Georgetown Program Board Constitution

Georgetown Program Board Constitution PREAMBLE The Georgetown Program Board was established in 1984 under the auspices of the then Office of Student Programs, now named the Center for Student Engagement, a department of Student Affairs. This constitution, ratified on 02/05/2014 shall serve as the formative document and binding guidelines of all actions taken by the Georgetown Program Board. ARTICLE I: NAME The name of this organization shall be the Georgetown Program Board, hereafter referred to as GPB. ARTICLE II: STRUCTURE GPB s governing body shall be composed of the Executive Board, comprised of the President, Vice President and ten Committee Chairs, and the general membership. Each committee chair sets the process and structure by which the committee will function. A recommended structure for certain committees will be provided below. It is the responsibility of the current chair(s) to decide how to implement the suggested structure. GPB s advisor will be appointed by the Center for Student Engagement and may not be removed by the board. The advisor will serve as a resource for procedures, policies, and practices. ARTICLE III: STATEMENT OF PURPOSE The mission of GPB is to create an atmosphere of community spirit at Georgetown and to provide high-quality, low-cost entertainment for the entire undergraduate campus community. The events programmed by GPB and events co-sponsored with other organizations shall reflect the mission of GPB and the diversity of interests, backgrounds and persons at Georgetown University. GPB also aims to develop leadership skills amongst members and chairs of the board. GPB will operate within the regulations of all Georgetown University policies relating to student organizations, including, but not limited to, the Access to Benefits Policy, and all other rules and regulations of Georgetown University, the District of Columbia, and the United States. GPB will operate within the structure of this document at all times. ARTICLE IV: MEMBERSHIP Any Georgetown University undergraduate student may volunteer to assist GPB in achieving its mission as stated above. A member has full voting rights if the member 1. is a full-time Georgetown University undergraduate student, 2. has attended 2 consecutive meetings 3. has filled out a membership application 4. regularly attends general member meetings and 5. is an active member of at least one committee, attending committee meetings held by the respective committee chair and staffing the committee s events.

GPB will not discriminate on the basis of race, nationality, economic status, ethnicity, gender, sexual orientation, or religious affiliation and will strive to recruit and retain the greatest diversity of members. ARTICLE V: MEMBER MEETINGS GPB general member meetings are open to all members of the Georgetown community; however, prior arrangement with the President or Vice President is required for non-gpb members to speak at the meeting. Section 1: Proposals and Evaluations The format for submitting proposals shall adhere to the following: 1. All proposals for events should be made in a standardized form approved by the President with the advice and input of the Vice President and the advisor appointed to GPB by the Center for Student Engagement. Proposals not made in the proper format shall be grounds for the board to withhold voting on an event. 2. All proposals shall be presented during general member meetings by the committee that is responsible for its programming. 3. All proposals shall receive a period of discussion in which all members and board members may express their opinions on the proposal. 4. Voting on a proposal shall follow the rules presented in Section 2 below. 5. All proposals of co-sponsorship shall be pursuant to Article VII of this document. 6. After one week of an event, the committee and the respective chair organizing that event shall fill out an evaluation form for the event. Section 2: Voting Voting on proposals following the format presented in Section 1 shall adhere to the following: 1. In order for a matter to be brought to a vote, discussion of the matter must be brought to a close with a voting member calling the matter to a vote and receiving a second for that motion from another voting member. 2. All members meeting the requirements of Article IV may vote either for or against a proposed event or they may choose to abstain their vote, in which case it shall not count for either for or against. 3. Voting for events will require a simple majority of those present for a decision. All members and chairs have one vote, with the exception of the President and the chair proposing the event, who receive zero votes. If there is a split, the President casts the deciding vote. 4. All voting shall be conducted by an anonymous vote and the official tabulations of the vote shall be conducted by the Vice President. 5. If the Executive Board (not including the President and the Chair proposing the event) decides unanimously against an event, regardless of the outcome of the general vote, that is the ultimate decision. 6. In the event a member meeting is not held before a proposal needs to come to a vote, voting by e-mail may be used, holding to the same voting procedures explained in this section. The use of e-mail voting must be approved by the President and Vice President.

7. All voting occurring over the summer and when class is not in session shall follow the voting procedure as described under Article VIII, Section 3. 8. Voting concerning spending money for General Member meetings or Executive Board meetings and spending money for use solely by the Executive Board shall only need majority approval from the Executive Board members present, with the President casting the deciding vote if there is a tie. ARTICLE VI: EXECUTIVE BOARD Section 1: Executive Board Composition and Duties The Executive Board shall consist of twelve members and one non-voting advisor appointed by the Center for Student Engagement. The voting members must be full-time Georgetown University undergraduate students in good academic and judicial standing. The membership of the Executive Board will be separate and distinct from those persons described in Article III. The Executive Board positions are President, Vice-President, two Concerts Co-Chairs, two Traditions Co-Chairs, one Healey Family Student Center Coordinator, one chair for Late Night, Marketing, Off-Campus, Films and Special Events. Each Executive Board position begins in May and ends in May of the following calendar year. The Executive Board will decide on board governance, general membership, structure, operational issues and finance issues with a simple majority of those present. Each committee Chair and the Vice President will have one vote, with the President casting the deciding vote if a tie in the voting occurs. Section 2: Executive Board Meetings The Executive Board shall have regular meetings during the days in which class is in session at Georgetown University and the board is allowed to program events. All members of the Executive Board must attend meetings of the Executive Board. All voting of the Executive Board is closed to the Georgetown community. Section 3: Event programming All members of the Executive Board shall program events that are consistent with the purpose and mission of GPB as described in Article III of this document. In addition, all Chairs shall make every effort to attend the events of other chairpersons and events co-sponsored by GPB. The Executive Board shall not program events during the period known as study days before final examinations are administered, nor during final examinations themselves, unless in accordance with policies set by the Office of Student Affairs. Section 4: Committee Chairs The Chair positions are in charge of their respective committee and are an active member of the Executive Board. All Chairs must have regular committee meetings during the academic year, except during final examinations and the period immediately preceding it known as study days. Each member of the Executive Board shall keep detailed records and advice for the next person to assume the position, including, but not limited to: event proposals, event summaries, budgets,

contact information, records of communication with outside vendors and any other information pertinent to the duties of the chair position on the Executive Board. The responsibilities of each Executive Board member are as follows: 1. President a. The chief presiding officer of GPB. b. Represents the organization and handles all dealings with the university, faculty and administration by serving as a liaison between the Executive Board and the administration. c. Oversees everyday business of GPB and makes sure the organization is consistently fulfilling the mission and duties named within this constitution. d. Enforces and administers board policies according to university and Center for Student Engagement guidelines. e. Calls and presides over Executive Board meetings. f. Plans retreats and is in charge of additional leadership development of the Executive Board. g. Organizes the Board Selection Process. h. Holds Executive Board members to their prescribed responsibilities as outlined in this document. i. Responsible for being consistently available and willing to help Executive Board members and general members with any and all GPB issues. j. Responsible for the public perception of GPB and must stay up-to-date and respond to media publications related to GPB. k. Responds to or forwards all co-sponsorship requests to the appropriate chairs l. Responsible for representing GPB at the Council of Advisory Board meetings m. 2. Vice President a. Acts as second in command on the Executive Board, performing the duties of the Chairperson in his or her absence. b. Assists the President in the performance of his/her duties and succeeds the Chairperson in the event of an office vacancy. c. The presiding officer at Executive Board meetings in the absence of the President, and assumes all voting powers delegated to the President during that time. d. Chairs to Membership Committee. e. Plans and leads the general member meetings. f. Keeps track of the budget (i.e. expenditures and income). g. Arranges technology rentals. h. Serves as a historian for GPB and records minutes at all of the general member and Executive Board meetings. i. Recruits new members and retains existing members. j. Maintains member lists. k. Keeps track of member attendance at general member meetings. l. Organizes events and arranges incentives for members.

3. Concerts Co-Chairs a. Responsible for all on and off campus programming involving music as the primary source of entertainment. b. Assesses the climate of the student community and organizes events that reflect the diversity of musical tastes within the student body. c. Encouraged to coordinate more than just concerts; ideas include karaoke nights, DJ dance parties and other music-related events. d. Purchases tickets and coordinates transportation for off campus trips. e. Submits bids, contracts and riders for artists. f. Responsible for the organization and production of on campus concerts. g. Obtains technical production, hospitality, and volunteer management for shows. h. Coordinates ticket sales. 1. Vice Chair 2. Other roles pertaining to: stage management, front of house, volunteers, hospitality, marketing, sponsorships, and ticket sales that are not covered by the Co-Chairs and Vice Chair 4. Films Chair a. Programs events on and off campus relating to films. b. Possible event ideas include tickets to movie premieres and screenings, guest speakers from films or a trilogy movie event. c. Responsible for the weekend on campus film showings. d. Selects the list of films for each semester and purchases said film rights. e. Coordinates the hiring, scheduling and paying of films projectionists. 1. Vice Chair 5. Late Night Chair a. Programs events that last until at least until 1AM Thursday through Saturday. b. Programs a variety of events that appeal to the greater university community. c. Must be cognizant of the university s noise policies and plans events accordingly. d. Plans or co-sponsors at least one late night event a month. e. Plans 1. Vice Chair 6. Healey Family Student Center Coordinator a. Responsible for planning and organizing weekly events in the Healey Family Student Center b. (More information on this position forthcoming) 1. Vice Chair 7. Marketing Chair a. Develops strategies to persuade the campus community to attend events.

b. Markets for GPB membership and ensures visibility of GPB s general activity through brochures and fliers, along with other creative marketing tactics c. Markets for specific events with information submitted by committees, and manages the ordering and inventory of GPB giveaways and marketing materials (such as t-shirts and banners) d. Maintains the GPB website and makes sure online information about the organization is current and up-to-date 1. Social Media Vice-Chair 8. Off-Campus Chair a. Programs and coordinates trips off campus that fit the GPB mission statement. b. Coordinates transportation, purchases tickets and/or food and sells tickets to students at a low cost c. Plans a variety of off campus trips that appeal to the wide range of student interests on campus 1. Vice-Chair 9. Traditions Co-Chairs a. Responsible for on-campus activities during the day that are considered University or GPB traditions b. Focus includes, but is not limited to, Student Activities Fair, novelties, Halloweek, Spring Fest, Welcome Week/New Student Orientation, and Georgetown Day c. Other possible events may include Murder Mystery Dinners, Seasonal Cookies in Red Square or DC s Funniest College Competition. d. Familiarizes students with the GPB name by consistently programming events throughout the entire campus e. At least one co-chair will remain on campus over the summer and commit a minimum of five hours a week to GPB work. Housing and stipend will be provided. 1. Vice-Chair 10. Special Events Chair a. Responsible for high quality, unique, and signature events that appeal to the campus community. b. This chair may co-sponsor with other groups to plan other large, highly popular events that occur on campus c. Plans the Mr. Georgetown Pageant d. Other possible events include, but are not limited to: comedy shows, lectures that fit the GPB mission, fashion shows, talent showcases, and more. 1. Vice Chair Section 5: Executive Board Selection Process The process for selecting a new board shall be as follows:

1. All chairs shall be chosen by a uniform process of applications, interviews and voting by the outgoing Executive Board. Interviews and deliberations for board selection shall occur at a time chosen by the President of the outgoing Executive Board, generally at the beginning of March. 2. The applicant is selected with a 2/3 majority vote of all Executive Board members present during the vote. The advisor will monitor the selection process in order to ensure fairness of procedures and standard evaluation of applicants. 3. There is no limit to the number of terms an eligible student may serve on the Executive Board. However, each board member wishing to remain on the board for another year must reapply and follow the same application procedures as a new applicant. 4. In the instance of someone reapplying to the Executive Board, the student shall not be allowed to be present for the interviews of those running for that respective chair position and the student shall not be allowed to deliberate or vote for that respective chair position. 5. The President of the board can appoint members to ad hoc positions. Section 6: Removal The process for removing a member of the Executive Board shall be as follows: 1. Executive Board members can voluntarily step down at any time. 2. Executive Board members, including the President and Vice President, can be removed by a 2/3 majority vote of the Executive Board present. The President shall be allowed to vote in this circumstance. 3. In the event that an Executive Board member is neither fulfilling the duties of the specific chair position nor the expectations of being an Executive Board member, the board member in question shall be placed on probation. 4. The process of probation shall be as follows: a. Any member of the Executive Board can approach the President and Vice President with concerns of the board member in question. b. If the President and Vice President believe there is a pattern of behavior that would validate a probationary period, then, after consultation with the advisors from the Center for Student Engagement, a special meeting of the Executive Board will be called to discuss the board member in question. c. At this meeting, the board member in question will be allowed to state his or her case. d. After the board member states his or her case, he or she will leave the room and a discussion period will follow. A vote will occur about whether or not to place the board member in question on probation. e. All members of the Executive Board will be allowed to vote, with the exception of the chair member being discussed. A 2/3 majority vote of executive board members present is needed to place the board member on probation. f. If placed on probation, the board shall give the board member on probation a framework of tasks to be completed during the probationary period. These tasks include, but are not limited to: attending each Executive Board meeting and each General Member meeting during the probation period, as well as fulfilling the

obligations of the chair specific role, and reporting to the President after each meeting. g. The board member will have three weeks to show more initiative and fulfill tasks as given to him or her after the probationary meeting. h. At the end of the three week period, a second meeting will be held to discuss the progress of the board member in question, and a vote will be held. i. The vote will be either to allow the board member to remain on the Executive Board or to remove the individual from the Executive Board. j. Any board member shall only be placed on probation for one three week span, after which he or she will be up for a vote of dismissal. The voting will be pursuant to the regulations of Part 2 in this section. 5. In the event that an Executive Board member acts in violation of Georgetown University policies relating to student organizations that hinders the operations of GPB, and if the President and Vice President, after consultation with the advisor from the Center for Student Engagement, deem it sufficient, then an immediate vote of dismissal will be held. 6. The process of the immediate vote of dismissal shall be as follows: a. A special meeting of the Executive Board will be called to discuss the board member in question. b. Before the vote, the board member in question shall be allowed to make a presentation to the board. c. After this presentation, a discussion will be held amongst the Executive Board. The board member in question will not be allowed to be present for this discussion. d. After the discussion, the vote of dismissal will be held, which will be pursuant to the regulations of Part 2 in this section. The board member in question will not be allowed to be present for the vote. Section 7: Replacement The process for replacing a vacancy on the Executive Board shall be as follows: 1. In the event that a vacancy occurs midyear for an Executive Board position, the Executive Board will meet as quickly as possible to discuss the process to fill the vacant position. When deciding how to fill a vacant position, the Executive Board can either decide to leave the position vacant until the next application process or to have an application process for the vacant position as pursuant to Section 5 in this article. 2. In the event that a board position vacancy occurs in January or later, the President and Vice President may appoint someone to the vacant position. 3. Anyone selected to fill a vacant board position must reapply for the board the following academic year if the student desires to continue being a board member. ARTICLE VII: CO-SPONSORSHIPS Section 1: Guidelines GPB may co-sponsor with any university organization or department that has Access to Benefits or any other organization that works in line with university policy, and these co-sponsorships will follow the guidelines as set in the GPB Co-sponsorship Contract, written by the Chair with

whom the group is co-sponsoring. The President will be the initial point of contact with the organization until another chair on the Executive Board is assigned to the co-sponsorship. GPB does not co-sponsor events without having an active role in the planning and implementation of that event. Section 2: Proposals Proposals for co-sponsorship will follow the same rules as described in Article V, Section 1. In addition to the Co-sponsorship contract, all proposals will be presented by a member of the cosponsoring organization and the respective committee of GPB. Proposals not made in adherence with these guidelines shall not be considered by the voting members of GPB. Section 3: Voting All proposals for co-sponsorship must receive a simple majority of the present voting membership of GPB pursuant to the regulations outlined in Article V, Section 2 of this document. Members of the organization seeking co-sponsorship will not be allowed to vote on the proposal. ARTICLE VIII: OTHER OPERATIONAL FUNCTIONS Section 1: Marketing All marketing materials disseminated by GPB and its committees shall be subject to the approval of the President and the Chair organizing the event. All flyering and advertising around campus shall be regulated by the policies set by the University and Residential Living. Section 2: Summer Policy All Executive Board members are to remain in contact with one another throughout the summer break. In the event that a board member needs a vote to occur on a proposal in order to plan for the upcoming year, the Executive Board will vote on the proposal, using the following procedure: 1. Neither the President nor the Chair proposing the event shall have a vote. 2. A simple majority of the voting Executive Board members is needed to pass a proposal, with the President casting the deciding vote in the case of a tie. Section 3: Conferences and Block Booking In the event that several members of the Executive Board attend a conference, like the Convention for the National Association of Campus Activities (NACA), and are away from the rest of the board but are able to block book events or are able to book events for a discounted price, then the attending members of the Executive Board must make a proposal before leaving for the convention. The attending board members must propose a maximum amount of money to spend during the conference, not to exceed $5,000, and also must propose the type of event(s) being sought. The proposal for the type of event must be proposed with the Chair who programs in that area. The amount approved is the maximum amount of money the attending board members are allowed to spend, with the knowledge that these board members are making an executive decision on which acts to book during the block booking period.

ARTICLE IX: FINANCES GPB receives its funding from the Coca Cola agreement and tuition monies for the purposes stated in this document by the Office of the Vice President of Student Affairs. The President of the Board will submit a budget to the Georgetown University Student Association (GUSA) Funding Board, in order to secure additional funding for GPB. In addition, the President of the Executive Board shall actively seek out all sources of funding available to GPB through Georgetown University. GPB agrees to comply with all Georgetown University and Center for Student Engagement financial policies. All transactions will take place in a university account and at no time shall a private account be opened in GPB s name, nor shall GPB funds be deposited into any account outside of the university. ARTICLE X: SPECIAL PROVISIONS This document shall be held to the following regulations: 1. Any portion of this document that does not comply with Georgetown University regulations upon further review shall be rewritten or removed at the earliest possible meeting of the Executive Board. 2. This document shall be kept on file electronically on HoyaLink or any subsequent system of University data storage. 3. This document shall be given to the incoming members of each Executive Board when they assume a board position. 4. The President and Vice President of the Executive Board shall conduct a review of this constitution with the advice and input of the advisor appointed to the GPB at the beginning of each semester to ensure that this constitution is consistent with all Georgetown University policies relating to student organizations, including, but not limited to, the Access to Benefits Policy, other rules and regulation of Georgetown University, the values of Georgetown University and all applicable laws of the District of Columbia and the United States. ARTICLE XI: AMENDMENTS Amending this Constitution shall adhere to the following: 1. Amendments to this document may be proposed in writing by any member of the Executive Board at any time. 2. Amendments must be approved by a 2/3 majority of the Executive Board present and must comply with all Georgetown University regulations. 3. The President shall be allowed to vote on amendments. 4. If more than one portion of this document is to be rewritten, a special meeting shall be held for the purposes of drafting a new constitution in which all present members shall pass a new constitution by a 2/3 majority.

Amendment Ratified on 11/6/ 13 As GPB looks to transition to a school-year calendar, for school year 14/15, a one-time transition board will be appointed by the 2013 board to serve as Executive Board during Spring semester 2014. Every effort will be made to appoint these positions to students who are either current E- board members, or previous E-board members. In the event that a certain position is unable to be filled from these two categories, the current E-board will search for a suitable replacement from the general membership. This transition board will consist of a Chair, Vice-Chair, Concerts Chair, Films Chair, Late Night Chair, Marketing Chair, Off-Campus Chair, On-Campus Chair, and a Special Events Chair. From Spring semester 2014 moving forward, the Community Outreach chair will no longer exist and its responsibilities will be divided between the Special Events and the Chair positions. This transition board will serve from January 2014 to May 2014 and will begin the process of selection for the school year 14/15 Executive Board no later than March 15, 2013.