Colleges Against Cancer Club Constitution

Transcription

1 Colleges Against Cancer Club Constitution 1. Name a. Colleges Against Cancer is the official name of this collegiate American Cancer Society club b. Colleges Against Cancer will also be abbreviated to CAC on any non official documentation and advertising. 2. Purpose a. The American Cancer Society Colleges Against Cancer is a nationwide collaboration of college students, faculty, and staff dedicated to saving lives from cancer by initiating and supporting programs of the American Cancer Society in college communities. b. Colleges Against Cancer focuses on the four pillars i. Advocacy ii. Education iii. Survivorship iv. Relay For Life 3. Requirements to be an Active Member a. Only currently registered students, faculty, and staff may be active members in a registered student organization. Only active members may vote or hold office. b. All committee members will chalk, table, flyer, attend general, committee, and Team Captain meetings, and participate in two events per semester. c. All hours will be tracked on the CAC Master Log. d. Members will fall into categories of Gold, Silver, and Bronze Membership and will be recognized at our end of the year banquet. i. Gold Membership is 100% attendance at events. ii. Silver Membership is 75% attendance at events. iii. Bronze Membership is 50% attendance at events. e. We will not haze according to California State Law. f. We will not restrict membership based upon race, color, national origin, religion, sex, gender identity, pregnancy (including pregnancy, childbirth, and medical conditions related to pregnancy or childbirth), physical or mental disability, medical condition (cancer related or genetic characteristics), ancestry, marital status, age, sexual orientation, citizenship, or service in the uniformed services (including membership, application for membership, performance of service, application for service, or obligation for service in the uniformed services.) 4. Role of ACS Staff Partner a. Colleges Against Cancer is a student run club that operates independently from outside organizations.

2 b. Relay For Life is an event planned and hosted by CAC. It is planned in accordance by ACS Guidelines. 5. Officers a. President i. There will be one President per year. The President will preside over all operations of the club and must have a vision for what to accomplish during his or her term. The President will organize with the Vice-Presidents the General Meetings and Board Meetings. The President will also spearhead summer planning, Relay Kickoff, the Fall Fundraiser, and the Spring Fundraiser. The President will oversee three committees, in addition to the Treasurer, that match the President s skill sets and past experiences. Furthermore, the President is also the Relay For Life Event Chair, and will oversee the planning and operations of Relay For Life. The President will oversee the logistics of Colleges Against Cancer in addition to the logistics of Relay For Life. The President will make room reservations for the committees he or she oversees. In times of conflict (either personal or operational), the President acts as the mediator. The President makes the final decision on any initiatives. Above all, the President must provide support to ALL committees. b. Vice-Presidents i. There will be two Vice-Presidents per year. The Vice-Presidents will work in tandem to support the President in implementing his or her visions. The Vice-Presidents will assist the President in planning and organizing summer planning, Relay For Life Kickoff, the Fall Fundraiser, and the Spring Fundraiser. Each Vice-President must attend all General Meetings, Board Meetings, and Team Captain Meetings. Both Vice-Presidents will assist the President in planning the General and Board Meetings. Each Vice-President must oversee three committees, and they will oversee committees that match their specific skill sets and past experiences. The Vice-Presidents will assist the President in overseeing the logistics of Colleges Against Cancer and the logistics of Relay For Life. Each Vice-President will make room reservations for the committees he or she oversees. The Vice-Presidents will also act as Relay For Life Co-Event Chairs and help the Event Chair with the planning and operations of Relay For Life. c. Please see below for chair responsibilities Chair Position Corporate Responsibilities and Duties There will be 2 Corporate Relations Chairs, both focusing on

3 Relations (2 positions available) Development Entertainment sponsorship and one focusing on food. The two chairs will be working together to determine which businesses will be put under sponsorship or food, but each will lead its own committee. The Corporate Relations chairs will focus on: Set timeline/goals for sponsorship/food and implement measures to meet these goals Contact corporate, local, and on-campus businesses for in-kind and monetary donations Delegate corporate, local, and on-campus businesses for committee members to contact Organize Kaplan Auction (contingent upon Kaplan s decision to sponsor Relay) Organize and manage on-site raffle and auction at Relay For Life Organize prizes for CAC events and Relay For Life events Contact corporate, local, and on-campus businesses for food donations Delegate corporate, local, and on-campus businesses for committee members to contact Be responsible for securing food for all CAC events Be responsible for securing food and managing food booth at Relay Send regular updates to Executive Board Member overseeing Send regular updates to your committee members to check-in with committee members progress The Development Chair will focus on the development of Relay For Life teams and oversee the following: Organize, plan, and lead Team Captain meetings Educate teams about Relay, the four pillars of the American Cancer Society, and fundraising Provide mentors for teams through committee members The Entertainment Chair works on entertainment-related tasks, such as fundraising and entertainment at RFL and at CAC events. The Entertainment Chair will oversee the following: Book performers from on-campus organizations and/or local performers for Relay and other CAC events Plan games and activities for Relay, as well as oversee the execution of events at Relay

4 Ensure strong relationships with on-campus entertainment groups and oversee at least one fundraising event per semester with them Delegate responsibilities for committee members to execute aforementioned tasks Maintain an organized and accessible document with scheduling and contact information for all on-campus entertainment organizations Fight Back Marketing The Fight Back Chair focuses on cancer education and advocacy, and shares this information with CAC and UC Berkeley Campus and at Relay For Life. The Fight Back Chair will oversee the following: Organize and plan the Fight Back Ceremony at Relay For Life, as well as activities for the Fight Back Booth and other day-of activities Promote and work with teams on Team Fight Back Activities Plan and present mission moments at general meetings and ensure an unbiased discussion about current cancer-related topics Hold one campus-wide event per semester (i.e., research panel night, debate on current issues, Sproul event, etc.) Delegate responsibilities for committee members to execute aforementioned tasks Act as the liaison with the American Cancer Society Cancer Action Network (ACS CAN) The Marketing Chair is responsible for overseeing the implementation of the marketing plan and strategy he or she developed with the Executive Board. The Marketing Chair will oversee the following: Creating and designing marketing materials Coordinate with online chair to maintain the CAC website and the Relay For Life website. Online chair will build the new CAC website. He or she will need to have coding capabilities. Manage online marketing update social media platforms, develop web content/web campaigns Manage on-campus marketing--coordinate tabling/chalking/flyering schedule, organize PR with on-campus publications, and plan one event per semester to promote CAC and to fundraise for ACS Delegate responsibilities to committee members to help execute the

5 aforementioned tasks Delegate tasks to Historian (who will work with the Marketing Chair) to execute web videos and update social media platforms with photos committee members progress Membership Recruitment The Membership Chair will focus on organizing CAC members, registration, and coordinating volunteers. The Membership Chair will oversee the following: Keep tabs on active members, run sign-in at meetings Organize and plan at least two social events per semester Establish families to cross committee boundaries Organize and train volunteers to manage registration booth at Relay For Life Outreach to and oversee all Relay For Life volunteers, run a volunteer workshop, and coordinate with other CAC chairs to establish a volunteer schedule Delegate responsibilities to committee members to execute aforementioned tasks The Recruitment Chair focuses on recruiting teams and participants for Relay and will oversee the following: Recruit Relay teams/participants and host events to recruit Relay teams/participants. Recruitment for Relay teams/participants will be from: Sororities Fraternities Professional fraternities Res Halls Professors On-campus organizations Host Relay registration workshops Organize and manage registration booth at Relay For Life Delegate responsibilities to committee members to execute aforementioned tasks

6 Survivorship Treasurer The Survivorship Chair is the liaison between CAC/Relay For Life and the survivors and caregivers in the UC Berkeley community. The Survivorship Chair will oversee the following: Outreach to survivors and caregivers in the UC Berkeley community to request their attendance at Relay For Life Organize Survivorship booth and ceremony at Relay For Life Host one survivor and one caregiver event per semester Plan and host the Candlelight Vigil Delegate responsibilities to committee members to execute aforementioned tasks Delegate and assist the responsibilities of the Luminaria Chair (sub-committee of Survivorship) The Treasurer will be overseeing the following: Managing the budget Organizing and managing reimbursements Applying for ASUC grants Accounting at Relay For Life. Send regular s to check-in with President **Note: the Treasurer will not be overseeing a committee 6. Elections and Transition a. Elections for President and Vice-President i. Requirements 1. Presidential and Vice-Presidential candidates must be CURRENT board members. ii. Elections for President, Vice-Presidents will be held three weeks prior to Relay For Life. The voting for President and Vice-Presidents will be closed to general members, which means that only current board members can vote. The elections will take place during the third to last Board Meeting. iii. Presidential candidates will each get 5 minutes to make their speech. Vice-Presidential candidates will each get 3 minutes. All candidates will have 7 minutes for Q&A, which will also include the standard questions the President and Vice-President come up with. iv. All candidates MUST be present for elections. In the event that a candidate cannot be present due to illness or family emergency, the

7 candidate can send in their speech via video. The length of the video must be within the time limit established (5 minutes for Presidential candidates, 3 minutes for Vice-Presidential candidates). v. If all board members are graduating and no current board member wants to run for an Executive Board position, a current committee member can run for an Executive Board position. 1. Must be elected by current board vi. If a candidate is running unopposed, a majority (50% +1) is required for the candidate to be elected. b. Committee Chair Appointments i. Requirements 1. All board members and committee members are welcome to apply to be a Committee Chair. ii. Applications for Committee Chair positions will be released the following week after the new Executive Board has been elected. iii. The newly elected Executive Board will identify candidates for interviews iv. Applications will be due in one week s time, and interviews will be held the week after applications are due. v. The new elected Executive Board must select and finalize the new board by Relay For Life. c. Transition i. All Committee Chairs must send in their Transition Reports. Due dates of the transition reports will be set by the new Executive Board. ii. Please refer to Summer Planning Section. 7. Community Structure a. Every board member, including the Executive Board, will be a leader within a community. There will be four communities established. Three communities will have three leaders, and one community will have four leaders. b. Community names relate to Relay For Life Theme. c. All general club members will be placed into a community. 8. Meetings a. General Meetings are every other Wednesdays from 7-8 PM of each month every semester. i. Operations of General Meetings 1. Meetings will always start at 7:10 PM--no exceptions. 2. Ice breaker will start off the General Meetings 3. Fight Back committee will present Mission Moments for 10 minutes at each meeting. There can be flexibility for time limits, if needed. 4. Every committee will give a 1-2 minute update on goals, action plan, and timeline to the club 5. Club updates will be given by Executive Board Members

8 6. Recognition of Committee Member of the Week (2 recipients per month) 7. Some meetings will have themes (i.e. Twin Day). b. Board Meetings are Wednesdays from 8-9 PM every semester. They are weekly meetings. i. Operations of Board Meetings 1. Board Meetings will start at 8:05 PM--no exceptions. 2. Club Updates from Executive Board Member 3. Recognition of Board Member of the Week decided by the Executive Board 4. Emphasis will be on planning and executing CAC events and CAC club action plan a. All chairs and committees will have a role in planning ALL of our events. Thus, we will be discussing each chair s progress towards their contribution to the event planning. 5. Relay For Life a. We will be discussing the planning & logistics of Relay For Life. c. Team Captain Meetings are the second Wednesday of the month from 7-8 PM for every semester. d. Committee meeting date and time will be determined by the chairs; these meetings cannot conflict with General, Board, or Team Captain Meetings. e. One-on-one meetings with reporting executive board member will occur twice a month. Time and date will be determined by chair and board member. f. Excused/Unexcused Absences from Meetings i. Excused Absences 1. If Committee Chair cannot attend meeting due to exams/projects, illness, or family emergency, then he or she must send an to the Executive Board 48 hours prior to the meeting 2. If there is a last minute emergency (i.e. illness or family emergencies), then Committee Chair must call the President to inform of absence. ii. Unexcused Absences 1. If Committee Chair does not provide any notice or a valid reason for absence at any of the meetings, then his or her absence will be considered unexcused. iii. Committee Chairs must apply the same rules to their committee members for managing their committee s attendance at General Meetings, Committee Meetings, and Team Captain Meetings. 9. Budget/Reimbursements a. TBD b. Cost of Relay

9 c. Colleges Against Cancer will operate with a transparent budget. All finances will be posted in the master log so that all CAC board members can see where money is being spent, but ultimately, the Executive Board and Treasurer will decide how money is being spent. Chairs will submit budget proposals with their event proposal forms and make general estimates for cost. There will be estimated and actual budget records on the master log. i. During the transition period, new chairs will be able to access the former year s budget documentation to estimate how much their events will cost Etiquette a. Chairs must other chairs to discuss planning and execution of initiatives. The reporting Executive Boards must be CC in the correspondences. i. s need to be responded to within 24 hours b. CAC account will only be used to send out club s, and to correspond with club members and other members of the Cal Community c. All Chairs need to have gmail accounts. communication will occur via gmail ONLY. 11. Event Proposals a. All chairs who are proposing an event must fill out and submit the Event Proposal Form. All forms will be reviewed by the Executive Board on the first Wednesday of every month. 12. Summer Planning a. Summer Planning Meeting times and dates will be determined by the Executive Board Member and the Committee Chairs. All planning must be completed by the Wednesday prior to Board Retreat. 13. Recruitment Schedule a. New members can only be recruited during the Fall Recruitment Season and the Spring Recruitment Season. No new members can be accepted outside of the recruitment seasons. b. Committee Member Interviews i. Interviews will occur on the second Saturday of September. Applications will be due the second Wednesday of September (after the informational session on the first Wednesday of September). 1. Times for the interview will be determined between the Committee Chair and Executive Board Member. 2. Executive Board Member must be present at all the interviews for the committees he or she oversees. 3. Executive Board Member will reserve rooms for the interviews. 4. Decisions must be sent out by the next day at 11:59 PM. 5. Accepted committee members must inform of decision to accept or decline invitation to join a CAC committee two days at 12 PM after decisions are sent out. 14. Relay For Life Logistics

10 a. Venue, date, and time will be determined by the Executive Board b. Correspondence with the venue staff will be managed with the Executive Board and ACS Staff Partner c. Executive Board handles the logistics of Relay For Life d. Relay For Life events must be confirmed by the first board meeting of the Spring Semester. The events will be posted on the Relay For Life And CAC website by the following Friday. e. Relay For Life schedule must be set by the second to last board meeting of the Spring Semester. f. The last board meeting will be a run through of the event including all the ceremonies g. Cost of Relay: please see Budget and Reimbursements section. 15. Amendments to the Constitution a. Only active members can propose amendments. b. Proposed amendments should be ed to the Executive Board one week before the meeting the proposer wants to present their amendment at. All club members will be notified that an amendment proposal will be taking place. c. All amendments will be discussed in an open forum before voting, but each person only has one minute to speak. If an amendment need be further amended during the meeting, it must be decided upon at that same meeting. d. The voting period will be the last 10 minutes of the general meeting. e. In order to amend the Constitution, there must be ⅔ approval at a CAC general meeting from all active members. If they miss the meeting, they thus abstain from voting. f. In the case that ⅔ of CAC committee members are not in attendance at the meeting, the presentation and vote will be postponed until the next meeting. g. All amendments, additions or deletions to this document must be filed with the LEAD Center in 102 Hearst Gym. 16. Club Dissolution a. In the event that no one wants to continue leading Colleges Against Cancer, there must be 100% agreement amongst all active members that the club should be dissolved. b. All funds will be donated to the American Cancer Society. c. All unspent ASUC funds shall remain the property of the ASUC; all Graduate Assembly funds shall remain the property of the Graduate Assembly. Remaining privately-obtained funds may be donated to another nonprofit organization with prior approval of the ASUC Senate Finance Committee.