Constitution

CONSTITUTION OF THE ANIMAL SCIENCE CLUB, a registered student organization at North Carolina State University (Club). Revised: September 2008 Effective: January 2009 Article I. Name and Purpose Section 1: Name This organization shall be known as the Animal Science Club, a registered student organization at North Carolina State University. Section 2: Purpose A. To enhance knowledge, promote interests, and provide enrichment opportunities to students regardless of expertise, age, industry involvement or species interests. B. To promote the development of organized animal science activities. C. To encourage the improvement of scholarship and develop competent leadership among student members. D. To provide services to the animal science industry and the community. Article II. Membership Section 1: Requirements Membership status shall be determined by University Policy. All members must agree 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 this document. 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. C. All Club members must abide by all North Carolina State University Policies. 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, Secretary, Treasurer, Parliamentarian, Historian, Senior Editor, Junior Editor, Senior Activities Chairperson, Junior Activities Chairperson, Reward System Chairperson and two Agri-Life Council Representatives. These officers and coordinating advisors comprise the Executive Committee. Former Club Presidents may serve as ex-officio members of the Executive Committee. Section 2: Requirements and Responsibilities of Club Officers A. Requirements of All Club Officers All Club Officers must be undergraduate or post-degree students in good standing with the University. All Club Officers must have and maintain a minimum cumulative GPA of 2.0 for undergraduates or 3.0 for post-degree students. All Club Officers must have achieved active status in the two semesters immediately prior to their term with the exception of Agri-Life Council Representatives who must achieve active status one semester immediately prior to their term. All officers are expected to maintain active status throughout their term. All officers are required to attend all Club meetings and Executive Committee meetings unless extenuating circumstances arise. Failure to attend will constitute dismissal from office. All Club Officers should turn over all relevant records and materials to the newly elected officers at the close of the semester. B. President 1. 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. 5. Acts as liaison with other clubs, the University, faculty and advisors. 6. Is chairman of the Executive Committee and will call Executive Committee meetings when needed. C. President Elect 1. Is an ex-officio member of all standing committees and should keep in close contact with committee chairpersons and attend the meeting when necessary. 2. Presides over meetings in the absence of the President. 3. Is in charge of community service activities. 4. Is responsible for upkeep of the Clubroom. 5. Becomes President in the semester following their term. D. Secretary 1. Takes minutes at all regular Club meetings and Executive Committee 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. Provides a description of Club activities for inclusion in the Undergraduate Newsletter each month. 8. Turns over all new materials to the newly elected secretary at the close of the semester. E. Treasurer 1. Presents to the Club at each regular meeting and Executive Committee 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 working with the Agri-Life Representatives to prepare a semi-annual budget for presentation to the Agri-Life Council and to the Club. 7. Provides the Block and Bridle Advisor with the books to be audited at the conclusion of each semester. 8. Serves a year-long term. F. Senior Activities Chairperson 1. Is responsible for all coordinating major club activities as specified by the Executive Committee. 2. Submits the Club's Chapter Activities Report and Chapter Abstract to National Block & Bridle by the deadline if serving in Spring semester. 3. Informs club of all activities and distributes a calendar of events. G. Junior Activities Chairperson 1. Assists the Senior Activities Chairperson with all major Club activities. 2. Provides refreshments at meetings and at all Club activities. 3. Displays the Club sign on the day of all Club meetings. 4. Becomes Senior Activities Chairperson the following semester. H. 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 semiannual Club newsletter. 4. Oversee submission of National Block and Bridle Awards. 5. Preserve and maintain club awards, scrapbooks and yearbooks. 6. Serves a yearlong term. I. Reward System Chairperson 1. Is responsible for maintaining activity points earned throughout the semester and maintaining the Club roster. 2. Is responsible for generating ideas for the previous semester’s active status rewards, presenting those ideas to the executive board for approval by the second officers’ meeting of the semester, and ensuring that these ideas are carried out. 3. Is responsible for ensuring that a record of attendance is kept at every Club activity. 4. Is responsible for keeping members updated on their progress towards active status. J. Senior Editor 1. Coordinates and composes the annual Club yearbook (spring) or scrapbook (fall). The scrapbook is submitted to the annual Block & Bridle Convention to be entered in competition. The yearbook is mailed to the National Editor of Block & Bridle by the postmark deadline. 2. Coordinates photographers for all Club activities. 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. K. Junior Editor 1. Assists the Senior Editor as needed with the above described responsibilities. 2. Becomes Senior Editor the following semester. L. 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. 4. Serves a year-long term. M. Agri-Life Council Representatives 1. At least one of the two representatives shall attend all Agri-Life Council meetings as a representative of the Animal Science Club. 2. Convey information to the Club about Agri-Life Council and College of Agriculture and Life Sciences activities. 3. Are responsible for compiling the notebook for Agri-Life Council allocations. N. 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 of the Club and will automatically move up to the Senior Advisor position the following year. 6. Both Senior and Junior Advisor terms are for one year. 7. 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. The Block and Bridle advisor will audit all financial transactions of the Club. This term will last three years. Section 3: Election of Officers. A. No member shall hold more than one office per semester. No member shall hold the same office for more than one term. A term shall be defined as one semester unless otherwise specified by this document. B. Nominations for officers shall be made from the floor during the second to last general club meeting of the semester. Nominations 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 nominee shall contact the Executive Committee who shall review the situation and decide prior to elections if the candidate is eligible. C. Before voting, nominations shall be called for one office at a time.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. Nominees who are not elected for the office they were riginally nominated for may choose to roll down to a later elected office. D. Before discussion, candidates shall be asked to leave the room and will return after voting is completed. 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. The results shall be tallied by the advisors present and the Club president. The senior advisor will keep a written record of all votes. If there are three or more candidates for one office and no candidate receives a majority on the first ballot, the candidate receiving the smallestnumber 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. E. In the event that any officer position is vacated the replacement will be appointed at the discretion of the Executive Board F. Any officer unbecoming of their office may be removed by a two-thirds majority vote of the previous semester's Active members present at a regular meeting. This shall occur 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. G. Two-thirds of the Executive Committee 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: Election of other Positions 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, Species Chairmen shall receive one point towards active membership and one additional point can be awarded at the discretion of the Executive Committee. Species Chairperson(s) shall work closely with the Executive Committee. Article IV. Amending the Constitution 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. The members should be notified of the suggested amendments at least one week prior to the Club meeting in which the changes shall be formally proposed and can be voted on. Article V. Meetings Section 1: Conducting Meetings A. 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. B. Special meetings may be called by the Executive Committee at any time. C. The order of business at any meeting shall be conducted at the discretion of the President. D. All meetings shall be conducted according to Robert's Rules of Order unless otherwise specified by this document. Article VI. Committees Section 1: Standing Committees The Standing Committees of this Club shall be determined by the Executive Committee. The chairperson will be elected by the members of these committees or will be appointed by the President. Standing Committees include, but are not limited to, Yearbook and Banquet committees. Section 2: Appointed Committees The President of the Club shall appoint necessary committees and name the chairpersons. The President and President Elect shall be ex-officio members of the committees. Committee Chairpersons referred to in Article VI: Section 1 and 2, shall work closely with the Executive Committee. Article VII. Support for Competition Teams Section 1: Distribution of Monies A. 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 Committee. B. All money granted to the competition teams is to come from the general funds of the Club treasury. C. 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: Member Awards A. 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. B. The Outstanding New Club Member, the Nancy High Nichols Memorial, Outstanding Club Member, the Outstanding Senior Club Member, the Outstanding Agricultural Institute Student who is a member of this Club, and the Outstanding Faculty/Staff Member Awards shall be voted upon at the last Club meeting of the spring semester and presented at the annual Animal Science Club Awards Banquet. Section 2: Club Day Awards A. Other winners to be recognized at the Banquet may include the winning Quadrathlon team members, the Club Day Rookie Showman, the Reserve and Champion of each species, and the Overall Grand and Reserve Champion Club Day winners. B. 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. Article IX. Scholarships Section 1: Number of Scholarships to be Awarded A. The Club's goal is to present three $500 scholarships each year. B. At any time the Club deems it economically feasible and acceptable, the number and/or amounts of scholarships may be increased. Section 2: Requirements 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. 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 academics with a maximum of 25 points. Each applicant should have a minimum GPA of 2.25 or more. Section 3: Selection The Scholarship Committee shall consist of 3 current Club advisors and graduating seniors choosing to participate. 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 This organization is non-profit and no profit will insure to the benefit of any individual. In the event of dissolution of the organization, any remaining assets would be distributed among the Animal Science Department of North Carolina State University. Article XI. Active Membership Section I: Definition of Active Membership In order to be considered an active Club member in the upcoming semester, a student must meet the following list of criteria prior to the end of the semester. Fall Semester Active Requirements: Attend 2/3 of regular meetings Work 4 shifts at the State Fair including the Ark, steak booth, milk booth, and ringmaster. Participate in 1 community service event Participate in 2 or more of the following: Community Service Event Ringmaster 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 or activity that the Executive Committee deems equivalent Spring Semester Active Requirements: Attend 2/3 of regular meetings Work a total of 4 shifts from Ag Awareness Week, Alumni Reunion, and Farm Animal Days Participate in 1 community service event Participate in 2 or more of the following: Community Service Event More than 4 shifts as listed above Species Chairmen Showman Committee member Any other event or activity that the Executive Committee deems equivalent B. In the event that a member is unable to attend 2/3 of regular Club Meetings, they may attain their attendance requirements by working two extra shifts upon the approval of the Executive Committee. C. The discretionary point granted towards active Club member status for being a species chair may be applied in place of working a shift. D. 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 semesters.