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Club Constitution
Topic Started: Oct 24 2013, 07:10 PM (12 Views)
Suitch
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CONSTITUTION OF ALPHA PSI PHI -
(The Science Fiction and Fantasy Club)

ARTICLE 1
Name and Purpose

Section 1. The name of this organization will be Alpha Psi Phi (the science fiction and fantasy club).
Section 2. The purpose of the club shall be:
a. To promote interest in science fiction and fantasy;
b. To provide a forum for the discussion of science fiction and fantasy novels, films, and other topics of interest;
c. To promote interaction among students and faculty;
d. To provide and maintain a library of science fiction and fantasy literature for member's use.
Section 3. One school year shall be defined as the Summer, Fall, and Spring semesters.

Article 2
Membership

Section 1. Anyone showing an active interest in science fiction or fantasy is welcome to become a member of this organization. Membership classifications of the organization shall consist of the following:
a. Active members of the organization shall be anyone who has paid dues the current semester or within three weeks of the end of the previous semester. The categories and descriptions of active members shall be as follows:
i. Tech Division -- any student, faculty member, or staff member of Tennessee Technological University
ii. Alumni Division -- anyone that was formerly an active member in the Tech Division or was an active member that graduated before Spring 2001
iii. High School Division -- any student from any of the area middle schools or high schools (Note: May not vote on constitutional revisions)
iv. Community Division -- anyone wishing to be a member that doesn’t fall in one of the above divisions (Note: may not vote on constitutional revisions)
b. Absent members of the organization shall be any active member who shall have missed two consecutive club business meetings. Absent members automatically return to Active status by attending a business meeting, or by submitting a proxy vote to the Court Magus
c. Inactive members of the organization shall be any former active member who has not paid dues by the end of the 4th full week of the semester
d. Honorary members of the organization shall be an individual noted for his/her expertise in the area of science fiction or fantasy or an individual noted for his/her contributions to the club. All honorary members must be conferred by a majority vote.
Section 2. Any member may lose his or her privileges in the organization because of any of the following reasons:
a. He/she neglects to pay his/her dues or other fees for two consecutive semesters;
b. A majority vote of the executive committee determines he/she has exhibited inappropriate conduct. This termination of membership can be appealed to a majority vote of the club. Appeals are limited to one per semester
Section 3. Only currently active members shall be permitted to vote.
a. A vote will carry only if the majority of active members present and voting approve (majority vote) and a quorum of active members are present;
b. A quorum shall consist of no fewer than half (1/2) of the number of active members at the time, rounded up
c. If a vote is known in advance to the members, any active member may send a proxy vote and be counted towards a quorum. To proxy vote an active member should send a written or typed note to the Court Magus prior to the meeting to have the vote. The note should include the member’s name, vote, reason for not being able to attend, and signature as well as the date

ARTICLE 3
Officers

Section 1. Officers of Alpha Psi Phi shall consist of an Emperor (President), Imperial Advisor (Vice President), Court Magus (Secretary/Treasurer), Chief Engineer (Publicist/ Webmaster), Archivist (Librarian), and Master of the Revels (Social Activities Coordinator).
Section 2. The faculty advisor(s) shall be elected from the faculty of Tennessee Tech and shall remain the advisor(s) until such time as they relinquish office or until a majority vote elects a new advisor(s) at a scheduled business meeting.
Section 3. The term of office for each officer shall be one school year as defined in Article 1, or until the resignation or impeachment of the officer. Officers may be reelected in a subsequent year by club nomination and vote.
Section 4. Officers of this organization may be any students at Tennessee Tech who meet the following qualifications:
a. They shall be in good standing with the University.
b. They shall have a minimum cumulative quality point average of 2.0.
c. They must be an active member of the Tech Division.
Section 5. They shall be nominated and elected according to the following procedure:
a. Officers shall be nominated at the second meeting before the election is to be held.
b. The Executive Committee shall examine the qualifications of the candidates and at the meeting before the election applicable candidates will be presented and other additional candidates may be presented.
c. The regular election of officers shall be held at the final meeting of the school year, at the end of the spring semester.
Section 6. These officers shall assume the powers and duties as outlined in this constitution as well as the responsibility set forth in the regulations of the University pertaining to student organizations.
Section 7. All officers and Faculty advisor(s) shall be elected by secret ballot.
Section 8. In the event that an officer shall not meet the requirements for office, resigns, or is impeached, a new officer shall be nominated and elected at a special organizational meeting called by the Executive Committee. The newly elected officer shall serve the remainder of the term.
Section 9. A person currently in office may not be nominated to another office unless no other person has been nominated for the second office.
Section 10. An officer may be impeached by a 2/3 majority of the active members present if there is a quorum present.

ARTICLE 4
Duties of the officers

Section 1. The Emperor shall have the following powers and duties:
a. To preside over all meetings of regular membership;
b. To enforce the constitution and by laws at all times;
c. To appoint committees and chairmen thereof, requiring them to carry out their duties and remove committee members who may neglect their duties or abuse their power;
d. To be chairperson at all Executive Committee meetings;
e. To call special organizational meetings as necessary;
f. To call an Executive Committee meeting;
g. To represent the organization at official science fiction or fantasy events and to do everything to promote the welfare of the organization within constitutional and legal limits.
Section 2. The Imperial Advisor shall have the following powers and duties:
a. Exercise the imperial powers in the absence of the Emperor;
b. To maintain orderly conduct during all meetings of the club;
c. To make allocations for required security at all special events of the club;
d. To represent the organization at official science fiction and fantasy events and to do everything to promote the welfare of the organization within constitutional and legal limits;
e. Perform any duties delegated to him/her by the Emperor.
Section 3. The Court Magus shall have the following powers and duties:
a. Exercise the imperial powers in the absence of the Emperor and Imperial Advisor;
b. To file and preserve all correspondence of business or official character;
c. To inspect the results of balloting or to appoint an impartial judge to perform this duty.
d. To collect all money due to the organization and disburse the same, making all payments that have been approved according to the Article 8.
e. To keep accurate and true accounts of all financial transactions;
f. To assist in making the budget as outlined in Article 8 and propose the budget decided upon by the Executive Committee to the organization at the second regular meeting of each semester;
g. To make written reports at the first regular meeting of each semester to the organization of receipts and disbursements;
h. To make oral financial reports and minute reports to the organization at every regular meeting;
i. To be responsible for recording the minutes of the organization's meetings;
j. To keep track of members in attendance at each meeting.
Section 4. The Chief Engineer shall have the following powers and duties:
a. To publish an organization newsletter:
i. A vote shall be held at the beginning of the school year to determine if a newsletter is to be published that school year;
ii. The newsletter will be published according to a schedule created by the executive committee;
iii. The editor of the newsletter shall be the Chief Engineer or an organization member appointed by the Chief Engineer. The Chief Engineer may dismiss an appointed editor.
b. To be responsible for correspondence of organizational matters to the University community;
c. To regulate the material used in notices and newsletters representing the organization to the University community;
d. To appoint member(s) to assist him/her in the aforementioned duties;
e. To upkeep the club’s webpage.
f. The publication of all organizational material shall have the following guidelines:
i. If notices of an organizational meeting or event are to be distributed to organization members, they shall be distributed no later than three days preceding the meeting or event;
ii. All notices to the University community, in any medium, are to be posted no later than one week preceding the event, if any announced by the notice.
Section 5. The Archivist shall have the following powers and duties:
a. To oversee the organization's library and to keep it in an orderly state;
b. To keep a record of the current book inventory;
c. To preside as the chairperson of the Book Committee;
d. To keep the library open for a minimum of one hour per week, during the regular school year at a time designated by the Archivist. The Archivist may also choose additional hours to keep the library open as he/she sees fit;
e. To maintain a historic record of all organization events and acquire the minutes for all meetings at the end of each semester from the Court Magus to file.
Section 6. The Master of the Revels shall have the following powers and duties:
a. To plan and coordinate extra social activities for the club outside of club time;
b. To take suggestions for social activities from club members;
c. To appoint club members to help in planning, acquiring necessary permission, and setup of event;
d. To aid in coordination and setup of other club sponsored activities, including planning and acquiring permission.
Section 7. The Faculty advisor(s) shall have the following powers and duties:
a. To appoint an interim Emperor in the event that the Emperor, Imperial Advisor, and Court Magus are unable to assume the powers or duties of the Emperor until such time as one or more of the aforementioned officers may resume his/her powers or duties, or an election is held to appoint new officers;
b. To assume the judicial power of interpreting the constitution as necessary;
c. To call an Executive Committee meeting

ARTICLE 5
Committees

Section 1. The committees of Alpha Psi Phi shall consist of The Reveling Committee, The Book Committee, The History Committee, The Literary Committee, the Omnicon Planning Committee, and any other committees the club deems necessary.
Section 2. The Reveling Committee shall be chaired by the Master of the Revels and shall be responsible for planning all social events of the club, including parties and trips.
Section 3. The Book Committee shall be chaired by the Archivist and shall be responsible for purchasing books for the library and keeping the library’s inventory accurate.
Section 4. The History Committee shall be chaired by the Historian.
a. The Historian shall be appointed by the Emperor and the Archivist.
b. The history committee shall keep accurate information documented on the events of the club and all historical items, including pictures, documents, etc.
c. The club histories shall be filed with the Archivist in the library.
d. If at such time the histories of the club are considered accurate and up-to-date, the Historian will be replaced by the Archivist who will maintain the histories from that point on, until a Historian is needed again.
e. While there is a Historian the Archivist may only participate on the histories committee and keep the histories in the library; he/she may not attempt to head the committee without the permission of the current Historian.
Section 5. The Literary Committee shall be responsible for publication of a science-fiction/fantasy literary magazine sponsored by Alpha Psi Phi, usually released at Omnicon.
Section 6. The Omnicon Planning Committee shall be responsible for planning Omnicon, Alpha Psi Phi’s annual convention, to be held in March of the Spring Semester.
Section 7. Committee chairs must be active members, of any Division

ARTICLE 6
Executive Committee

Section 1. The Executive Committee shall consist of all elected officers, chairpersons of appointed committees, and faculty advisor(s).
Section 2. The Executive Committee shall meet upon request of the Emperor or Faculty Advisor(s). All executive committee members shall be required to attend all executive committee meetings unless given prior permission to be absent by the Emperor. The Emperor may not be absent without prior permission from the Imperial Advisor.
Section 3. The faculty advisor(s) and chairpersons of appointed committees shall be non voting members of the Executive Committee.
Section 4. The Executive Committee shall have the following powers:
a. To draft a budget proposal as outlined in Article 8;
b. To set the amount of the dues of the organization;
c. To determine organizational policy in matters not specifically under the jurisdiction of any officer or committee member of the organization

ARTICLE 7
Meetings

Section 1. The meetings of the organization shall be held at a time voted upon by the membership at the first called meeting of every semester.
Section 2. The general agenda of the meeting shall be as follows:
a. Officer’s reports,
b. Committee reports,
c. Old business,
d. New business,
e. General announcements from club members,
f Program.
Section 3. The parliamentary procedure of each meeting shall be carried out according to the most recent edition of Robert's Rules of Order.

ARTICLE 8
Club Financial Activities

Section 1. There will be a minimum of one (1) fund raising activity per school year to fund the budget for the next school year.
Section 2. The club will spend the funds required to maintain a campus post office box.
Section 3. Club funds can be spent only if all of the following requirements have been met:
a. The expenditures will not cause the clubs balance minus all budgeted expenditures to drop below a minimum of $100.00 unless they consist of only the costs incurred by sponsoring a fund raiser.
b. The expenditures are approved in one of the following manners:
i. Through the approval of a budget by a majority vote of the active membership forming a quorum.
ii. By the approval of a majority of the active membership forming a quorum at any club meeting.
iii. By the approval of a majority of the officers only in the event that the funds are required before the scheduled meeting.
iv. At the discretion of the Court Magus if the above is unfeasible.

ARTICLE 9
Sponsoring Games

Section 1. The organization shall be open to officially sponsor roleplaying games run by active members of the club.
Section 2. Requirements for sponsored games are as follows:
a. They must meet the ideas of the club as expressed in this Constitution by having some basis in science fiction and/or fantasy related genres;
b. The Gamemaster of the game must submit a bill to the Court Magus with a written description of the game, general meeting times, and pertinent information not commonly and publicly available which will be read to the club at the next normal business meeting;
c. Participants of the game do not have to be members of Alpha Psi Phi;
d. Rules and setup governing the game may be structured at the discretion of the Gamemaster or ruling body of the game so long as they are not in violation of the constitution of Alpha Psi Phi;
e. Approval for club sponsorship of the game requires a majority vote of active members present, a quorum being present;
f. The executive committee shall hold a vote at the start of each academic year for all games being sponsored by the club with a majority vote needed to keep the game sponsored by the club.
Section 3. Benefits of club sponsorship are as follows:
a. Advertisement could be included by request with official Alpha Psi Phi advertisement and correspondence to the university community;
b. Advertisement of the game may include a clause of sponsorship by Alpha Psi Phi if necessary for approval of advertising;
c. The GM of the game may request room space of the university as necessary through the club.
Section 4. A listing of all games currently being sponsored must be kept in a list with the records of the Court Magus and all bills for these games kept by the Court Magus as well. Alpha Psi Phi also assumes no liability for events that happen during the game sessions.

ARTICLE 10
Constitutional Changes

Section 1. Any proposed amendments or changes to this Constitution must be submitted by an active member to the Court Magus in writing at least one week prior to the meeting at which the amendment or change will be considered. A written copy of the proposal must be issued to each member at the meeting in which the amendments or changes will be considered.
Section 2. The passage of an amendment to the constitution requires a two thirds (2/3) vote of active members, a quorum of active members being present.
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