Minutes and Agendas - COPE
The 2017 - 2018 Officers
President: Alex Fay
Vice President: McDuffy Agledor
Secretary: Sarah French
Treasurer: Maria Smith
Contact us about Triple S at email@example.com
COPE Triple S Club Constitution and Bylaws
Article I – Name
This organization is to be officially known as COPE Triple S Club.
Article II – Purpose Statement
The purpose of this organization is create a cohesive environment in which to encourage participation and retention of underrepresented students in activities, programs and special events of COPE Student Support Services.
Article III – Membership Requirements
A.To be eligible for membership, candidates must be enrolled at Vincennes University.
B.Members must maintain good academic standing at Vincennes University.
C.Members shall have demonstrated outstanding service to COPE SSS and support the mission of the organization.
D.COPE Triple S Club will not deny membership on any basis prohibited by law, including but not limited to race, color, national origin, age, religion, disability, veteran’s status, sexual orientation, or gender expression.
Article IV – Officers
A.The officers of the organization shall be:
B.The collection of these officers shall be known as the Executive Board. Officer duties are to be found in Article V.
C.All officers must have a minimum GPA of 2.0. In addition, they must anticipate being a full-time student during their entire tenure.
D.Officer tenure is from beginning of Fall semester to end of Spring semester within each academic year.
E.Removal from Office:
1.Removal from office can be for failure to execute duties or for behavior that is inconsistent with being a leader of a student organization.
2.A member of the Executive Board or an active member may initiate the removal process.
3.The officer will be given a 14 day notice that his/her position is being reviewed. The officer may present any information or evidence to the Executive Board or general membership at the scheduled meeting (depends on who initiated the process).
4.If the Executive Board initiated the removal process and it passes at their meeting, the decision must be presented for final approval to the general membership at the next scheduled meeting.
Article V – Officer Duties
A.Executive Board duties and power of control:
1.The Executive Board can set procedures for the organization that do not infringe upon the rights of the members.
2.The Executive Board shall meet prior to every meeting of the organization to set the agenda and discuss any issues.
3.At Executive Board meetings, a quorum of three (3) students is necessary to conduct business.
1.Will be the public voice of the organization.
2.Authorized to enter into contracts on behalf of the organization.
3.Lead all meetings of the organization.
4.Ensure compliance with all policies and procedures.
1.Serve in the absence of the president.
2.May adjust committee membership as needed to maintain balance and continuity within the organization.
3.Will collaborate and sign transactions along with Treasurer for checks and balances.
4.Plans all recruitment events.
5.Conducts an orientation will all new members.
1.Maintains minutes of the executive board meetings and general meetings.
2.Takes attendance at all meetings.
3.Creates all official correspondence.
2.Reports monthly to the executive board all transactions – including copies of bank statements.
3.Authorized to enter into contracts on behalf of the organization.
4.Work with the appropriate fee council regarding funding.
Article VI - Elections
A. Election of officers shall take place in April each year.
B.The process of elections shall be:
1.Applications are submitted by deadline established by the Executive Board.
2.Grades will be checked by the advisor.
3.Applicants will be presented to the membership.
4.Each candidate will have a maximum of two minutes to speak. Voting will be by secret ballot. The order of the election will be according to the list outlined in Constitution Article IV. A.
C.Should a position become vacant during the year, the following process will be followed:
1.Notice will be given to the membership that there is an open position and voting will take place at the next scheduled meeting.
2.Nominations will come from the floor. Each candidate will have a maximum of two minutes to speak. Voting will be by secret ballot.
Article VII – Meetings
A.There will be a minimum of two (2) general meetings each fall and spring semester.
B.Meetings shall be governed by Roberts Rules of Order.
C.Decisions affecting the membership will be voted on by the membership.
D.Seven (7) members shall constitute a quorum. Simple majority of the active membership is needed to pass any motion that is not an amendment to the Constitution or Bylaws. The President votes only in a tie.
E.The Executive Board can call a Special or Emergency meeting, if the membership is given a minimum of 48 hours’ notice. A member may appeal to the Executive Board to schedule an emergency meeting.
Article VII – Finances
A.No fees shall be levied upon COPE Triple S Club members.
Article IX – Governance
A.The organization and its members agree to abide by Vincennes University policies and all federal, state, local laws.
B.Non-Discrimination: Membership, leadership and participation in the organization must be open to all students without regard to race, color, sex (unless exempt under Title IX), age, religion, national origin, sexual orientation, gender identity, marital status, disability, or status as a U.S. veteran.
C.Hazing Policy: This organization prohibits its members, both individually and collectively from committing any acts of hazing as defined in the Student Code of Conduct at Vincennes University.”
D.Organization Agreement: The COPE Triple S Club agrees to abide by the Vincennes University Student Code of Conduct. Furthermore, agrees to abide by all Student Activities policies, to check the organization’s OrgSync account, mailbox, communicate via email upon request, update the organization’s records on OrgSync, attend a student organization orientation annually, and renew the organization by May 1st.
Article X – Advisor
- The staff advisor must be a full-time employee of Vincennes University.
- The staff member that serves as the advisor will be appointed every year, by COPE SSS Director, prior to renewing the organization.
Article XI – Amendments
This constitution can be amended by a two-thirds (2/3) vote of the active members of the COPE SSS Club
The checked items are required to be a chartered student organization. The checked items with only the article name highlighted can be written as you see fit. However, the Non-Discrimination, Hazing Policy, and Organization Agreement must be in the constitution word for word as written. The rest of the items listed are strongly encouraged to have in the constitution in order to have a smooth running organization.