Constitution of the Residence Hall Association Article I Name The name of this organization shall be the Residence Hall Association, hereafter referred to as RHA. Article II Purpose The purpose of RHA shall be to develop a better community and environment in which to live and to learn by acting as a board of people representing the government of each house. RHA will act as a liaison to Housing and Residence Life, to promote cooperation between houses, and promote discussion and offer recommendations on the policies of Housing and Residence Life and Youngstown State University. Article III Membership Section 1: RHA shall consist of representatives to each house of Youngstown State University, namely: A. Cafaro House B. Kilcawley House C. Lyden House D. Weller House E. Wick house F. Resident Assistant liaisons G. Residents at large H. University Courtyards I. Flats at Wick J. Beuchner K. Erie Terminal Place Section 2: Member Selection 2.1: All members of RHA, excluding advisors, shall be residents and full-time students in good standing with the University. 2.2: RHA shall not discriminate on the basis of race, creed, national origin, ancestry, sex, age, handicap, or sexual orientation in the selection of its members or in its programs. Section 3: Duties of each Representative 3.1: To attend all RHA general sessions. 3.2: To serve on and attend all meetings of the standing committee to which they agree to be a part. 3.3: To serve on and attend all meetings of an ad-hoc committee which they may join. 3.4: To attend all RHA sponsored events. Article IV The Executive Board Section 1: The members of the Executive Board shall consist of: President, National Communications Coordinator (NCC), Vice President, National Communications Coordinator In Training, Webmaster, Secretary, Treasurer, Committee Chairs, and Advisor. Section 2: The duties of the Executive Board shall be to:
2.1: Hold and attend one general body meeting per week. 2.2: Hold one closed session meeting per week, in addition to the general body. 2.3: Audit the Treasurer s records at the end of every fall and spring semester. 2.4: All officers and committee chairs will write a year-end review and report. 2.5: Return to the campus the Wednesday before move-in, as indicated by Housing and Residence Life. 2.6: To conduct elections during the Spring Semester in a fair and objective manner. Article V: Officers Duties Section 1: Advisors 1.1: There shall be at least one Housing and Residence Life full-time professional staff member who serves as an advisor to RHA, in addition to any professional staff member who serves as advisor. 1.2: Only the advisor(s) can sign documents when dealing with business or legal matters. (This includes fundraising.) 1.3: Advisors shall attend all the Executive meetings and assist the Executive Board in any manner deemed necessary. 1.4: Advisors shall attend all General meetings and assist RHA Body in any manner deemed necessary. 1.5: Appoint member to act as President should the position become vacated, until an election can be held. 1.6: At least one advisor shall endeavor to attend all conferences with delegations. Section 2: President 2.1: Plan the weekly agenda for Executive Board meetings. 2.2: Plan the weekly agenda for General Body meetings. 2.3: Appoint members to fill Executive and/or committee chair positions should they become vacant, until an election can be held. 2.4: Preside over the Executive and General meetings in an unbiased manner. 2.5: Facilitate communication between the administration and RHA. 2.6: Shall serve as a resource to all members as needed. 2.7: Shall write an end of the semester report detailing group activities, improvements, downfalls, suggestions for recruitment, goals, and improvements for the following semester. Section 3: National Communications Coordinator (NCC) 3.1: Communicate with the Central Atlantic Affiliate of College and University Residence Halls (CAACURH), the National Association of College and University Residence Halls (NACURH), and any other organizations as deemed necessary. 3.2: Submit monthly reports to other schools. 3.3: Approve and coordinate all conference delegations. 3.4: Chair the conference delegation committee. 3.5: Be a resource for spirit. 3.6: Comply with all regulations set forth in the NCC handbook. 3.7: Train newly elected NCC.
3.8: Collect and submit Of the Months (OTMS) to CAACURH before each deadline. 3.9: Run all voting during General Body and Executive Board meetings. Section 4: Vice President 4.1: Assist President with any necessary issues. 4.2: Be available to step into the President s seat should it become vacant and preside as such until a new election may be held. 4.3: Attend Resident Assistant staff meetings as requested. 4.4: Coordinate internal and external RHA recognition. (I.e. RHA body, hall senates, and Housing Services staff) 4.5: Serve as NRHH liason. 4.6: Create yearly training binders for Executive Members. Section 5: Webmaster 5.1: To update and manage the RHA website. A. Communicate with Graphic Service on updates to links to the Housing and Residence Life website as pertaining to the RHA page. 5.2: To take pictures at all functions and organize pictures before end of each semester. Section 6: Secretary 6.1: Take minutes of the Executive Meetings and file them for records in the yearly binder. 6.2: Take minutes of the General Body Meetings, distribute them to all members within four days, and file them for the yearly binder. 6.3: Keep accurate and up-to-date records, such as phone list and roll call. 6.4: Manage the RHA office including upkeep, organization, or any other responsibilities deemed part of office management. 6.5: Communicate with all committees and attend Standing Committee Meetings as deemed necessary. Section 7: Treasurer 7.1: Record and handle all RHA funds accurately and responsibly. 7.2: Prepare monthly budget reports for presentation to the General Body at the first o the month. 7.3: Within the first month of classes, present a tentative budget for the first year and have approved by a 2/3 vote. 7.4: Present the budget requests to the Executive Board then the General Body to be voted on. (Majority vote required to pass) 7.5: When funding from the YSU Student Government Association is required, the Treasurer will prepare the request and be the active contact for those request issued. Section 8: Committee Chairs 8.1: Fundraising Chair A. To be in charge of the fundraising committee, and see that all committee needs are met. B. Facilitate fundraising.
C. To ensure that all duties listed under Article IX are met for the committee. 8.2: Programming Chair A. To be in charge of the Programming Committee and to see that all committee needs are met. B. To ensure that all duties listed under Article IX are met for the committee. C. To work with the Public Relations Chair in order to make sure that all programs are publicized efficiently. 8.3: Public Relations Chair A. To be in charge of the Public Relations committee and to see that committee needs are met. B. To ensure that all duties listed under Article IX are met for the committee. C. To work with the Programming Chair in order to make sure that al programs are publicized efficiently. 8.4: Spirit and Elections Chair (NCCit) A. To be in charge of the Spirit and Elections committee, and to see that all committee needs are met. B. To ensure that all duties listed under Article IX are met for the committee. C. Works with the NCC to make sure that the delegation is prepared and spirit stays high. D. Work with the Advisor to make sure that elections are run properly and fairly. Article VI: Voting Section 1: A quorum, which shall consist of Two-thirds of the members on roll, must be present in order to vote on any amendment. Section 2: Voting Members 2.1: The voting members shall consist of all RHA members on roll except the President, Advisor, and NCC. 2.2: The President shall vote only in case of a true tie vote. 2.3: All abstentions shall counts as nay votes. 2.4: Kilcawley House,Wick House, and Weller will function as one entity for voting purposes. Article VII: Meetings Section 1: The RHA General Body Meeting shall be held once per week at a regular day and time to be specified by the Executive Board at the beginning of each academic year. Section 2: The Executive Board shall meet once per week at a regular date and time to be specified at the beginning of each year. Section 3: Each standing committee shall meet as deemed necessary by the Chair. Each committee must meet no less than once per month.
Section 4: Following the Spring General Election, all newly elected Officers shall attend the regularly scheduled Executive Board Meetings. These meetings shall be known as Transitional Meetings, during which all relevant information and material shall be passed on to the new Officers. Article VIII: Officer Elections Section 1: Presidential Election 1.1: Elections shall be held throughout the Houses for the President. 1.2: Presidential Candidates must turn in a petition signed by fifteen residents from each House no later than 5pm the Thursday before Spring Break. 1.3: All Presidential Candidates must turn in a one page letter of intent that is to be turned in and made available to all voters. Section 2: Vice Presidential Elections 2.1: Elections for the Vice President shall be held throughout the Houses. 2.2: Vice Presidential Candidates must turn in a petition signed by twenty-five members from their House no later than 5pm the Thursday before Spring Break. 2.3: All Vice Presidential Candidates must turn in a one page letter of intent that is to be turned in and made available to all voters. Section 3: Selection of Officers 3.1: All other Executive Board positions (NCC, Webmaster, Secretary, and Treasurer) must be applied for by 5pm a week after elections. 3.2: The Advisor, incoming president, and incoming vice president will select the four remaining officers no later than two meetings after the applications are due. 3.3: Appointed Officers must each then be approved by two-thirds of the General Body. Section 4: Committee Chairs 4.1: All Committee Chairs must be selected weeks/months before the set date of the program. 4.2: Committee Chairs shall be selected from within the committee, but must be approved by the majority of the General Body. 4.3: Any replacement of a Committee Chair, whatever the reason may be, must be approved by a majority vote of the General Body. Section 5: Candidates 5.1: A candidate is anyone who turns in their petitions by the Thursday before Spring Break and meets the following requirements: A. Full-time student B. Resident in on the of the Residence Halls C. In good standing with the House in which the live, Housing and Residence Life, and the University. 5.2 If no on-campus residence applies for the executive board position(s) than a student living in the University Courtyards, Beuchner, The Flats at Wick, or Erie Terminal Place may apply, if they meet the following requirements:
A. Full-Time Student B. In good standing with the University C. In good standing with the manager (landlord) of the building in which they reside Section 6: Election 6.1: Elections shall be held two weeks after Spring Break. 6.2: All residents are allowed to vote. 6.3: Residents are only allowed to vote in the House in which they reside for President and Vice President. A. Weller may cast their votes at the Wick House front desk. 6.4: Candidates are allowed to vote. Section 7: Installation 7.1: Installation shall be no later than the last meeting in April. 7.2: All time between the election and selection processes shall be used as training and serve as the Transitional Period. 7.3: Newly elected Officers must attend all meetings, General Body, Executive Board, and Committee, during the Transitional Period. 7.4: All newly elected RHA Officers from the Spring General Elections shall be installed at the second to last General Meeting and shall preside over the last General Meeting. 7.5: The newly elected Officers shall be sworn in by the outgoing Officers. Section 8: Spirit and Election Committee 8.1: Has the authority to enforce all election rules and regulations. 8.2: If election rules are violated the Spirit and Election Committee along with the Advisor has the right to remove anyone from the election. Section 9: Election Invalidity 9.1: A majority is required for Presidential and Vice Presidential Candidates to be elected. 9.2: In the case of a tie vote the next General Body meeting shall be advertised as a tie breaker and a silent ballot will take place during the meeting to determine the contested position. 9.3: Any problems with the election process shall be taken to the Spirit and Election Committee to be discussed and handled. Section 10: Officer Replacement 10.1: An officer who wishes to resign must present RHA Executive Board with his/her letter of resignation no less than two weeks before it is to take effect. 10.2: Upon receiving an Officer s letter of resignation or removing an Officer, the RHA Body shall take all necessary actions to replace the Officer, including accepting nominations, choosing a member to run elections, and installing the newly elected Officer. Section 11: Dual Positions 11.1: At no point can a person be elected to more than one position.
11.2: If an Elected Position remains vacant, post elections, elected Executive Members may take on or share duties of that position, and RHA will continue to advertise in search for a new member for that Elected Position. 11.3: A person cannot hold more than one Standing Committee Chair or more than two Ad Hoc Committee Chair Article IX: Committees Section 1: The Standing Committees shall be Programming, and Fundraising, Public Relations, and Spirit and Elections. 1.1: Each Committee is required to have a chair. 1.2: All Committee Chairs are required to write a year in review, which is due the Friday before finals. Sections 2: Programming 2.1: Shall be responsible for overseeing/supervising all RHA programs and events. 2.2: Will work with the Public Relations Committee on publicity for all events. 2.3: Will be responsible for writing a Resource File Index report for each program the committee presents to be submitted to the NCC no more than two weeks after the program has been completed. A. The Chair may delegate the report to a member of the Programming Committee, but the Chair will ultimately be held responsible for the report. B. Failure to turn in an RFI report within the designated time frame may result in expulsion from the position. 2.4: In the event of vacancy, the Public Relations Chair will fill the position until one is appointed. Section 3: Fundraising 3.1: Shall be responsible for all RHA fund-raising. 3.2: Will work with the Treasurer in any other manner deemed necessary. Section 4: Public Relations Committee 4.1: Responsible for ensuring all events are made known to the residents. 4.2: Will handle communication with the media. 4.3: Will handle communication will other organizations. 4.4: Consult Graphics or University Public Relations department for publicity. 4.5: Is responsible for Recruitment. Section 5: Spirit and Elections Committee 5.1: Responsible for keeping meetings fun and spirit high for all members. 5.2: Work with the NCC on awards for members and for conference delegations. 5.3: Work with the Advisor in running the election as easily and fairly as possible. 5.4: Handle any problems that may arise during elections. Section 6: Ad Hoc Committees
6.1: The RHA body has the right to create any and all Ad Hoc Committees as they see fit. 6.2: In the event that there is one candidate, the candidate may be appointed Chair by the President, or the President may re-open the bid for the chair. 6.3: In the event there is more than one Chair candidate there will be held an election, and a majority vote is required from the General Body. 6.4: Ad Hoc Committee chairs shall attend all Executive meetings for the duration of the existence of said committee. Section 7: Conference Delegation 7.1: Any of those interested must submit a delegate application one month before the registration date. A. All delegates must be in good standing with RHA, Housing and Residence Life, and the university. 7.2: All delegates must attend all designated delegate meetings. A. If unable to attend a meeting, the delegate must inform the NCC twentyfour hours before the meeting date. 7.3: All delegates must complete the individual registration, learn the necessary cheers, and participate in the creation of the roll call video and banner. 7.4: All delegates must complete the necessary paperwork. (I.e. waivers, wrap-up reports, and agreements) Section 8: Program Committee Chairs 8.1: Are responsible for the communication within that committee. 8.2: Must present the Treasurer with a program budget a week before the next Executive Board meeting. A. This budget must be ratified by the Treasurer. 8.3: Must present the Executive Board with a timeline a month before the program date. A. This timeline must be presented to the General Body for approval and amendments. 8.4: Are responsible for writing a post-program event report. A. This report must include the purpose, planning, budget, and outcome. B. This report must be submitted to the Programming Chair no later than two weeks after the program event. 8.5: In the event of vacancy, the Executive Board will appoint a member from the General Body to fill the position. 8.6: Must meet with the Executive Board weekly to discuss the program/event progression. Section 9: Table(s) 9.1: The scheduling of the table shall be scheduled two (2) weeks prior to the hosting date, as required by student life. 9.2: If there is a table two (2) individuals must be able to set-up and set at the table at all times.
9.3: If there are less than two (2) individuals at the table to set-up or sit, then there shall be no table at that time. A. If the table is in session, that individual shall pick-up and return all item(s) to the Housing and Residence Life Office. Article X: Reprimand of Members Section 1: If a complaint about a member is brought to attention, the President shall handle the issue with consultation of the advisor. 1.1: In the event the complaint is with the President, the NCC shall handle the issue with the consultation of the advisor. Section 2: An Executive Board member may be removed by a petition signed by two-thirds of the General Body and an attached complaint. Section 3: Removal of a representative by the Executive Board 3.1: The grounds on which a representative may be removed by the Executive Board A. When a representative has accumulated three or more unexcused absences in one semester B. Has come into Poor Standing 3.2: The Secretary must submit to the General Body a report of the member s absences. 3.3: The Executive Board may then vote to remove the representative by a two-thirds vote. 3.4: The representative has the right to appeal the decision of the Executive Board at an time before the Executive Board meeting that follows his removal. At this time the member must present his/her case. Section 4: Removal of Committee Chairs 4.1: A complaint signed by two-thirds of a committee shall suffice to require the Executive Board to consider impeachment of the Committee s Chair. 4.2: A committee Chair may be impeached by a two-thirds vote of the Executive Board, not including the committee chairs. Article XI: Amending the Bylaws The Bylaws may be amended at any General Meeting of RHA by a two-thirds vote, providing that the amendment has been submitted in writing at the previous General Meeting. The same amendment must then pass at the next consecutive meeting by a two-thirds vote.