Campus Activities Board Constitution

Created February 27, 2000
Amended February 25, 2001

Article I. NAME

The name of this organization shall be Campus Activities Board (CAB), an organization of the University of Rochester Students’ Association.

Article II. PURPOSE

Purpose of CAMPUS ACTIVITIES BOARD shall be to provide varied an interesting entertainment for as many members of the University community as possible. These programs shall provide social and cultural events on a regular basis. These programs shall be centered around, but not limited to, Wilson Commons. This group shall work with students, faculty, staff and alumni in coordinating these events and activities.

Article III. MEETING

A. Meeting is valid if quorum and at least four executive board members are present. A quorum will consist of one-half of the entire membership.

B. Meetings must be held at a set time and place, except when in conflict with University scheduled breaks. All regular and special meeting must be advertised in advance to all members of CAMPUS ACTIVITIES BOARD. No elections may take place at a meeting that was not previously announced.

Article IV. MEMBERSHIP AND VOTING

A. Membership:

1. Any Undergraduate at the University of Rochester who has paid a Student Activities fee for the current academic year is eligible to become a member of CAMPUS ACTIVITIES BOARD.

2. To qualify as a member one must attend at least one-half of the meetings within each semester.

3. To obtain membership privileges, one must also contribute ideas and opinions at meetings, help in distribution of advertising, and help with and attend at least one major event and two minor events per semester.

B. Voting

1. Voting on any issue is official when a meeting is valid.

2. Each member, who is also a Students’ Association member, is entitled to one vote on each issue.

3. Passage of motions shall be by one open vote and require a simple majority of those present and voting unless otherwise required.

Article V. OFFICERS AND DUTIES

A. Officers:

1. The following officers shall be elected to the Executive Board for the first year of existence:

a. Administrative Chairperson

b. Public Relations Director (2)

c. Business Manager

d. Wilson Commons Activities Coordinator

e. Event Chairperson (4)

2. The officers are elected to a term of one (1) year.

B. Duties of the Executive Board Members:

1. The Administrative Chairperson shall:

a. Conduct weekly meetings.

b. Coordinate the Executive Board.

c. Oversee all aspects of the planning and execution of all CAMPUS ACTIVITIES BOARD sponsored events.

d. Be ultimately responsible at all events.

e. Conduct all elections of Officers.

f. Develop the budget for the following year, along with the Business Manager.

g. Serve as the official representative of CAMPUS ACTIVITIES BOARD to the University community, outside of those events coordinated by CAMPUS ACTIVITIES BOARD.

h. Take attendance at meetings and keep records of all members.

i. Record minutes of each meeting, and distribute them to all members via the most convenient mode of communication, as well as keep a hard copy for future use by CAMPUS ACTIVITIES BOARD.

j. Coordinate evaluation of all events.

k. Coordinate recognition of all members who have contributed to the execution of each event.

l. Publicize information regarding meetings to group members.

m. Plan social activities for group members upon completion of events.

2. Public Relations Directors (2) shall:

a. Generate all forms of publicity for all CAMPUS ACTIVITIES BOARD events.

1. The allocation of areas of publicity shall be determined at the first Executive Board meeting of the newly elected Executive Board.

i. Areas of publicity shall include, but are not limited to:

1. Posters

2. Banners

3. The Buzz ads

4. Campus Times ads

5. UR Vision

6. Tunnel Painting

7. Any needed off-campus advertising

8. Website.

ii. Each Public Relation Director’s area of publicity is to be clear so that members know who is in charge of each area

a. Coordinate the distribution of advertising.

b. Organize and advertise interest meetings.

c. Create awareness and stimulate interest in the organization.

d. Be responsible for Activities Fair displays.

e. Establish a CAMPUS ACTIVITIES BOARD member email and phone mail list.

f. Establish a CAMPUS ACTIVITIES BOARD general interest email address for student feedback.

3. Business Manager shall:

a. Keep records of all financial transactions.

b. Advise on the ultimate allotment of all funds.

c. Obtain all requisitions, purchase orders, checks, and any other sources of funding.

d. Attend all budgeting meetings required by SAAC.

e. Develop the budget for the following year, along with the Chairperson(s).

f. Deal directly with the SAAC controller.

g. Be responsible for paying all bills, and depositing all income.

h. Monitor all monetary aspects of individual CAMPUS ACTIVITIES BOARD events.

4. Wilson Commons Activities Coordinator shall:

a. Coordinate additional programming for the University community in Wilson Commons.

b. Communicate to the Student Activities Office staff sentiments of students concerning programming within Wilson Commons.

5. Event Chairperson (4) shall:

a. Program, coordinate, and be responsible for all aspects of CAMPUS ACTIVITIES BOARD events.

b. Recommend contractment of entertainers or entertainment to CAMPUS ACTIVITIES BOARD.

c. Procure at the best price for CAMPUS ACTIVITIES BOARD entertainment or entertainers voted on for all events carried out by CAMPUS ACTIVITIES BOARD.

d. Meet, assist, and help the entertainer(s) at each CAMPUS ACTIVITIES BOARD event.

e. Each is responsible for at least one CAMPUS ACTIVITIES BOARD event during the course of each academic year.

1. The allocation of events to the Event Coordinators shall be determined at the first Executive Board meeting of the newly elected Executive Board.

C. Duties of all Executive Board Members:

1. All Executive Board Members shall:

a. Promote the active recruitment of new members.

b. Enforce this Constitution and maintain current copies open to inspection.

c. Be responsible for knowing the sections of the Students’ Association Constitution and by-laws that apply to this group.

d. Promote the organization as a whole in a positive light to the University of Rochester community.

e. Attend a majority of the events programmed.

f. Handle the budgeting and monetary aspects of their duties.

g. Keep their respective files in proper order.

h. Work together to successfully program events and sustain this organization.

Article VI. NOMINATIONS AND ELECTIONS

A. Nominations

1. Any member may be nominated or nominate themselves for any position on the Executive Board, except chairperson.

2. Any member may be nominated or nominate themselves for chairperson only if they have been a member for at least one semester prior to elections unless otherwise approved by the SAO advisor and the current Executive Board.

3. Nominations shall take place the week before elections, two weeks prior to Dandelion Day.

4. Only Students’ Association members can be nominated for a position on the Executive Board.

B. Elections

1. Elections will take place one week prior to Dandelion Day.

2. To be eligible to vote a person must be a Students’ Association member as well as a CAMPUS ACTIVITIES BOARD member.

3. Winners will be determined by a simple majority of those voting. For positions requiring more than one person, the top vote gutters will be declared the winners. CAMPUS ACTIVITIES BOARD members shall choose their top “X” number of candidates for positions requiring more than one person.

4. Voting will take place by a secret ballot.

5. The current chairperson is not entitled to vote.

6. Elections take place in the following order:

a. Administrative Chairperson

b. Event Chairpersons (4)

c. Wilson Commons Activities Coordinator

d. Public Relations Directors (2)

e. Business Manager

7. All candidates will be given the opportunity to speak and answer any questions.

8. Candidates may drop down to the following position upon losing an election and may withdraw their candidacy at any time.

9. In the event of a tie there will be a runoff election between the tied candidates.

10. In the event that there is still a tie the chairperson will cast the deciding vote in all elections except those in which the chairperson is running. For this case the SAO advisor will cast the deciding vote.

11. Unless there are extenuating circumstances, no member may hold more than one position at one time.

Article VII. VACANCIES

A. Resignations of Executive Board members must be made in writing specifying a date.

B. Vote of No Confidence

1. A motion may be made for a vote of no confidence whereby a vote will take place at the next meeting.

2. The Executive Board member in question must be given the opportunity to respond in writing or in person at the next meeting.

3. The member will be removed from office with a ¾ vote of no confidence.

C. Filling Vacancies

1. A vacancy will be filled by an election to be held within the next two meetings following the resignation or impeachment.

2. Newly elected Executive Board members will hold their position for the remainder of the term.

Article VIII. FUNDING

The Students’ Association of the University of Rochester will fund the Campus Activities Board. S.A. members will be given priority at any S.A. funded event sponsored by this organization.

Article IX. ADOPTION OF CONSTITUTION

A. Adoption of this Constitution requires a 2/3 vote of approval.

B. The Constitution will be ratified upon approval of Senate and the signature of the Speaker.

C. The Constitution shall not conflict with the Students’ Association Constitution or By-Laws.

D. This Constitution shall be enacted April 8, 2000, with the nominations of the first Campus Activities Board executives.

Article X. BY-LAWS AND AMENDMENTS

A. Amendments require a 2/3 vote of approval to become part of this Constitution.

B. By-Laws and Amendments shall not conflict with the Students’ Association Constitution or By-Laws.

Article XI. HAZING

The CAMPUS ACTIVITIES BOARD does not permit the harassment of an individual by another group or individual. Behavior prohibited under this rule includes actions threatening substantial risk of physical or mental injury; actions exposing the individual to distressing, repulsive, or alarming situations or sensations; forced consumption of alcohol or drugs; actions in the form of social pressure which might cause harm to the individual.

Article XII. DISCRIMINATION POLICY

The University of Rochester CAMPUS ACTIVITIES BOARD does not discriminate against any individual or group of individuals on the basis of race, color, sex, sexual orientation, national or ethnic origin, age, handicap, or religious, political, ideological views