Students Of Salem For Peace

~ BYLAWS ~

Students of Salem for Peace

BY-LAWS

ARTICLE I - DUTIES OF THE EXECUTIVE COMMITTEE

DUTIES OF THE PRESIDENT

  1. Be responsible to the general membership of SOS for Peace for the efficient and orderly operation of the club, and uphold the principles espoused in the  Constitution and its By-laws.
  2. Ensure that each member of the Executive Committee is acquainted with and caries out his or her duties.
  3. Convene meetings at least monthly.
  4. Preside at all SOS for Peace meetings and sign the minutes thereof.
  5. Ensure that no unauthorized expenditures are made out of SOS for Peace funds.
  6. Ensure that a replacement is appointed for any member of the Executive Committee during their absence and ensure that such replacement is acquainted with and carries out the duties thereof.
  7. Ensure that the Vice-President assumes the President’s duties in the absence of the President.
  8. Ensure that sufficient arrangements are made for the quarterly preparation of the financial statements.

DUTIES OF THE VICE-PRESIDENT

  1. Assume the duties of the President as outlined above when the latter is absent.
  2. Perform any other duties the President may require.
  3. Assist the President with the organization of all SOS for Peace functions.
  4. Prepare all long and short-term improvement programs for the orderly and efficient operation of SOS for Peace.
  5. Be responsible for the formation of any and all appropriate sub-committees.

DUTIES OF THE SECRETARY

  1. Record the proceedings of all meetings in the minute book, sign it, and pass it to the President to get the approval after each meeting. Then input all contents in the minute book into Microsoft Office Word and send the file to all members of the club.
  2. Be responsible for the safe custody of the meeting book
  3. Maintain an up-to-date copy of the Constitution and its by-laws.
  4. Ensure that each member of the club is provided with a copy of the Constitution and by-laws and pass copies of amendments to all members as soon as possible after the amendments are approved.
  5. Maintain an up-to-date record of all members including their name, address, telephone number, and e-mail address.
  6. Maintain an appropriate filing system for correspondence and documents.
  7. Ensure that all SOS for Peace property, including merchandise is kept adequately safeguarded.
  8. Notify the President of his or her proposed absence when that absence may be for a prolonged period and ensure that this or her replacement is briefed in the necessary duties.
  9. Perform other such duties as required by the President.

DUTIES OF THE TREASURER

  1. Arrange for the safe deposit of all funds received by SOS for Peace.
  2. Inspect that suitable arrangements have been made for the handling and safekeeping of cash and stock.
  3. Report any irregularities or shortages found during the preparation of any and all financial statements to the President.
  4. He or she will use a triplicate receipt book for the purposes of giving the original to the payer. The Treasurer will retain the remaining copies for accounting purposes.
  5. Ensure that all the bills for goods and services purchased by SOS for Peace are paid promptly.
  6. Advise the President of the readiness of the books of account and financial statements for audit.
  7. Perform other such duties as required by the president.

 

DUTIES OF THE PROGRAM COORDINATOR

  1. Consider proposals for events suggested by members.
  2. Ensure that every suggestion for proposal for events is discussed in the next meeting.
  3. Be well informed about procedures for the reservation of places
  4. Perform other such duties as required by the President.

DUTIES OF THE PUBLIC RELATIONS COORDINATOR

  1. Prepare and maintain brochures, flyers for events, and WebPages.
  2. Promote events.
  3. Ask Salem State Log to place ads
  4. Write letters and articles in Salem State Log.

“Executive Committee” refers to the senior-most elected representatives. This includes the President, the Vice-President, the Secretary, the Treasurer, assistants for the Treasurer and Secretary, the Advisor, Program Planner and the Public Relations Officer.

ARTICLE II – DUTIES OF ADVISOR

 

SECTION I – A faculty advisor shall be appointed by 2/3 of the voting members

SECTION II:  The duties of the advisor shall be to:

                        (a)  attend regular meetings of the organization

                        (b)  sign documents on behalf of the organization including room clearance forms, contracts, etc.

                        (c)  act as consultant for the organization and any projects and special committees in the organization

                        (d)  Act as a liaison between the College and the organization, representing the interests of each.

SECTION III: The advisor shall have voting privileges in the organization

ARTICLE III – ELECTIONS AND VOTING

A)      Any member of SOS for Peace may run for a position.

B)      All nominees, nominators and voters must be registered members

C)      Elections for the Executive Committee will be held annually. No Executive Committee shall sit past April 30th of the academic year in which they were elected.

D)     The procedure for nominations and elections are as follows:

I)                     Approximately two months before the date of the election, an election committee (to be appointed by the Executive Committee) will inform the membership of all vacant positions for officers

II)                   To be nominated as a candidate, a member must submit a nomination form, containing the signature of at least two nominators

E)      In the event that all positions are not filled during the elections, a by-election will be held at the start of the following academic year.

F)      Any current member may run in a by-election. In order to do so, the perspective candidate must submit in writing to the Executive Committee their intent to fill the vacant position.

G)     All Nomination forms for vacant positions must be handed in to the President or Vice-President no later than three weeks after the announcement of the available position(s).

H)      In the event that there is only one candidate interested in each position he/she will be acclaimed.

 VOTING

A)      All registered members of SOS for Peace are entitled to vote in general elections.

B)      Voting will be conducted by secret ballot.

C)      The results of the election will be posted no later that 1200hrs (12 pm) on the day following a general election.

D)     In the event of a tie the Elections Committee will immediately inform the current Executive Committee as well as the membership of the situation and set a date, not to exceed two weeks (14 days) from the date of the general election, for a run-off election.

E)      In the event of a close vote the chairman of the Elections Committee shall order a recount of all ballots.

ARTICLE IV - IMPEACHMENT PROCEDURES

A)      Any member of the Executive Committee may be impeached if they violate the Constitution or act in any way that is deemed prejudicial to the orderly operation of SOS for Peace.

B)      Impeachment procedures are as follows:

A motion for impeachment may be made by any member of SOS for Peace

If the motion is seconded, the impeachment process begins

I)                     The parties in question will state their cases in an Executive Committee meeting

II)                   The Executive Committee will collaborate and vote to make a decision on the matter

III)                  After a decision has been made, a summary will be delivered to the general membership at the next general meeting

C)      The dismissed member has the right to appeal his/her impeachment within seven academic days of the impeachment proceedings.

ARTICLE V – FINANCES

A)      All finances shall be handled in accordance with the established fiscal procedures in effect for the Student Government Association and the college as outlined in the Fiscal Affairs Office Procedures Manual.

B)      In the event of loss of recognition, any funds remaining in the organization’s account will revert back to the Student Government Association.

ARTICLE VI – INITIATION

SOS for Peace does not engage in any initiation procedures which would be considered illegal under applicable state and federal law.

ARTICLE VII – COMMITTEES

SECTION I:   Ad hoc committees

                        (a)  Shall be formed by the President, as deemed necessary

                         (b) The chairperson and members will be appointed by the President and approved by a majority of voting members present

ARTICLE VIII – AMENDMENTS

A)      Amendments to these By-laws must be passed by a 2/3-majority vote of the general membership at a general meeting.

B)      All amendments to these By-laws must be submitted in writing to the Executive Committee at least one week prior to a general meeting. All amendments must include the following:

I)        The current provision

II)     The amendment

III)   The reason(s) for the amendment

IV)   The signature of at least ten members

       C) All amendments to the By-laws shall be considered and voted upon only once     annually, at any  meeting held during the year. All amendments voted upon at             the meeting must have had one reading at a previous meeting.