless of gender expression and gender identity, race, ethnicity, national origin, religion, physical/mental handicap, socioeconomic status, sexual orientation, sexual identity, height, weight, marital status, political affiliation, status as a disabled veteran or any other legally protected class not heretofore mentioned. 3) All MVC Students may vote at general meetings a) This excludes the Executive Board meetings. Policies and regulations for the Executive Board meetings are stated in the Club Operations Guide 4) Hazing is defined as any action or situation created, intentionally, whether on or off private premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule. Organizations responsible for incidents of hazing may lose College recognition and be excluded from the campus. There will be no hazing involved in the recruitment or maintenance process of membership in this organization. Article IV: Executive Board and Advisors 1) Executive Board: The Executive Board shall consist of the Director and three Chairs, Chair of Finance and Chair of Communications who will be elected by the voting members of Campus Activities Board or by appointment. a) All Executive Board members will be elected to one-year term positions, or in the case of a special election, the remaining time of a full term.

2 b) Executive Board Member responsibilities shall be described in the Club Operations Guide Article V: Executive Board Elections 1. Executive Board: Election for the Executive Board members will occur once per year. Executive Board election will occur at least two meetings prior to the final meeting of the year. The election policies are described in the Club Operations Guide. Article VIII: Finances 1) The Campus Activities Board will receive a percentage of the funds from the Office of Student Life. a) Additional funds may be raised or ticket sales can occur. b) The Advisor must approve all expenses prior to purchase. c) There will be no dues collected. Article IX: Amendments 1) Amendments to the Constitution must be made in writing and submitted to the Executive Board by a current member at least one full week prior to the meeting that the submitter wishes to vote on the proposed amendment. At the meeting, the following must happen: a) All Executive Board members must be present. b) Quorum must be reached in order to pass the proposed amendment. i) Quorum is one over half of the members in attendance. 2) Amendments to the Club Operations Guide must be made in writing and submitted to the Executive Board by a current member at least one full week prior to the meeting that the submitter wishes to vote on the proposed amendment. At the meeting, the following must happen: a) A majority of all Executive Board members must be present. b) Quorum must be reached in order to pass the proposed amendment. 3) The amendment, upon ratification, will become effective immediately unless otherwise specified in the amendment. 4) Financials & New Amendment Voting: All voting for these topics will use a raise of hands that is associated with a yes or no vote and quorum must be reached for the motion to pass.

3 Club Operations Guide -for the- Mountain View Community College Campus Activities Board Article I: Definition of Campus Activities Board Memberships 1. Campus Activities Board Member: Anyone who is interested in Campus Activities Board may become a member if they: a. Are a current student at Mountain View Community College in good social, as well as academic standing. b. Complete an online application form. 2. If a Campus Activities Board member withdraws from the college, is suspended, or is put on academic or social suspension they shall be considered to have resigned on the day that absence officially begins. Article II: Executive Board Roles and Responsibilities Director: The Director will preside over the Campus Activities Board and the Executive Board. Their duties are as follows: 1. Shall oversee the general operations of the Campus Activities Board. 2. Shall be responsible for enforcing the Constitution. 3. Shall be responsible for establishing and maintaining relations between other student organizations, students, staff, faculty, non-affiliated organizations, businesses and the community. 4. Shall attend all meetings with external agents or send another Executive Board member to represent. 5. Shall, in conjunction with the Campus Activities Board Advisor, schedule and coordinate all Executive Board meetings. 6. Shall establish the agenda for all Executive Board meetings. 7. Shall ensure the Campus Activities Board is conforming to all Dallas County Community College District Policies and Procedures. 8. Shall meet with the Campus Activities Board Advisor to provide weekly updates. 9. Shall post a minimum of four office hours and three non-office hours per week. 10. Shall lead a review of the Constitution each summer. 11. Shall prepare a transition plan for the next Director-Elect before the end of term and implement the plan upon approval from the current Director. Chairs (3): The duties for the three (3) Chairs are as follows: Chair of Social Events & Chair of Awareness Events 1. In the absence of the Director, one shall assume the duties of the Director. This replacement will be selected by the advisor and Director of Student Life based on merit, work ethic, and devotion to the club. 2. Shall aid and assist the Director with all operations.

4 3. Within the first two weeks of the new officer roles, the Chairs will choose at least one (1) responsibility from this list respectively, therefore fulfilling all these tasks. a) Shall be responsible for developing, implementing, and sustaining new or existing program(s) which lead to the recruitment, retention and recognition of new and existing member. b) Shall assist the Director with establishing and maintaining relations between other student organizations, students, staff, faculty, non-affiliated organizations, businesses and the community. c) Shall be responsible for updating all social media that the Campus Activities Board posts. d) Other duties as assigned. 4. Shall be responsible for developing, implementing, and sustaining new or existing program(s) for the areas of responsibility (i.e. Leadership, Diversity, Social or Community). Chair of Marketing a) Shall be responsible for professional assembly and distribution of advertising for all Campus Activities Board events, including but not limited to posting of fliers and design of on campus displays. b) Shall maintain and distribute the monthly Campus Activities Board electronic calendar. c) Shall be responsible for updating all social media that the Campus Activities Board. d) Shall work with the Webmaster to maintain the Campus Activities Board page on the MVC website and update it monthly during all semesters. e) Other duties as assigned. Chair of Finance a) Shall maintain the Campus Activities Board general fund account in collaboration with the Campus Activities Board Advisor. b) Shall work with the Campus Activity Board Advisor to create an estimated operational budget at the beginning of the year. c) Shall produce a budget report on spending activities after each CAB-sponsored event. d) Shall ensure that all necessary funding documents are processed in a timely manner. Shall meet with the Campus Activities Board Advisor to provide weekly updates. e) Shall post a minimum of three office hours and two non-office hours per week. f) Shall assist the Director and Campus Activities Board Advisor with the organization of the summer leadership retreat. g) Shall prepare a transition plan for the next Chair of Finance-Elect before the end of term and implement the plan upon approval from the current Director. The transition must take place within ten business days of the start of the new term

5 of office and shall include notification of such completion of the outgoing Director. h) Other duties as assigned. Chair of Communications: a) Shall provide an agenda for all general assembly and Executive Board meetings within two days of the scheduled meeting. Shall work with the Director to establish the agenda for all general assembly meetings. Shall also be responsible for collecting, distributing and filing the minutes of all Campus Activities Board meetings. b) Shall write an event report within two weeks of the conclusion of the event. c) Shall maintain an accurate and current membership directory. d) Shall be responsible for creating a volunteer sign-up sheet for all Campus Activities Board events. e) Shall further be responsible to have a sign-up sheet present at all general meetings, for all Campus Activities Board events. f) Shall post a minimum of three office hours and two non-office hours per week. g) Shall assist the Director and Campus Activities Board Advisor with the organization of the summer leadership retreat. h) Shall prepare a transition plan for the next Chair of Communications-Elect before the end of term and implement the plan upon approval from the current Director. The transition must take place within ten business days of the start of the new term of office and shall include notification of such completion of the outgoing Director. i) Other duties as assigned. Advisor Responsibilities 1. Meet with each executive board member on a weekly basis or as needed basis to review and advise the group and their plans. 2. Review requests for programs, purchases, media, set-up, equipment and food 3. Provide direction to the group in development, decision making and programming 4. Develop and manage the transition plan from one group of student leaders to the next 5. Intervene when members actions or proposals are counter-productive, detract from the well-being of the group, or are in violation of college policies. Article III: Voting and Nominating Eligibility for Executive Board Elections A. Any Campus Activities Board Member is eligible to vote in the Executive Board elections, if they do the following: a. Follow the membership criteria, as stated in the Club Operations Guide: Article.1 b. Attend at least two Campus Activities Board meetings prior to the election meeting. i. The meeting in which the election is being held does not count as one of these two required meetings.

6 B. Any Campus Activities Board Member is eligible to apply and nominate themselves for an Executive Board role in the Executive Board elections if they follow the criteria listed below: a. Be qualified as a voting member in the Executive Board meeting, following all criteria listed in the Club Operations Guide: Article III, Section A. b. Write a letter of intent and submit it to the Campus Activities Board Advisor the Friday prior to the elections to be eligible to run for a position. i. Candidates may be declined by the Advisor of Campus Activities Board if deemed unqualified. ii. The letter of intent must proclaim one of the following: 1. That you are nominating yourself as a candidate for the Director role. a. In the event that a Directorial nominee were to lose, he/she has the opportunity to run for Vice-President b. If the nominee would be interested in running for Vice- President in the event of a loss, he/she would need to indicate that in his/her letter of intent to the Campus Activities Board Advisor 2. That you are nominating yourself as a candidate for one of the Chair roles. Article IV: Policy and Procedures for the Executive Board Elections A. CONVENE: At an announced time at the Executive Board Election meeting, the approved attendees will convene in the specified meeting room and be seated appropriately, as specified by the advisor. This may be in alphabetical order. B. INTRODUCTION: The presiding officers will review and explain these election procedures. Each Campus Activities Board voting member may vote for each office on each ballot taken. C. EXPLAINING JOB RESPONSIBILITIES: The presiding officers will explain the job responsibilities of the Director and three Chairs, citing the Club Constitution and Club Operations Guide and their own personal experience, if they so choose. They may also invite the advisor to address the Campus Activities Board members. D. QUESTIONS: The presiding Director and Advisor will answer any questions regarding the election process or job responsibilities. The Director and advisor will be taking the role as time keepers for the election speeches. E. COORDINATORS OF THE ELECTION: The current Director presides at the election of the Chairs and current Chairs preside over the election of the Director. The presiding officers of each election may be altered or changed based off of each officer s intent to run for office. The advisor can make any changes to this section (Club Operations Guide: Article IV, Section E), as they see fit. F. ORDER OF ELECTIONS: The Campus Activities Board voting members are assembled as one group for the purpose of electing, first, a Director, second, a group of three (3) Chairs. G. ROUND ONE: The candidates will be asked to leave the room, when they are not speaking. A presiding officer will escort them to a waiting room just outside of the election room. The candidates will not communicate with anyone, except each other,

7 while outside of the election room. All Campus Activities Board members, except the commenting nominee, will remain seated in the room during this process. The presiding advisor will recognize each nominee, in the randomly assigned order. Each recognized candidate will be given no more than five minutes to make comments to the electorate, in the recognized order. This order may be determined by the Advisor prior to the election. Examples of how to randomize the order of candidate presentations may include: alphabetical, backwards-alphabetical, order of who sent in their letter of intent first, second, third, etc., or by drawing straws. H. BALLOTING: Campus Activities Board members will then be given one minute to silently complete a ballot provided to them by the advisor and presiding officer(s). Campus Activities Board members may vote for only up to one (1) of the nominated candidates in the Directorial election and up to three (3) in the Chair elections. Each voting member will have the option to abstain their vote or decline the candidates for office. The advisor will collect the ballots as they are completed. Campus Activities Board members will remain seated and silent until all ballots have been collected. I. COMPILATION OF BALLOTS: Once all ballots have been collected, the presiding advisor and a Student Life employee will privately convene in a different room to tabulate the results. The remaining Campus Activities Board members are free to move about until the compilation is completed, but may not approach the table where ballots are being counted. The presiding advisor and Student Life employee will privately and collectively count the votes. The number of votes received by each candidate will be recorded. J. DETERMINING WHO IS ELECTED: A nominee must obtain the most votes in order to be elected. In the event of a tie between two or more candidates, there will be one revote between the tied candidates. If the second re-vote results in a tie, the balloting is declared deadlocked. When balloting is declared deadlocked, the advisor and Student Life employee shall converse privately and cast sufficient votes for the nominee of their choice to achieve a majority and declare him/her elected. K. INSUFFICIENT NUMBER OF APPLICANTS OR ELECTED CANDIDATES: Postelection, if a position hasn t been filled or the candidate(s) have been deemed unelectable, there will be an emergency Executive Board election meeting at the next Campus Activities Board meeting. The policy and procedures as stated in the Club Operations Guide: Article IV will be repeated at that emergency Executive Board election meeting. This procedure will occur weekly until each officer role has been filled for the upcoming year. There must be at least one applicant applying for this procedure to continue. Letters of Intent will be accepted after the initial election night, and after each election meeting that could follow, until the election meetings result in the election of all the four (4) Executive Board officers for the next year. Article V: Procedures for Vacancies A. When there is a vacancy of an officer other than the Director a replacement will be appointed by the Executive Board, after first consulting with the advisor. a. The option of holding a special election may be deemed appropriate by the advisor. B. If the Director is not able to carry out his or her full term, the advisor will facilitate a special election among the Chairs interested in taking over the Directorial role. It

8 should be noted that a candidate cannot vote for him/herself. The vacant Vice Director position will be filled according to Article V, section A (above). C. Special elections will be handled on a case-by-case basis and procedures will be determined by the executive board and advisor. Article VII: Meetings 1. General member meetings will be held the first week of each month with the Campus Activities Board membership and any Mountain View College student is welcome to attend. a. All agendas will be provided to membership at least two days prior to the meeting date. 2. Meetings will be held between the Executive Board and Advisor to prepare for the upcoming meetings and discuss any business matters. These meetings shall occur each week that there is not a General Member meeting. a. All Campus Activities Board membership is encouraged and invited to attend all Executive Board meetings as observers.