Constitution

CONSTITUTION OF THE NCSU ANIMAL SCIENCE CLUB Revised: March 2007 Effective: August 2007 Article I. Name and Purpose Section 1: This organization shall be known as the North Carolina State University Animal Science Club. Section 2: The purposes of this Club are as follows: 1) To enhance knowledge, promote interests, and provide enrichment opportunities to students regardless of species interest, expertise, age, or industry involvement. 2) To promote the development of organized animal science activities. 3) To encourage the improvement of scholarship and develop competent leadership among student members. 4) To provide services to the animal science industry and the community. Article II. Membership Section 1: Requirements Membership is open to any undergraduate or graduate student enrolled and in good standing with the university who agrees to uphold this constitution and the purposes of the Club. Active membership is outlined in Article XI. Section 2: Privileges Each member in good standing has the right to one vote on all matters concerning the Club, activities, the election of its officers and other business as governed by these laws. Also, each member is entitled to participate in any activity restricted to Club members. Privileges of active members are defined in Article XI. Section 3: Responsibility of Members A. Promote the purposes of the Club as outlined in Article I (Section 2) of this constitution and support Club activities by active participation as outlined in Article XI. B. Support the elected officers of the Club and abide by the decisions they make under the powers delegated to them by this constitution. Section 4: Senior Standing Second year Agricultural Institute students shall be considered seniors in matters concerning the Club. Article III. Officers Section 1: List of Officers The elective officers of this Club shall be President, President Elect (who will automatically become President the following semester), Secretary, Treasurer (a year-long term), Parliamentarian (a year-long term), Historian (a year long term), Senior Editor, Junior Editor (who will automatically become the Senior Editor the following semester), Senior Activities Chairperson, Junior Activities Chairperson (who will automatically become the Senior Activities Chairperson the following semester), Reward System Chairperson and two Agri Life Council Representatives. These officers, coordinating advisors, and committee chairs comprise the Executive Committee. In addition, former Club Presidents may serve as ex-officio members of the Executive Committee. Section 2: Requirements All officers of the Club, except the faculty members, shall be undergraduate or post-degree students, who have achieved active Club member status in the semester prior to the election, and are eligible to receive active Status in the current semester, as outlined in Article XI and who, during the semester they serve, are in good standing with the University (which includes a minimum cumulative GPA of 2.0 for undergraduates or 3.0 for post-degree students). A candidate for President must be one whose term of office will follow in his or her junior or senior year. The candidates for President Elect should have attained at least junior standing and other offices shall have attained at least a freshman status at the time of taking office. The candidates for Junior Editor and Junior Activities Chairperson must be members who will return the following semester to assume the respective senior offices. Section 3: Elections A. Elections of officers shall be the last meeting of each semester. The election or appointment of the Dairy, Beef, Sheep/Goat, Swine, or Horse Committee Chairperson(s) for the State Fair Showstrings shall be the last meeting of the Spring semester and for Club Day Showstrings shall be the last meeting of each Fall semester. Species chairmen may not show the species that they chair. Also, Specie Chairmen will receive 2 credits towards active membership status at the approval of the executive committee. B. Nominations for officers may be made from the floor during a meeting set by the Executive Committee and will remain open until the following meeting when they will be closed and voted upon. Nominees must be present to be voted upon unless extenuating circumstances exist. In such a case, the Executive Committee shall review the situation and decide prior to elections if the candidate is eligible. C. Voting, for one office at a time, shall be by a show of hands with heads bowed. A majority of all votes cast will be necessary for election. If there are three or more candidates for one office and no candidate receives a majority on the first ballot, the candidate receiving the smallest number of votes shall be declared eliminated, and the balloting continues in the same manner for the remaining candidates until one shall have received a majority. D. Before voting, nominations shall be called for one office at a time, beginning with that of the President Elect. Nominees who are not elected for an office may then be nominated from the floor for other offices, if such is desired of the members present. E. No member shall hold more than one office per semester. No one shall hold the same office for more than one term. A term shall be one semester for all offices other than Treasurer, Parliamentarian and Historian, which are year-long terms. F. Officers shall be elected in the following order: President Elect, Secretary, Treasurer, Junior Activities Chairperson, Reward System Chairperson, Junior Editor, Parliamentarian, Historian and Agri-Life Council Representatives. G. Any officer unbecoming his or her office may be removed by two-thirds majority of the Active members of the Club present and voting at a regular meeting, but only after specific charges have been filed and investigated by a review committee, consisting of the Executive Committee and one non-officiating member of the Club who is elected when the charge is filed. H. If an officer other than the President steps down or must leave for any reason, nominations will be taken from the floor and a simple majority will fill the vacated position. I. The officers provided for in Article III, Section 1 shall constitute the Executive Committee of the Club, two-thirds of who shall constitute a quorum for the transaction of any business not requiring actions by the Club at a regular or special meeting. Former Club Presidents can serve as ex-officio student advisors. Section 4. Duties, Responsibilities, and Powers A. President 1. Is bound by the provisions of this constitution and is responsible for upholding the rules of this constitution. 2. Presides over regular Club meetings. 3. Keeps in close contact with all officers in assuring that they carry out their respective duties. 4. Appoints committees which are not otherwise provided for in this constitution, or which may be authorized by voting of the Club at any business meeting and serve as an ex-officio member of all standing committees. 5. Acts as liaison with other clubs, the University, faculty and advisors. 6. Is chairman of the Executive Committee and will: a. Call Executive Committee meetings when needed. b. Preside over Executive Committee meetings. B. President Elect 1. Is bound by the provisions of the constitution. 2. Is an ex-officio member of all standing committees and should keep in close contact with committee chairpersons and attend the meetings when necessary. 3. Presides over meetings in the absence of the President. 4. Is in charge of Community Service activities. 5. Is responsible for upkeep of the Clubroom. 6. Acts as liaison between alumni and current club members. C. Secretary 1. Takes minutes at all regular Club meetings. 2. Reads minutes from the previous meeting at all regular Club meetings and allows for revisions. 3. Receives all general Club mail. 4. Is responsible for a file of all Club records and copies of all paperwork. 5. Is responsible for sending invitations for the first Club meeting and mixer to all incoming freshmen. 6. Writes correspondence and thank you notes when appropriate. 7. Supplies members with important forms such as a calendar of events and a Club roster. 8. Provides a description of Club activities for inclusion in the Undergraduate Newsletter each month. 9. Turns over all materials to the newly elected secretary at the close of the semester. D. Treasurer 1. Presents to the Club at each regular meeting a complete report on the Club's financial status. 2. Receives and records all incoming monies and keeps accurate records of all receipts. 3. Arranges to pay all bills promptly. 4. Approves all fundraisers in accordance with the University Solicitation Policy. 5. Distributes the award money to scholarship recipients. 6. Is responsible for preparing a bi-annual budget for presentation to the Agri-Life Council and to the club. 7. Provides the Junior Advisor with the books to be audited at the conclusion of each semester. E. Senior Activities Chairperson 1. Is responsible for all Club activities. 2. Submits the Club's Chapter Activities Report and Chapter Abstract to National Block & Bridle by the deadline if serving in Spring semester. 3. Posts announcements of Club activities. F. Junior Activities Chairperson 1. Assists the Senior Activities Chairperson with all Club activities. 2. Provides refreshments at meetings and at all Club activities. 3. Displays the Club sign on the day of all Club meetings. G. Historian 1. Acts as liaison between alumni and current club members. 2. Maintain alumni database and notebook. 3. Chairperson of Alumni Committee, this committee will be responsible for a biannual club newsletter. 4. Oversee submission of National Block and Bridle Awards. 5. Preserve and maintain club awards, scrapbooks and yearbooks. 6. Must be active for 2 semesters in club. H. Reward System Chairperson 1. Is responsible for maintaining activity points earned throughout the semester. 2. Is responsible for having the President appoint a Rewards System Committee consisting of two Club members from each class by the second meeting of the semester. 3. Is responsible for ensuring that at least one committee member be present at all Club activities. 4. Is responsible for leading the committee in preparing the next semester's activity credit guidelines. I. Senior Editor 1. Composes the annual Club yearbook (spring) or scrapbook (fall). The scrapbook is brought to the annual Block & Bridle Convention to be entered in the competition. The yearbook is mailed to the National Editor of Block & Bridle by the postmark deadline. 2. Acts as official photographer for the Club. 3. Is responsible for raising funds for publication of the yearbook. 4. Is responsible for transferring supplies and materials to the successor at the end of the semester. J. Junior Editor 1. Assists the Senior Editor as needed. K. Parliamentarian 1. Makes sure all meetings abide by Robert's Rules of Order. 2. Posts necessary information on the board during Club meetings. 3. Maintains the student-generated club website and submits the web page entry to National Block & Bridle by the postmark deadline. L. Agri Life Council Representatives 1. At least one of the two representatives shall attend all Agri-Life Council meetings. 2. Represent Animal Science Club at Agri-Life Council meetings and functions. 3. Convey information to the Club about Agri-Life Council and College of Agriculture and Life Sciences activities. 4. Are in charge of the Agri-Life Council notebook, and will pass it to their successors at the conclusion of the semester. M. Advisors 1. Are the official non-voting representatives between the Club and the Animal Science Department. The advisor is to consider all actions of the club, and be a respected source of opinion, without directly interfering with the final vote of the executive committee. 2. Counsel with the officers, members, and committees of the Club. 3. Are faculty members or staff of the Animal Science Department. 4. Under no circumstances can or will the advisor make decisions pertaining to the club or its finances without previous approval from the executive committee. 5. The Junior Advisor will audit all financial transactions of the Club and will automatically move up to the Senior Advisor position. Both terms are for one year. 6. The Block and Bridle Advisor will keep the Club informed of all National Block and Bridle news and assist with applications and nomination procedures involved with individual Block and Bridle awards. This term will last three years. Article IV. Amending the Constitution Section 1: This constitution may be amended at any time by a two-thirds majority vote of the active membership as outlined in Article XI, subject to the review of the coordinating advisors. Article V. Meetings Section 1: The regular meetings of the Club shall be held every first and third Tuesday of each month during the school year, except during regularly scheduled exam periods. Meeting dates may be adjusted to accommodate scheduling conflicts such as State Fair, spring break, or other events. Section 2: Special meetings may be called by the Executive Committee at any time. Section 3: The following order of business shall be practiced at any regular meeting when possible: a. Call to order b. Reading of the Secretary's minutes c. Treasurer's report d. Report of standing committees e. Report of special committees f. Unfinished business g. New business h. Announcements i. Program j. Adjournment Section 4: All meetings shall be conducted according to Robert's Rules of Order. Article VI. Committees Section 1: Standing Committees The Standing Committee of this association shall be determined by the Executive Committee. The chairperson will be elected by the members of the committees or will be appointed by the President and then become members of the Executive Committee. Standing Committees include, but are not limited to Yearbook, Rewards, and Banquet committees. Section 2: Appointment of Committees The President of the Club shall appoint such committees as are deemed necessary and name chairpersons. The President and President Elect shall be ex-officio members of the committees. Article VII. Support for Competition Teams Section 1: The amount of money granted to the team will be based on the active status of the participants. The amount of money will be at the discretion of the Executive board. Section 2: All money granted to the competition teams is to come from the general funds of the Club treasury. Section 3: A budget of individual team finances, containing estimated expenses, a list of participating Club members, and other sources of income is to be presented to the Executive board for review as soon as possible at the beginning of each semester prior to the transfer of the grant sum. Article VIII. Awards Section 1: The Hall of Fame recipient each year shall be nominated and voted on by the club members on the basis of the most outstanding individual who has made the greatest contribution to the livestock industry. Individuals involved with any species shall be considered equally. Section 2: The Outstanding New Club Member, the Nancy High Nichols Memorial Outstanding Club Member, the Outstanding Senior Club Member, the Outstanding Agricultural Institute Student, and the Outstanding Faculty/Staff Member Awards shall be presented at the annual Animal Science Club Awards Banquet. Section 3: Other winners to be recognized at the Banquet may include the winning Quadrathlon team members, the Club Day Rookie Showman, and the Reserve and Champion of each species, and the Overall Grand and Reserve Champion Club Day winners. Section 4: Any Club member who wins the Grand Champion within a species at Club Day may not show that species again. The Overall Grand Champion showman may not show again. All are welcomed to be species chairmen and help in any way possible. Article IX. Scholarships Section 1: The Club's goal is to present three $500 scholarships each year. Section 2: At any time the Club deems it economically feasible and acceptable, the number and/or amounts of scholarships may be increased. Section 3: The scholarship shall be open to active Club members as outlined in Article XI who have not previously received the scholarship and who are rising sophomores, juniors, and seniors (or rising second year Ag Institute students), in any major, and who will be full time students the following academic year. Section 4: All candidates will be required to complete an application that will give the opportunity to detail Club leadership, financial need, and scholarship. The Selection Committee will base their selections on Club leadership and activities, with a maximum of 50 points available; financial need with a maximum of 25 points; and scholarship (25 points) if applicant has a GPA of 2.25 or more. Section 5: The Scholarship Committee shall consist of 3 current Club advisors and 4 graduating seniors, which shall be nominated and elected along with spring officers in the fall semester. Section 6: All awarded scholarships shall be paid from the general checking account or the scholarship fund. Monies donated to the club for the specific purpose of scholarships will be used only for that purpose. Article X. Non-profit Classification Section 1: This organization is non-profit and no profit will inure to the benefit of any individual. Section 2: In the event of dissolution of the organization, any remaining assets would be distributed among the state. Article XI. Definition of Active Member Status Section 1: In order to be considered an active Club member in the upcoming semester, a student must meet a specific list of criteria. To be considered an active fall member you would have to meet these criteria before the end of the semester: Attend 2/3 of regular meetings Participate in 2 community service events, 2 set up/clean up, or 1 of each activity Work 4 shifts at the State Fair including: Ark, steak booth, milk booth, and Ringmaster And one of the following: More than 1 Community Service event Set up/ clean up More than 4 shifts at the State Fair Species Chairman Showman Help with the CALS Club Fair Committee member Any other event/activity that the club sponsors or exec board deems equivalent To be considered an active member spring member you must meet these criteria before the end of the semester: Attend 2/3 of regular meetings Participate in 1 community service events and 1 set up/clean up, or 2 of either activity. Work a total of 4 shifts from Club Day, Ag Awareness Week, Alumni Reunion, and Farm animal Days And one of the following: More than 1 Community Service event Set up/ clean up More than 4 shifts at Club Day, Ag Awareness Week, Alumni Reunion, and Farm Animal Days Committee member Any other event/activity that the club sponsors or exec board deems equivalent Section 2: Benefits from attaining active Club member status include one Club discount determined by the Executive Committee based on the members' active status for the preceding semester. Eligibility for a Club scholarship and the allowance to run for Club office will be based upon active membership status from the current and preceding semester.