Campus Activities Board Constitution MEMBERSHIP I. CAB Executive Board A. Executive Board The purpose of the Executive Board is to provide leadership in campus- wide programming for the Campus Activities Board. The Executive Board of CAB shall include the President, Vice President, Director of Communications, Business Manager, Director of Public Relations, Director of FUN, and Director of Comedy and Concerts. 1. Throughout the elected term, the members of the Executive board will function-to provide diverse programs, provide regularly scheduled meetings with respectable committees to organize, promote and develop programs and oversee the overall management of the Campus Activities Board. 2. Members of the Executive Board will also be running, overseeing, and need to attend all the large scale programs run by the organization. 3. Members of the Executive Board will hold bi-weekly one on ones with the president unless an unforeseen circumstance presents itself. 4. Members of the Executive Board (other than the President) will hold weekly one on ones with their respective chairperson(s) unless an unforeseen circumstances presents itself. 5. Students eligible to serve as members of the Campus Activities Board E-Board shall satisfy all the following criteria both at the time of election and throughout their term of office: a. They are undergraduates at the University of Massachusetts at Dartmouth b. They are making satisfactory progress toward completion of a bachelor’s degree and hold at least a 2.5 cumulative grade-point average based on a minimum of 12 credit hours per semester. c. Executive Board members shall be elected for a term of one year. d. There can be no more than 7 members of the Executive Board. e. Each member can officially run and hold only one position. f. Each Executive Board member is expected to hold a minimum of five office hours per week to conduct business. g. Each Executive Board member is expected to hold weekly meetings with their respective committee chairpersons. h. Each Executive Board member is expected to attend all Executive Board and General Board meetings and events unless they have received permission from the President to be absent. They must submit a reason in writing to the Director of Communications. i. Each Executive Board member is responsible for participating in the publicity process. B. President The President of the Campus Activities Board must have actively served at least two full semesters as a committee chair or a member of the Executive Board. The President is required to participate in all training and development. The responsibilities of the President include, but are not limited to the following: 1. Serve as the chairperson of the Executive Board 2. Determine general membership meeting agenda with the Executive Board 3. Ensure that policies are followed correctly; directing policy formation 4. Serve as a representative for CAB at SFAC budget presentations 5. Act as a spokesperson for CAB 6. Work together with the Advisor to evaluate and maintain leadership and committee effectiveness 7. Generate ideas for Fall and Mid year general membership training 8. Serve on appropriate University-wide committees, channeling information to the general membership 9. Submit end month reports to the advisor 10. Hold bi-weekly meetings with Executive Board members 11. Vote in the event of a tie during general membership proceedings 12. Ensure that members and programs are adhering to state and University policies 13. Work with the Office of Student Activities to plan Welcome (Back) Week events 14. Hold Bi-Weekly meetings with the other six members of the Executive Board. C. Vice President The Vice President of the Campus Activities Board must have actively served at least two full semesters as a committee chair or a member of the Executive Board. The Vice President is required to participate in all training and development. The duties of the Vice President include, but are not limited to the following: 1. Hold bi-weekly meetings with committee chairs to assess productivity 2. Serve as a liaison with student organizations to seek out co-sponsorships 3. Facilitate the event evaluation process. 4. Submit end of month reports on effectiveness of program, attendance, target audience and cost 5. Preside over all general membership meetings in the absence of the President 6. Assist the President and Advisor with evaluating and maintaining leadership and committee effectiveness 7. Vote as part of General Membership 8. Serve in the absence of the President on appropriate University-wide committees 9. Meet weekly with the President. 10. Work with the Office of Student Activities to plan Welcome (Back) Week events. D. Director of Communications The Director of Communications of the Campus Activities Board must have actively served at least two full semesters as a committee chair or a member of the Executive Board. The Director of Communications is required to participate in all training and development. The responsibilities of the Director of Communications include, but are not limited to the following: 1. Prepare, record and E-mail minutes of all general membership meetings to all members and the advisor 2. Check the E-Mail daily and update the address book when new members join 3. Update the mailboxes in the office when members change or join 4. Keep the official rolls of the attendance of the Executive Board and the general membership. This also includes keeping track of all excused and unexcused absences 5. Promote Campus Activities Board campus-wide diversity in membership and programs 6. Coordinate end of year recognition program for organization 7. Coordinate participation in NACA, all other conferences 8. Maintain membership records 9. Work with the President and Advisor to plan membership wide team building activities 10. Vote as part of general membership 11. Submit end of semester reports on membership recruitment and retention 12. Serve in the absence of the Executive and Vice President at meetings with committee chairs and on appropriate University-wide committees 13. Ensure that members and programs are adhering to state and University policies 14. Hold bi-weekly meetings with respective committee chairs to assess productivity 15. Gather all pertinent information to create a history of the organization 16. Compile historical date of the organization, including events folders. 17. Responsible for taking attendance at meetings and events. E. Business Manager The Business Manager of the Campus Activities Board must have actively served at least two full semesters as a committee chair or a member of the Executive Board. The Business Manager is required to participate in all training and development. The responsibilities of the Business Manager include, but are not limited to the following: 1. Keep track of all financial obligations with agents, vendors and on campus support departments. (This includes the facilitation of purchase orders through the Office of Student Activities.) 2. Monitor the budget by keeping a running balance and submit a monthly report to the Executive Board, General Membership, and the Advisor 3. Make recommendations to whether or not a program is financially feasible 4. Prepare, attend and assist the President with budget proposal to SFAC 5. Vote as part of general membership 6. Meet with the Advisor and President and committee chairs to generate and compile budget reports on programs 7. Submit end of semester budget reports to the President and Advisor 8. Ensure that members and programs are adhering to state and University policies 9. Hold bi-weekly meetings with respective committee chairs to assess productivity F. Director of Public Relations The Director of Public Relations of the Campus Activities Board must have actively served at least two full semesters as a committee chair or a member of the Executive Board. The Director of Public Relations is required to participate in all training and development. The responsibilities of the Director of Public Relations include, but are not limited to the following: 1. Manage and coordinate with members in charge of all Campus Activities Board activities by holding meetings with them to coordinate publicity. 2. Put in requests for marquee, campus design, torch, web calendar, voice mails and UMD announce 3. Insure that all other publicity is done by the member in charge of the event (Additional publicity may be assigned by the Executive Board.) 4. Serve as the liaison to campus, community media, and campus design. 5. Establish and maintain promotional standards that comply with the University’s posting policy 6. Coordinate major publicity for Campus Activities Board programs 7. Work with the President and Advisor to coordinate publicity workshops and think of new and innovative ways to publicize 8. Evaluate marketing and assessment for CAB to provide campus-wide coverage 9. Vote as part of general membership 10. Submit end of semester reports on publicity and marketing tips for committee chairs 11. Meet with committee chairs to assist with development and advise creativity in promotions 12. Ensure that members and programs are adhering to state and University policies 13. Hold bi-weekly meetings with respective committee chairs to assess productivity G. Director of FUN The Director of FUN of the Campus Activities Board must have actively served at least two full semesters as a committee chair or a member of the Executive Board. The Director of FUN is required to participate in all training and development. The responsibilities of the Director of FUN include, but are not limited to the following: 1. Hold bi-weekly meetings with respective committee chairs to assess productivity 2. Research new ideas for possible programs 3. Submit end of semester reports on events. 4. Ensure that members and programs are adhering to state and University policies 5. Participate in the planning and implementation of programs 6. Vote as a part of the general membership H. Director of Comedy and Concerts The Director of Comedy and Concerts of the Campus Activities Board must have actively served at least two full semesters as a committee chair or a member of the Executive Board. The Director of Comedy and Concerts is required to participate in all training and development. The responsibilities of the Director of Comedy and Concerts include, but are not limited to the following: 1. Hold bi-weekly meetings with respective committee chairs to assess productivity 2. Research up and coming artists for both concert and comedy events 3. Submit end of semester reports on publicity and marketing tips for committee chairs 4. Ensure that members and programs are adhering to state and University policies. 5. Participate in the planning and implementation of programs 6. Vote as a part of the general membership II. COMMITTEE CHAIRS – QUALIFICATIONS AND RESPONSIBILITIES A. All Committee Chairs can qualify for the position if they attended five general membership meetings and actively participated in two Campus Activities Board events. It shall also be the responsibility of every elected chairperson to maintain and conduct productive committee meetings that consist of general membership members. An elected Committee Chair is required to participate in all training and development. Each Committee Chair is required to attend large-scale events put on by the organization. B. Students eligible to serve as Committee Chairs of the Campus Activities Board shall satisfy all the following criteria both at the time of election and throughout their term of office: 1. They are undergraduates at the University of Massachusetts at Dartmouth. 2. They are making satisfactory progress toward completion of a bachelor’s degree and hold at least a 2.5 cumulative grade-point average based on a minimum of 12 credit hours per semester. 3. Committee Chairs shall be elected for a term of one year. 4. Each Chair can officially run and hold only one position. 5. Each Chair is expected to conduct a bi-weekly one on one meeting with their respective Executive Board member, as well as bi-weekly meetings with their respective committees. 6. Each Chair is expected to hold three office hours per week to conduct organization business. C. The Campus Activities Board's ten Committee Chairs and responsibilities are as follows:. 1. Traditions - help select and be a part of the new student experience by planning Miss UMD and Mr. UMD; in addition, you will have the opportunity to run one of UMass Dartmouth’s oldest events, the Spring Ball 2. Concert- to book and promote concerts by major-label artist and local bands; be the concert chair and actively get involved in concert promotion, work closely with agents, and backstage with the performers 3. Comedy- to book and promote comedy events; actively get involved in promotion, work closely with agents, and even backstage with the performers 4. Fall Festival/Springfest – work with the Fall Festival and Springfest Committees through the Office of Student Activities; get involved with promotion, contract negotiation, and collaboration with other UMass Dartmouth organizations 5. Late Night Programming – coordinates movie series and all other night time events not already covered by another committee 6. Small Venue Programs - coordinate a variety of small-scale, innovative programs never attempted before; work with other University organizations in planning campus-wide events (including Coffeehouse and recreational programs) 7. Travel - coordinate off campus events that students would enjoy; also show that there are more things to do then just what is on campus; including educational, social and recreational trips 8. Web Page Developer/Photographer – create and/or maintain the Campus Activities Board web page; coordinate all photography of organization events 9. Designer –responsible for the overall look of the organization and it’s programs as it relates to advertising and promotion 10. Promotions – research new and innovative ways to promote the organization and its events; serve as the “face” for the Campus Activities Board with respect to campus-wide promotion and publicity 11. Multicultural – coordinates diversity programming for the organization and works with other student organizations which are generally considered underrepresented groups. 12. Games – coordinates Greedy Bingo, Texas Hold’Em and other game shows through outside agencies as well as university resources. III. General Membership A. General membership is a position in the Campus Activities Board that a member can hold without being voted into. Any student can become a general member by coming to three general board meetings. After becoming a member they have full voting rights in the General Board meetings. IV. ELECTIONS A. Procedure 1. All available positions will be announced during the last meeting in March, two weeks prior to the election date. Should there be a vacant position, the Executive Board can appoint someone until the position has been filled. 2. Candidates may only run for one position per election. 3. Letters of Intent must be submitted. a. This letter must state the position you are running for, your status at the school (i.e. whether you are a freshman, sophomore, etc.), and why you are interested in running for the specific position. b. Deadline for submitting letters of intent shall be one week prior to the election. c. These letters are to be presented to the Director of Communications of the Campus Activities Board and then read at the election by the candidates. 4. Anyone running for a position must sign a grade release form in order for the Office of Student Activities to verify grades. 5. Anyone running for a position shall be elected by majority vote of eligible members of the Campus Activities Board. Should a majority vote not be reached for a specific position, then at the following meeting another vote shall be taken. 6. All elected chairpersons and executive board shall take part in training sessions and work in conjunction with the Office of Student Activities to plan the next academic activities calendar. 7. All elected officials shall assume the duties and responsibilities associated with their elected positions (for the new Executive Board) one week after elections. The current executive board will remain in effect through the remainder of the academic year. V. MEETINGS A. Meetings of CAB shall be held in three parts: 1. Executive Board a. The Executive Board shall meet on a regularly planned weekly basis that will be decided on at the beginning of every academic semester. b. At these meetings, future planning will be discussed regarding matters or concerns that effect the organization as a whole. 2. Executive Board and Committee Chairs a. The Executive Board and committee chairs shall meet on a regularly planned bi-weekly basis (during the regular Executive Board meeting time) that will be decided on at the beginning of every academic semester. b. At these meetings, future planning as suggested by a chairperson’s committee report will be discussed. 3. General Board Meetings a. The General membership meetings, with the entire Campus Activities Board membership, shall meet on a regularly planned weekly basis that will be decided on at the beginning of every academic semester unless there is a special reason to have for more or less. The Executive Board will decide these reasons. b. The purpose of General membership will be to share information, work on upcoming event details and to plan future events. Committee chairpersons will give a report on recently held events as well as announcing upcoming events. Eligible members of the Campus Activities Board will then vote on events that are being planned at least two month in advance. VI. VOTING A. Executive Board All proposals that are brought to the General Membership meeting will have first consideration for voting by the Executive Board. B. General Membership 1. Any member who has attended a minimum of three General membership meetings. 2. Paper Ballots will be used for all voting purposes dealing with elections. 3. A vote of 75% or more will pass a proposal at the given General Board meeting. 4. The advisor will count the votes along with the President. VII. ATTENDANCE A. Any Executive Board member of the Campus Activities Board who is absent, without excuse, for two (2) consecutive e-board meetings/events or three consecutive G-board meetings, or a total of three (3) meetings/events per academic semester, or six (6) meetings/events per academic year will be dismissed unless a valid reason has been submitted to the Director of Communications of the Campus Activities Board for approval prior to the absence. B. All committee chairs must submit a valid reason in writing, to the Director of Communications of the Campus Activities Board no later than four hours prior to the regularly scheduled CAB meeting/event, in order to be excused. If it is the Director of Communications that is absent, then the report must be submitted to the Vice President. C. The Executive Board of CAB shall decide if the reason given is valid if removal from office should arise. D. Valid reasons should be as specific as possible and include the following, in addition to the discretion of the Executive Board of the Campus Activities Board: 1. Personal or family related medical reasons; 2. Family related emergencies; 3. Emergency work obligations; 4. Academic or athletic obligations 5. Midterm or Final Exams E. If, for circumstances beyond one's control, a position holder cannot submit a reason at the prescribed time, the committee chair should make every attempt to inform the Director of Communications of his/her absence by any means possible before the scheduled meeting. If the committee chair cannot notify the Director of Communications before the meeting, for said reasons, a written reason must be submitted to the Director of Communications of the Campus Activities Board as soon as possible, in order to determine if the absence will be excused. F. If the reason for the absence is determined to be "invalid" or if the absentee ignores these procedures, the absence shall count as an unexcused absence. VIII. REMOVAL FROM OFFICE A. Removal shall take place… 1. Should an Executive Board member reach the number of unexcused absences as defined in the attendance policy. 2. Should a member not be fulfilling the requirements of the position that he/she was voted into. 3. Should a member commit a serious breech of trust against the board or the university, or should there be a violation of any laws, or a misrepresentation of the Board or the University. 4. Should a member not fulfill the University academic requirements as stated in this Constitution and/or the Student Handbook. B. Procedures for Removal 1. There must be a motion for removal procedures, and a second. Removal procedures can be initiated by anyone on the Executive Board. 2. Before there is a motion for removal there must be two written warnings given to the member in question. a. The first warning will be given to the member during a sit down meeting with the Advisor and President, incase it is the President the Vice President will be present. All must sign the warning, and a copy will be given to the Director of Communications. b. The second warning will be given to the member during a sit down meeting with the Advisor and President, incase it is the President the Vice President will be present. All must sign the warning, and a copy will be given to the Director of Communications. This letter should state that they are in Position Jeopardy, and with one more mistake they can and will be motioned for removal of office. 3. These motions are to then be brought to the Director of Communications, unless they are about the Director of Communications. Should that be the case, the motions will then be brought to the President. 4. After the motion, a vote will take place at the next regularly scheduled Executive Board meeting. A majority vote in favor of removal will constitute removal from the position. 5. After a removal from office the Director of Communications must write a formal letter to the member informing him/her of the removal and get back the key. If it is the Director of Communications that is removed, the President must do so. IX. AMENDMENTS A. Executive Board 1. Any eligible voting member shall recommend amendments to the Constitution. 2. Proposed amendments are to be presented to members of the Executive Board by the President and shall be discussed, and then voted upon at the following General membership meeting. 3. 75% of the voting members of the entire Campus Activities Board shall be required to adopt an amendment. 4. An amendment, which is adopted, shall be added to the Constitution and go into effect once voted upon. B. Advisor 1. Will be responsible for evaluating the Executive Board and providing feedback to the overall operation of the Campus Activities Board 2. Work with the Business Manager and President to maintain and produce accurate reports on the budget 3. Work with the Director of Communications to provide on going training and development for members 4. Provide guidance and advise on program ideas and content X. POLICIES A. Co-Sponsorships 1. Any student organization wishing to co-sponsor an event with the Campus Activities Board must submit a written proposal and co-sponsorship request of the contractual arrangement regarding the details of the event being held, and the reasons for it to the Vice President of the Campus Activities Board. 2. Criteria for evaluation of co-sponsorships will be a based on a written proposal, time, and availability of location, numbers of activities, cost and labor. This proposal should be submitted at least one month prior to the event that is being discussed, so the Vice President may discuss the program and have time to plan for the event. (Evaluation of proposals submitted after the one month requirement will be at the discretion of the Executive Board.) 3. All co-sponsorships submitted by any organization will be reviewed by the Executive Board. Those that are feasible will be addressed at the next general membership meeting to be voted on by all eligible voters. 4. For those that are determined not feasible a letter will be sent to the specific organization by the Director of Communications outlining why it is not feasible. 5. CAB members should be active participants in all co-sponsorship events. No funds will be given without active participation. 6. No CAB position holder will present a co-sponsorship to the board for an additional organization that they are part of. B. Contracts 1. Contracts will be dealt with in a certain order. That order is as follows: a. The Business Manager will get two copies of the original contracts. b. The Business Manager will meet with the Advisor about the contacts and sit down and write out the PO requests and have the Advisor sign them both. c. The Business Manager will then make two copies of the PO request and save one in their folder; the other copy will be given to the member in charge of the event. d. After PO requests are done the Business Manager will then bring both contracts to the Vice-Chancellor of Fiscal Affairs, Donald Zekan, and get it stamped by the secretary. e. After the contracts are signed, the Business Manager will bring the contract with the PO request to Barbara Costa so she can put it into the system. f. The other copy of the contract will be faxed back to the vendor. The Business Manager will copy the signed contract and give one copy to the person in charge of the event, and then will keep the original in their folder.