Convoy of Hope Club of Westfield State University

Convoy of Hope Club of Westfield State University

Article I

Name:

Section 1: This organization shall be known as the Convoy of Hope Club of Westfield State University. Hereafter referred to as the Convoy of Hope Club.

Article II

Purpose:

Section 1: The primary purpose of the Convoy of Hope Club is to serve people and communities throughout the world, through disaster relief projects, world feeding initiatives, and local community service projects. The Convoy of Hope Club will follow the objectives of the nonprofit organization, Convoy of Hope. Service projects performed by the Convoy of Hope Club will follow objectives including, international feeding initiatives, community outreaches, and disaster relief. Projects done under these guidelines will benefit many. The Convoy of Hope Club will sponsor leadership among members and promote relationships. Members will have an opportunity to change the lives of others and enjoy a valuable experience.

Article III

Membership:

Section 1: Membership shall be open to all full-time and part-time undergraduate students of Westfield State University who have paid their student activities fee for the current academic semester.

Section 2: Members are considered to be active if they attend and participate in two-thirds (2/3) of the clubs meetings and events.

Article IV

Officers:

Section 1: The officers of the club will include the President, Vice President, Secretary, Treasurer, Service Chair, Fundraising Chair, and Advertising Chair.

Section 2:

·  The Convoy of Hope club President is responsible for overseeing all meetings, service projects and fundraisers. The President is also expected to plan and run meetings, and hold executive board meetings. The President may also hold a vote to add and remove additional chair positions as needed. A position can be added or removed by a two- thirds (2/3) majority club vote.

·  The Vice President is to assist the President whenever possible, provide the faculty advisor with updates, and oversee all chair positions. In case of the Presidents absence the Vice President is to assume the responsibilities of the President.

·  The Treasurer is to manage the finances of the club and give financial updates at executive board meetings.

·  The Secretary is to take down minutes at each meeting and update members with meeting minutes. The Secretary is also responsible to create a Facebook group that includes all members of the club.

·  The Service Chair is to organize and plan all service projects. Service projects must be organized under the objectives of Convoy of Hope. The Service Chair is also responsible for heading a committee of members whom will assist the Service Chair in developing service projects.

·  The Fundraising Chair is to organize and plan all fundraising projects. The Fundraising Chair must organize an annual fundraiser in which all proceeds will go directly to the Convoy of Hope Charity. This fundraiser is to be executed every year. The Fundraising Chair will also head a committee of members whom will assist them in the development of fundraising events.

·  The Advertising Chair is to work with the Fundraising Chair in order to educate students and the community about events occurring within the Convoy of Hope Club. The Advertising Chair must draw attention to events done by the Fundraising Chair, as well as the club as a whole, in order to improve the outcome of events performed by the Convoy of Hope Club.

Section 3: Officers for the upcoming academic year shall be selected before May 1st of every year by majority vote.

Section 4: Any full-time or part-time undergraduate student who has been actively involved in the Convoy of Hope Club by attending at least two-thirds (2/3) of the Convoy of Hope Club’s meetings and events for at least one (1) semester is eligible to hold office.

Section 5: Each officer’s term will last two (2) semesters (one (1) academic year) unless voted for removal (see Article 10, section 1). Each officer’s term will begin on the first day of classes for the fall semester and end on the last day of classes the following spring semester. If an officer graduates, steps down, or is removed from office before completing their two (2) year term, elections will be held to fill their position. After completing a two (2) year term officers may run again for any of the executive board positions; however any member who is eligible to run for office (see article VI, section two (2)) may do so. Newly elected officers will be trained for their position two (2) weeks prior to the end of the academic year.

Article V

Advisors:

Section 1: The faculty advisor may be a member of faculty, staff or a librarian.

Section 2: The faculty advisor will assist the Convoy of Hope Club by acting as a liaison to the University administration and faculty group. They are here to ensure the Convoy of Hope Club is following University guidelines and offer guidance and suggestions when needed. The advisor(s) is/are invited to all Executive board and club meetings; however is not required to attend. The advisor must help students navigate through the University systems, and help obtain meeting spaces or supplies when necessary.

Section 3: Faculty advisor(s) will be appointed by majority vote of two-thirds (2/3) of club members.

Article VI

Elections:

Section 1: Members of the club must be verbally nominated by another club member and have attended at least two thirds (2/3) of the clubs meeting and events in the previous academic year (two (2) semesters) in order to run for office. The person nominated may either accept or decline the nomination.

Section 2: Voting for executive board positions will be done using a paper ballot. The President will then tally the votes, the President will only be allowed to vote if there is a tie in the votes. The President is a non-voting member in elections. If the President is running, a non-voting member will tally the votes, determined by the board.

Section 3: No election may be held if there is not a quorum of fifty percent (50%) of the club members plus one (1) present at the meeting.

Section 4: In the event of a tie, the President will cast the final vote. If the President is running, a member who is non-voting and is not in the race will cast the tie breaker.

Article VII

Meetings:

Section 1: The club will meet no less than one (1) time every two (2) weeks.

Section 2: Officers may hold separate meetings with only the officers, as well as meetings without advisors.

Section 3: The Convoy of Hope Club President may call special meetings if necessary.

Article VIII

Vacancies:

Section 1: If an officer steps down, the club will hold elections to fill the position at the next meeting, or at a meeting called by the President. If the President steps down or is removed, the Vice President will fill the position and the Vice President’s position will be filled by means of the election process described in Article VI.

Section 2: If an advisor steps down, the club will hold elections to fill the position at the next meeting, or at a meeting called by the President. The position will be filled by means of the election process described in Article V.

Article IX

Amending Procedure:

Section 1: This constitution may be amended by a two-thirds (2/3) majority vote of the voting members of the club and if approved by the Rules and Regulations committee of the Student Government Association.

Article X

Removal from office:

Section 1: If an officer is not performing to his/her duties as stated in Article IV, section 2, that person may be removed by a two-thirds (2/3) majority vote. A replacement will be chosen following the election process as described in Article IV at the next club meeting.

Section 2: If an advisor is not performing to his/her duties as stated in Article V, section 2, that person may be removed by a two-thirds (2/3) majority vote. A replacement will be chosen following the election process as described in Article V at the next club meeting.

Article XI

Recognition of Safety and Waiver of Liability:

Section 1:

1. The Student Government Association (herein, SGA) and this Club, Convoy of Hope Club, recognize that the overall safety and wellbeing of its Club members is a priority function of the Club.
2. This Club (named above) is only authorized to conduct its activities in a designated University approved location such as one provided on campus grounds or at a recognized location that is designed or approved for this Club’s specific activities.
3. Each Club member, as a material condition of membership, understands, accepts and agrees that his/her participation in this Club is voluntary and that their voluntarily assumes all risks and liabilities associated with his/her participation. Each Club member, by accepting membership, agrees to hold the SGA harmless from and indemnify the SGA against any and all liability, including, but not limited to physical, financial, emotional and property damage claims, whether sustained or inflicted, in connection with or in any way related to the participant’s participation in the Club.
4. Once approved the SGA acts as an administrative resource for the Club and is not responsible for managing Club activities. The Club must be under proper supervision (by an advisor or coach or certified facility manager) while performing Club activities which may include but are not limited to practices, meetings and competitions.
5. Any and all injuries, whether incurred or inflicted in connection with Club activity, must be reported to Westfield State University Public Safety (413) - 572-5262 immediately per University reporting procedures. The SGA Parliamentarian or Representative must also be notified of such injury in writing no later than twenty-four (24) hours after the injury occurs. Reports of injuries will be kept by the SGA within the Club’s file.
6. After a report of such an injury has been made, all Club activities must cease while the cause of the injury is determined and an assessment of the situation occurs. After such determination and assessment by the Rules and Regulations committee, the club may resume its activities only if authorization from the SGA Parliamentarian to resume is issued in writing.

Section 2:

1. Failure to adhere to these conditions may result in sanctions, up to and including, revoking the Club’s active status as determined by the Rules and Regulations Committee.