The Black Knights Chess Club @The Frank W. Hale Jr. Black Cultural Center
Constitution and By-Laws
Constitution
Article l - Name, Purpose, and Non-Discrimination Policy of the Organization.
Section 1: The Black Knights Chess Club @ The Frank W. Hale Jr. Black Cultural Center
Section 2 – In concert with the missions, and vision of the The Ohio State University, its Office of Minority Affairs, and The Frank W. Hale Jr. Black Cultural Center, this organization will promote the game of Chess as a vehicle for cultural expression and awareness, intellectual enhancement, and fellowship
Section 3 - Non-Discrimination Policy: This organization and its members shall not discriminate against any individual(s) for reasons of age, color, disability, gender identity or expression, national origin, race, religion, sex, sexual orientation, or veteran status.
Article II - Membership: Qualifications and categories of membership.
Voting membership is limited to currently enrolled Ohio State students. Others such as faculty, alumni, professionals, etc. are encouraged to become members but are non-voting associate members. Dr. Frank W. Hale Jr. is considered to be Advisor emeritus for this organization.
Article III - Organization Leadership: Titles, terms of office, type of selection, and duties of the leaders.
President: The President will preside over all meetings of the Executive Committee and the General Membership, and will preserve order and regulate debate according to parliamentary procedure. S/he will oversee and coordinate the activities of the organization, and will also be an ex-officio member of all committees, excluding instances where a committee is reviewing the presidency.
Vice President: The Vice President will assist the President in the task of overseeing and coordinating the program and activities of the organization. S/he will stand in for the President in her/his absence. S/he will, in close collaboration with the President, and wherever possible, the entire Executive Committee, develop the agenda of each meeting.
General Secretary: The General Secretary will attend all the meetings of the Executive Committee and of the General Membership, and act as clerk thereof and record the minutes of all its transactions in a book to be kept for that purpose. S/he will give, or cause to be given, notice of all meetings of the Board and General Membership. S/he will ensure that all received correspondence is stored, and that all mandated correspondence is sent, and copies kept. S/he will keep and make available whenever required, all of the records of the organization.
Treasurer: (The Business Officer) will keep account of all the organization's funds and securities. S/he will keep, or cause to be kept full and accurate accounts of receipts and disbursements in books belonging to the organization. S/he will disburse the funds of the organization as mandated by the General Membership or the Executive Committee. Further, the treasurer will give an accurate account of all her/his transactions as business manager and of the financial condition of the organization, whenever required to do so by the General Membership, or any member of the Executive Committee.
Publicity Officer: The Publicity Officer will coordinate, maintain and extend the publicizing of all the events of the organization via print and electronic media.
Election of officers shall be held in May. A general meeting of all voting members shall be called and all candidates (only voting active members of the organization are eligible. Associate members are not eligible to hold offices) shall have 5 minutes to state why they feel they are qualified for the position. Voting will then take place at a subsequent general meeting later in the month. A quorum of voting members must be present. Election will be decided by secret ballot where the majority vote wins. Voters will be given a form with the office and name of candidates. They will be instructed to circle the candidate which they are casting a vote for. Ballots will be limited to one per person and each voter will be instructed to only vote once for each office. Ballots will then be counted by the current acting executive committee. A list of the new officers will be posted on the organization’s bulletin board. Any unfilled offices following election will be appointed by the acting president from the losing candidates of the recent election. If any officer wishes to resign, he/she is free to do so. The executive committee will introduce three names into nomination for a replacement officer, after which the committee will vote and the officer will be appointed.
Article IV - Executive Committee (if needed): Size and composition of the Committee.
The Executive Committee (ExCo) will be composed of a President, Vice President, General Secretary, Business Manager, Publicity Officer. All executive members are to be elected in the Annual General Meeting. This appointment has to be ratified by a General Meeting. All members of the Executive Committee are accountable to the General Membership, and subject to recall. A petition supported by 15% of voting members constitutes inclusion of a recall motion on the agenda of the next General Body Meeting.
The Executive Committee has the power, subject to ratification by the General Membership to appoint additional officers to the Executive Committee if the situation requires it.
If any office becomes vacant for any reason, and the General Membership does not choose a successor at the first Membership meeting thereafter, the Executive Committee is empowered to appoint a successor, subject to ratification by the General Membership.
The duties vested in the Executive Committee and the officers of the organization include, but are not limited to the following:
(a) Planning projects, programs and activities of the organization.
(b) Raising funds
(c) Publicizing the organizations' activities.
(d) Developing ways of attracting membership.
(e) Maintaining close liaison with the leadership of sponsoring organizations.
Article V - Standing Committees (if needed): Names, purposes, and composition.
Committees
Committees will be formed by the Executive Committee, subject to ratification by the General Membership, as the need arises.
The structure and modus operandi of each committee will be determined by the need.
Article VI – Method of Removing Officers and Members.
All officers of this organization shall be held to the standards of professionalism required by the Ohio State University code of student conduct. Violation of these standards by any officer shall be considered by the executive committee minus the offending officer, and one of the organization’s advisors. The officer in question shall have an opportunity to present his/her case after which the executive committee will vote by secret ballot as to whether or not the officer should be removed. In the event of a tie, the advisor will cast the deciding vote. Any officer currently under investigation by the University for violation of professionalism standards will retain their position until a verdict is rendered. Any officer who is receiving disciplinary action from the university or who has been dismissed from the university for violation of the afore-mentioned standards will be removed from their office by the current president. Any officer who finds that time constraints do not permit them to execute their office to the fullest extent, and would like to resign, need only speak with the executive committee. The officer’s resignation will be accepted and a new officer will be elected to fill the position. Officers seeking to resign should allow the committee sufficient time to consider a replacement before actively resigning, and should pass any pertinent information onto the replacement officer.
All members of this organization shall be held to the standards of professionalism required by the Ohio State University. Members who have been dismissed by the university for violation of these standards shall have their membership revoked automatically. No vote will be required in these circumstances.
Article VII – Advisor(s) or Advisory Board: Qualification Criteria.
This organization shall be advised by the Frank W. Hale Jr. Black Cultural Center, director, assistant director or program manager/director and co-advised by a ranking graduate student or other full-time staff member.
Article VIII – Meetings of the Organization: Required meetings and their frequency.
The general body of this organization will meet bi-weekly except on such occasions as: quarter/semester breaks, holidays, weather related emergencies when it will meet less frequently or at times of major programming including MLK jr. Day, Pre-Kwanzaa , and African American Heritage month when it will be necessary to meet more frequently. The organization shall meet at least once a month except for July when it will take a month off for summer recess.
The executive committee shall meet on an as needed basis prior to general body meetings.
Article IX – Method of Amending Constitution: Proposals, notice, and voting requirements.
Proposed amendments to the constitution should be submitted in writing to the executive committee, should not be acted upon, but read in the general meeting in which they are proposed, again at one general meeting following the meeting in which the proposal was introduced, and finally in the general meeting where the amendment will be voted on. For the vote to be initiated, a quorum (50% +1 of the total organization members) must be present. Approval requires two-thirds of the voting members present. .
Article X – Method of Dissolution of Organization
At such time when 75% of the active membership approve, the advisor recommends, or membership falls below required levels of at least (5) members, this organization shall be dissolved at the time in which all debts have been properly closed and documented. All records and materials will be archived and become property of the Frank W. Hale Jr. Black Cultural Center and utilized at the discretion of its director.
By-Laws
Article I
Parliamentary Authority
The rules contained in Robert’s Rule of Order shall govern the organization in all cases to which they are applicable, and in which they are not inconsistent with the by-laws of this organization.
Article II- Membership
Membership shall be open to all current students and alumni of The Ohio State University. Voting membership and the holding of offices shall be limited to students currently enrolled in The Ohio State University.
Article VI – Advisor
Advisors are not expected to be at all meetings of the executive committee, but should be present at the majority of organization functions and be available for meetings regarding the dismissal of officers. Advisors should ensure that all organization sponsored activities are in keeping with the policies and standards of the university. Advisors shall also be required to be the second signer on checks, and will have access to the organization’s account.