1. Reports

The President shall make a call for those Officers, Executives, and committee Heads to give reports as needed. Officers, Executives, and Committee Heads may choose to delay their reports until after the call has been made for New Business if they feel that this is appropriate. Each Officer, Executive, and Committee Head must attempt to answer all reasonably directed questions put to them to the best of their ability. The President may direct any Officer, Executive, or Committee Head to give a report at his or her discretion. Officers, Executives and Committee Heads must attempt to answer all reasonably directed questions regarding their reports.

2. Old Business

A call is made for any business that had previously been tabled or held over from the previous meeting. The Secretary must review the previous week’s minutes to determine what business, if any, needs to be discussed here.

3. New Business

After all Old Business has been discussed and/or voted on, the call is then made for any New Business. At this point, any individual on the Extended Roster may put forth a new motion. Should a new motion be put forth, then the steps described in Article IV, Section 4, Subsections A-F shall be followed.

4. Conduct of Business

A. Debate

After a motion is made, it is officially open to debate. The Parliamentarian shall see to it that both sides of the issue, positive and negative, are given equal opportunity for expression. Time may be allotted for each side of the debate; when time has expired for both sides the motion is then voted upon.

B. Voting

In order to avoid a direct vote, a motion must be made to either delay or table the original motion. Should such an action fail to pass, the original motion is then immediately brought to a vote. If the vote is approved by a majority, then the motion immediately goes into effect. If the vote is not approved by majority, the motion fails; the item is removed from the agenda and may not be brought up again until the next business meeting.

C. Passing by Acclamation

Before a motion is put to a full vote, any Member may request that the motion pass by acclamation. Should no one voice an objection to this request, then the motion is considered to be automatically approved, and will then go immediately into effect. Motions directly involving the use or appropriation of monies may not be passed by acclamation.

D. Tabling a Motion

Any Member may put forward a request to table any motion at any point before actual voting commences. This request must then be voted upon immediately. If this request passes, then the motion is held aside for one week. The only time that a request to table a motion may not be granted is if a motion has already been tabled in a previous meeting, or if the motion in question would suspend the power of an Officer or Committee Head from reasonably pursuing their normal duties.

E. Delaying a Motion

Any Member may put forward a request to delay any motion at any point before actual voting commences. Reasonable cause must be given for such a delay. If approved by majority vote, the motion may be delayed for any length of time, provided that it is addressed before the session is adjourned.

F. Amendments to Motions

Any Member may put forward a request to amend any motion at any point before actual voting commences. The Member who brought forward the original motion must decide whether to accept or deny the amendment at the time the request is made.

Business Meeting

A meeting at which any motion can be made and passed.

Club Executive

Any Member who has been elected to head a Committee that oversees any of the positions established in Section VII.

Club Officer

Any Student Member who has been elected to one of the positions outlined in Section VI.

Committee

A group with a Committee Head and at least two Members which possess a distinct purpose.

Committee Head

Any Member that has been elected by the Club or appointed be the President to head a Committee.

Committee Meeting

A meeting convened by a Committee Head of their Committee to plan future actions of that Committee at which no motions may be made or passed.

Extended Roster

The record of all Members and Friends of the Club in the current school year, maintained by the Secretary.

Friend of the Club

Any non-student who has attended two or more consecutive meetings of the Club in the current school year, but is not designated as an Honorary Member. Friends may not vote on, but may debate, all Club motions.

General Meeting

A Business or Social meeting.

Honorary Member

Any individual who has signed the roll at two consecutive meetings, is not a UNCG student, and has applied for and been voted in as an Honorary Member by the Club. The total number of Honorary Members may not exceed 25% of the total number of Student Members on the Official Roster. Honorary Members may vote on all Club matters except those involving money.

Member

Any Student Member or Honorary Member of the club. Membership expires at the end of each Academic Year.

Official Roster

The record of all voting members of the Club in the current school year, maintained by the Secretary.

Quorum

The presence of five Student Members at a meeting.

Roll

The list of Members present at a meeting.

Social Meeting

A meeting at which no motions may be made or passed.

Student Member

Any current UNCG student who has attended two or more consecutive general meetings in a school year. Student Members may vote on all motions and participate in all elections.

1. President

The President must be a Student Member in good standing with a cumulative GPA of at least 2.5, and must be taking at least (12) credit hours. The President is the chair of all meetings, following the order of business established in Article IV, Sections 1-4. The President ensures that the dictates of this Constitution, as well as those of the Student Government Constitution, are maintained; in addition, the President is responsible for any illegal or improper action by any authorized representative of the Club. The President may create a Committee for any stated reason, and may also appoint Committee Heads. The President is a voting member in every Committee, but may not be on the slate of candidates for the Committee. Finally, the President shall perform other duties as assigned by the Club.

2. Vice President

The Vice President must be a Student Member in good standing. The Vice-President performs the duties of any absent Officer or Committee Head during meetings to the best of his or her ability. Finally, the Vice- President shall perform other duties as assigned by the Club or the President.

3. Business Manager

The Business Manager must be a Student Member in good standing. The Business Manager keeps track of all matters pertaining to the financial business of the Club, and is responsible for ensuring that all legitimate bills and debts are paid and all income is deposited in a timely manner to the best of his and the Club’s ability. Finally, the Business Manager shall perform other duties as assigned by the Club.

4. Secretary

The Secretary must be a Student Member in good standing. The Secretary is responsible for maintaining an accurate record of the official events of each Business Meeting, and for ensuring that an accurate roll is kept. The Secretary is required to put a copy of the minutes from each Business Meeting in the office. The secretary is also responsible for obtaining a copy of the minutes of Committee Meetings and placing a copy of these minutes in the office. The Secretary is responsible for the upkeep of the Extended Roster. After each meeting, the Secretary is responsible for putting that week’s roll in the office. Finally, the Secretary shall perform other duties as assigned by the Club.

5. Student Government Representative

The Student Government Representative must be a Student Member in good standing. The Student Government Representative is responsible for attending the regular business meetings of Student Government and the meetings of the Student Government committee he is assigned to, as well as representing the Club on any official business brought up before that body. The Student Government Representative is automatically considered the Club’s officially appointed Student Government Delegate, unless he or she already holds a position in Student Government, in which case another Student Member shall be elected by the Club to serve as Student Government Delegate. Finally, the Student Government Representative shall perform other duties as assigned by the Club.

6. Office Manager

The Office Manager must be a Student Member in good standing. This Officer will be the liaison between the Club and the Office of Student Life in any matters pertaining to the Club’s office space. This Officer will also be responsible for keeping track of any equipment or supplies belonging to the club that are kept in the office. Finally, the Office Manager will perform other duties as assigned by the Club.

1. Parliamentarian

The Parliamentarian must be a Member in good standing. The Parliamentarian is the head of the Rules and Standards Committee. In all respects, this provision will follow the guidelines set forth in Article X. The Parliamentarian ensures that meetings run smoothly and without disruptions. He makes sure that there is equal opportunity for debate, pro and con, on all matters. The Parliamentarian may eject unruly individuals from a meeting. The Parliamentarian should be well versed in the Constitution and parliamentary procedure. The Parliamentarian shall perform other duties as assigned by the Club.

2. Public Relations Director

The Public Relations Director must be a Member in good standing, and is the head of the Public Relations Committee. In all respects, this provision will follow the guidelines set forth in Article X. The Public Relations Director shall be responsible for properly advertising the time and location of meetings, as set forth in Article III. The Public Relations Director shall also be responsible for promoting Club functions (not including fundraising events) and social events, as well as alerting the appropriate media to the Club’s positive actions. The Public Relation Director shall make every effort to attract new membership, and must work closely with the Vice President and the Convention Managers. Finally, the Public Relations Director shall perform other duties as assigned by the Club.

3. Convention Manager(s)

A Convention Manager must be a Member in good standing. Each Convention Manager is the head of a specific fundraising committee, i.e. StellarCon, CharityCon, etc. In all respects, this provision shall follow the guidelines set forth in Article X. A Convention Manager shall budget money for his convention, but may not spend these funds without Club approval. A Convention Manager organizes and manages the operations of a convention to help raise money for the Club. He shall be considered an authorized representative of the Club for the purpose of signing contracts, if said contracts have been approved by the Club. The only exception to this occurs if the Convention Manager is not a UNCG student. In that instance, contracts that deal with the expenditure of Club finds shall be signed by the President. A Convention Manager is considered to be in charge of all personnel and operations of his convention. His decisions regarding the convention can only be overturned by the Club. Finally, Convention Managers shall perform other duties as assigned by the Club.

4. Faculty Advisor

The Faculty Advisor must be a faculty or staff member of the University of North Carolina at Greensboro. The Faculty Advisor shall oversee the Club and perform all duties of the Faculty Advisor as required by the UNCG Office of Student Life. In addition the Faculty Advisor shall perform other duties requested by the Club.

5. Historian

The Historian shall be a Member in good standing. The Historian shall document all club events, as well as taking and collection photographs of all Club activities. The Historian shall keep copies of all fliers and other documents which the Club distributes. The Historian shall document all of these artifacts in an easily accessible format. The Historian shall perform other duties as assigned by the Club.

6. Webmaster

The webmaster must be a Member in good standing. The webmaster must also have a UNCG Unix account so that s/he may edit the Club Webpage without violation the UNCG Computer Use Policies. The Webmaster is responsible for maintaining the Club Website, and keeping it up to date, which includes, but is not limited to: keeping the schedule of Club meetings current, posting election and fundraiser announcements, and keeping a current copy of the Club Constitution on the webpage in an easily printable format. The Webmaster is responsible for ensuring that the Club Website follows all guidelines set down by the Office of Student Life. The Webmaster shall perform other duties as assigned by the Club.

VIII. The Executive Board

All Club Officers are automatically voting members of the Executive Board. The President, who chairs the Executive Board, may decide to add other Committee Heads as non-voting members in addition to the other stated Club Executives, who are automatically non-voting members of the Executive Board. The Executive Board has the following powers:

1. It may temporarily suspend the powers of any Officer or Committee Head until the next general meeting if there is sufficient cause.

2. It may perform the duties of any Executive Office should there be sufficient cause.

3. It may allocate up to $200 of Club funds for any Club matter.

4. It may perform any duties not specifically mentioned in this Constitution.

When any of these actions are performed, the Executive Board must then demonstrate the reasoning behind its decision(s) to the Club at the next Business Meeting. The Club retains the power to veto any Executive Board action. If monies are allotted by the Executive Board are vetoed by the Club, the President is responsible for reimbursing the Club for those monies. No Executive Board member may cast more than one vote. The Executive Board must meet at least once a month, and these meetings must be announced at least one week in advance and open to all Members for debate.

IX. Business Matters and the Use of Funds

1. Definitions

A budget is a plan to spend Club funds that is submitted to the Club for approval. A budget meeting is a meeting of the full Executive Board to decide a budgetary matter.

2. Allocation of Club Funds

When any money is received by the Club, whether it be by appropriation, fundraising, etc., the sum is immediately placed in the Fundraiser Account. When it is within the powers of an Office or Committee to budget or spend funds (for conventions or social occasions), the Officer or Committee Head in question may either ask that money on a per-item basis, or he may submit a budget to the Club.

3. Fundraising Committee

In addition to the powers described above, any Committee that has been granted the power to budget funds may expend up to $50 on any one item on an emergency basis, provided that this expenditure is approved by a Club vote at the next Business Meeting. The Committee Head is to be considered accountable for these funds, and payment or reimbursement may be refused by the Club for any grounds. For this power to be granted, the Committee must have at least one Student Member; only Student Members may cast votes on the use of this power. Fundraising committees are to deposit money received for their event into the Fundraiser Account.

4. Transfer of Funds

Any motion to transfer line-items in the Club’s budget must pass a Club vote by a two-thirds majority, and then must be submitted by the Student Government Representative to Student Government for their approval.

X. Committees

1. Powers

The President has the power to create any Committee for any reason. A Committee must have a stated purpose. The Committee may be granted the power of any Executive, and the Committee Head shall be responsible for the implementation of these powers. Committees must meet as often as directed by the Club. These meetings must be held on the grounds of the University, and must be announced no later than the prior Business or Social Meeting. The Club also retains the right to create a Committee by motion.

2. Elections

Elections for all Committee heads take place during periods of General Elections, or when the need arises. When a Committee Head is duly elected by the Club, he or she then has until the next business meeting to prepare a slate of candidates for the membership of that Committee. There must be at least two candidates, and each must be on the Extended Roster. The Club must the approve the entire slate of candidates; should this vote fail, the Committee Head must present another slate of candidates by the next Business Meeting, repeating the process until a slate is approved by club vote. Only the elected slate may be considered voting members of the Committee. Committee Heads may later add non-voting members to their Committee, as needed, without Club approval, to help further the purpose of the Committee. Non-voting members can be removed from a Committee, at any time, at the discretion of the Committee Head, or by Club vote. A committee must consist of at least one student member in addition to the President, who is a member of all Committees as outlined in Article VI, Section 1

3. Resignations

Should a Committee member resign, there is no need to resubmit a new slate of candidates. The Committee Head may appoint someone to replace that member, and the Club may vote to approve this single candidate. If the Committee Head resigns, then the Executive Board takes over the duties of the Committee Head until a new Committee Head is elected or appointed.

XI. Elections

1. General Elections

General Elections are held no later than two weeks before the end of the spring semester at the University, At this time, all officer, executive, and Committee Head positions must be re-voted upon, and all committees are assumed to be null and void (thus, each committee must put forward a new slate of candidates, etc.). The Club may vote to call for a General Election at any time.

2. Special Elections

Special Elections are held only where circumstances demand them. Some examples include: when a new committee is formed; when an officer or Committee head resigns; when a new office is added to the Constitution; etc. Special elections follow the same protocol guidelines that follow.

3. Election Protocol

A call for elections must be announced two weeks in advance, unless there is shown to be a compelling reason for an immediate election, in which case a successful motion to bypass this two-week period must pass by a two-thirds majority. One week before the election, nominations may be put forward by any individual on the Extended Roster. Nominees must be Members in good standing, and they must meet all eligibility requirements. The nominee must agree to accept the nomination, at which point the Secretary records his name in the Club minutes. The following week, elections are held. In elections, the following protocol is observed: first, the President puts forward a motion calling for a vote to fill the vacant position. The Secretary then reads the names of the candidates, and each candidate is given a period of time to speak, and a period of time to answer questions. Once all the candidates have finished, the Parliamentarian escorts them out of the room, and stays with them while the vote is tallied. The Parliamentarian may cast a vote in absentia if he so desires. After one candidate wins by majority, the President then summons the candidates, and announces which one has won the position. The Secretary should record the votes properly in the minutes, but as a matter of discretion, the votes are never announced publicly. Once elected, the new Officer, Executive, or Committee Head assumes the duties of that position at the next Business Meeting. Should the position being filled be one that fulfills a role in this election protocol, then the next highest ranking Officer assumes the duties of that position for the duration of that election.

4. At no time shall any Member of the Club hold more than one Officer position, nor hold more than two positions among Club Executive and Officer positions, nor hold the Office of President and any other Officer or Executive position save only that the Office of Student Government Representative shall be exempted from rules limiting the number of Executive and Officer positions a Member may hold. In the case of an emergency, this rule may be suspended by a 2/3 majority of Members present.

XII. Impeachment

The impeachment of an Officer or Executive follows these guidelines: First, a motion to bring the Officer or Executive forward for impeachment must be presented to the Club, and must pass by simple majority. The following week, a motion must be presented to impeach, and must pass by a three-quarters majority. On both of these occasions the Officer or Executive in question must be given the opportunity to present his or her position, and ample time must be given for debate. Once an Officer or Executive has been impeached, their position is immediately considered vacant, and all powers of that position pass immediately to the Executive Board. The impeached Officer, Executive, or Committee Head retains his status as a Member in good standing.

XIII. Constitutional Amendment

This Constitution may be amended or changed at any point by a motion calling for such a change, submitted in written form to the Club. The motion must pass by a three-quarters majority. Once the amendment passes, it goes into effect at the next Business Meeting unless otherwise stated in the amendment. The Secretary is responsible for adding that amendment to the Constitution, and for seeing to it that the altered Constitution is added to the Club’s records. The Student Government Representative is responsible for seeing to it that the revision is properly submitted to Student Government and any other applicable body.
Should a secondary amendment be made to an amendment, hereafter called the primary amendment; the primary amendment must be rewritten to include the secondary amendment before voting on the full amendment. If the Parliamentarian feels that it is not practicable to write out the full amendment during the meeting, he or she may call for the vote on the amendment to be delayed until the next meeting. It is the responsibility of the Parliamentarian, along with the Rules and Standards Committee and the author of the amendment to see to it that the new version of the amendment is properly written up by the next Business Meeting.

Download the Constitution PDF
Download the Constitution Word Doc