Companion Animal Club at N.C. State

 

Constitution of the Companion Animal Club

Revised Spring 2015
Article I: Identification and Purpose

Section 1 Name

 This organization shall be the Companion Animal Club.

Section 2 Purpose

The purpose of this organization shall be:

  1. To enhance knowledge, promote interests, and provide enrichment opportunities to students regardless of species interest, expertise, or major.
  2. To promote development of organized companion animal activities.
  3. To celebrate the contributions made by pets to the emotional and physical well-being of their owners.
  4. To promote responsible pet ownership.
  5. To develop competent leadership among student members.
  6. To provide services and enhance knowledge of companion animals to the community.

Article II. Membership

Section 1 Requirements
.

Membership is open to any undergraduate or graduate student enrolled with NC State who agrees to uphold this constitution and the purposes of the club and has paid the fee of five dollars per semester.


Section 2 Privileges

Each member has the right to one vote on all matters concerning the club: activities, election of its officers, and other business as governed by these laws.


Section 3 Responsibilities of Members

Members shall be responsible for:

  1. Promoting the purposes of the club as outlined in Article I of this constitution and supporting club activities by active participation.
  2. Supporting the elected officers of the club and abiding by the decisions the officers make under the powers delegated to them by this constitution.

Section 4 Responsibilities to Achieve Active Status

Members shall reach active status by:

  1. Attending a minimum of half of the club meetings per semester. If a member cannot attend the regular scheduled Wednesday meetings, they can attend an Agri-life meeting to count toward their meeting requirements for active status.
  2. Completing 10 hours of community service: five hours of service with the club and five hours of service outside of club events or all 10 hours of service within the club.
  3. Participating in one club fundraiser each semester.  
  4. Participating in one chalking or publicity event each semester.
  5. If a member cannot attend any of the on campus meetings due to class conflict or inability to come to campus, then the individual must complete 15 service hours total, with officer approval: 10 hours in-club and 5 hours out-of club.

Article III: Officers

Section 1 List of Officers
The elected officers of this club shall be the President, Vice President, Secretary, Treasurer, Activities Coordinator(s), two Agri-Life Council Representatives, Publicity Chair, Fundraising Chair(s), and Food Chair. These officers, coordination 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 faculty members, shall be undergraduates or post-degree students. All candidates for office must have been an active, dues-paying member of the club for one semester.  They must also be available for a meeting in which current officers will describe the responsibilities and activities of their positions.
Section 3 Elections
Officers shall be elected with the following guidelines:
  1. Elections of officers shall take place in the next to last meeting of each school year.
  2. Nominations may be made from the floor at the third to last meeting of the school year, remaining open until the following meeting. The nominees will have to attend the meeting mentioned in Article III, Section 2. Nominations and elections are not to be held at the same meeting. Nominees must be present to be voted on 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.
  3. Qualified nominees will present a short speech as to why they should be elected to a specific position.
  4. Voting shall take place by anonymous selection with the raising of hands. Voters will close their eyes to allow for an anonymous vote. Nominees will leave the room prior to the vote. Members will then raise their hands to signify their votes as a previous officer or club advisor reads the names of the candidates. Votes will be tallied by the president. All members, current officers, and candidates running for office are eligible to vote. 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 simple majority (i.e., a tie), 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 receives a majority. If there is a tie between the only two candidates running for office, the current officers present shall constitute a committee and will vote for that position (if a current officer is one of the candidates in the tie, (s)he cannot vote). If there is not a majority vote within this committee, the lowest ranking officer shall be eliminated from this committee and another vote taken. Officers are ranked according to the order in which their duties appear in Article III, Section 4 of this constitution, which begins with the highest ranked officer.
  5. No member shall hold more than one office per term. No one shall hold the same office for more than two consecutive years. The exception to this would be if no other member wants to run for the position. It is only then that the previous officer can fulfill the position for a third year.
  6. Any officer not fulfilling the duties of his or her office may be removed by a vote of two-thirds majority of the dues paying members of the club present at a regular meeting. This vote can take place 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.
  7. 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 vote will choose the new officer. The Vice President automatically takes the President's position if (s)he steps down. Elections will then be taken for the Vice President position.
  8. The officers provided for in Article III, Section I, shall constitute the executive committee of the club, two thirds of whom shall constitute a quorum for the transaction of any business not requiring actions by the club at a regular, special, or executive committee  meeting. Former club Presidents can serve as ex-officio student advisors.

Section 4 Duties, Responsibilities, and Powers
The duties, responsibilities, and powers of the officers are as follows:
  1. President
    1. Bound by the provisions of this constitution and is responsible for upholding the rules of this constitution.
    2. Presides over regular club meetings and regularly scheduled executive committee meetings.
    3. Keeps in close contact with all officers, ensuring they carry out their respective duties, and prepares them for upcoming meetings and special events.  Assist in any way if another officer is unable to fulfill his or her 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 serves as an ex-officio member of all standing committees (as stated in Article VI, Section 1).
    5. Acts as a liaison with other clubs, the University, faculty, and advisors.
    6. Responsible for providing a description of club activities for inclusion in the Undergraduate Newsletter each month or passing this task along to the Secretary.  
    7. Attends all meetings unless otherwise excused.
    8. Attends 3 or 4 events per semester. Expected to make every event they are available to attend.
    9. Turns over all pertinent materials to the newly elected President at the end of his/her term.

 

  1. Vice President
    1. Bound by the provisions of the constitution.
    2. Keeps in close contact with committee chairpersons and attends committee meetings when necessary.  Serve as an ex-officio member of all standing committees (as stated in Article VI, Section 1).
    3. Presides over meetings in the absence of the president.
    4. Serves as an Agri-Life Council Representative (as stated in Article III, Section 4, Part F) in the absence of elected Agri-Life Council Representatives.
    5. In charge of the monthly Creek Clean-Up activity. The creek the Companion Animal Club presides over is located along Western Boulevard across from Pullen Park on the walking trail.  
    6. Attends all meetings unless otherwise excused.
    7. Attends 3 or 4 events per semester. Expected to make every event they are available to attend.
    8. Turns over all pertinent materials to the newly elected Vice President at the end of his/her term.
  1. Secretary
  1. Takes down minutes at all regular meetings, which are then sent out via a meeting minutes e-mail to all club members in a timely manner.  
  2. Receives any general club mail and keeps a regular check on the club e-mail account.
  3. Responsible for keeping a file of all club records and copies of all paperwork.
  4. Supplies members with important forms such as a calendar of events and a club roster, when needed.
  5. Responsible for alerting club members of upcoming meetings and events.
  6. Responsible for keeping a spreadsheet containing all members and their status as an active member of the club for the semester, which includes meetings attended, dues payment information, in club hours, out of club hours, chalking/publicity events, and fundraising events.
  7. Attends all meetings unless otherwise excused.
  8. Attends 3 or 4 events per semester. Expected to make every event they are available to attend.
  9. Turns over all pertinent materials to the newly elected Secretary at the end of his/her term.

 

  1. Treasurer
  1. Presents a complete report on the club's financial status to the club, when necessary.
  2. Receives and records all incoming monies and keeps record of all receipts.
  3. Arranges to pay all bills promptly.
  4. Approves all fund-raisers in accordance with the University Solicitation Policy.
  5. Responsible for preparing a budget and completing the allocations process and interview for Student Government Association Appropriations at the beginning of each semester.
  6. Ensures that a pre-determined percentage of fund-raising profits is donated to a non-profit organization chosen by the executive committee.
  7. Prepares a pre-determined amount of funds to donate to every non-profit organization that speaks at club meetings. (S)He will place this in the thank you note given to every non-profit organization that speaks at club meetings.
  8. Attends all meetings unless otherwise excused.
  9. Attends 3 or 4 events per semester. Expected to make every event they are available to attend.
  10. Turns over all pertinent materials to the newly elected Treasurer at the end of his/her term.
  1. Activities Coordinator
  1. Responsible for all club activities including social events and regular meeting topics/speakers.
  2. Responsible for scheduling regular volunteer events.
  3. Provides Secretary with the list of members who attend volunteer events.
  4. Can appoint special committees to help carry out duties, if necessary. Can also delegate other officers to arrange topics/speakers for meetings, if necessary.
  5. Attends all meetings unless otherwise excused.
  6. At least one activities coordinator is expected to attend all events, if more than one person holds the position.
  7. Turns over all pertinent materials to the newly elected Activities Coordinator at the end of his/her term.

 

  1. Agri-Life Council Representatives
  1. Attends all Agri-Life Council meetings. In the case of absence of both representatives, another club officer or approved club member can attend the meeting, so the club’s allocation amount will not be docked.
  2. Represents the Companion Animal Club at Agri-Life Council meetings and functions.
  3. Conveys information to the club about Agri-Life Council and College of Agriculture and Life Sciences activities.
  4. Attends all meetings unless otherwise excused.   Properly complete the Agri-Life allocation and interview process at the beginning of the semester.
  5. Attends 3 or 4 events per semester. Expected to make every event they are available to attend.
  6. Turns over all pertinent materials to the newly elected Agri-Life Council Representatives at the end of his/her term.
  1. Publicity
  1. Must work closely with the President, Activities Coordinator, and Fundraising chairs to publicize all meetings, activities, and other events.
  2. Organizes a committee of club members to hang flyers, posters, chalk around campus, and other advertising tools.
  3. Input chalking attendance into the mass activities spreadsheet.
  4. Attends the beginning of the semester kick-off events during Welcome Week to publicize the club.
  5. Keeps the club website up-to-date with events, news, photos, constitution changes, and any information pertinent to club members.
  6. Attends all meetings unless otherwise excused.
  7. Attends 3 or 4 events per semester. Expected to make every event they are available to attend.
  8. Turns over all pertinent materials to the newly elected Publicity Chair at the end of his/her term.

 

  1. Fundraising Chair
  1. Responsible for creating and attending at least one fundraiser per month  
  2. Works with the Publicity officer to publicize the fundraiser.
  3. Attends all meetings unless otherwise excused.
  4. Attends 3 or 4 events per semester. Expected to make every event they are available to attend.
  5. Turns over all pertinent materials to the newly elected Fundraising Chair at the end of his/her term.
  1. Food Chair
  1. Responsible for providing food at every meeting, taking into consideration vegetarian and/or special dietary requests.
  2. Turns in receipts to Treasurer for reimbursement or receives club funds prior to purchasing the food.
  3. Attends all meetings unless otherwise excused.
  4. Attends 3 or 4 events per semester. Expected to make every event they are available to attend.
  5. Turns over all pertinent materials to the newly elected Food Chair at the end of his/her term.

 

  1. Advisor(s)
  1. Shall be the official non-voting representatives between the club and the Department of Animal Science.
  2. Counsel with the officers, members, and committees of the club.
  3. Shall be faculty members of the Department of Animal Science.



Article IV: Amending the Constitution.

Section 1 Implementation of the Constitution

This constitution shall become effective when it has been adopted by a two-thirds vote of the dues paying members present at any regular meeting called for that purpose.

Section 2 Amending the Constitution

This constitution may be amended at any time by a two-thirds majority vote of the active, dues paying membership, subject to the review of the coordinating advisor(s).



Article V: Meetings

Section 1 Meeting Schedule

The regular meetings of the club shall be held alternating Wednesdays of each month during the school year, except during regularly scheduled exam periods. Meeting dates may be adjusted to accommodate scheduling conflicts such as school breaks and other events.

Section 2 Special Circumstances

The executive committee may call special meetings at any time.

Section 3 Meeting Conduct

All meetings will be conducted in an orderly fashion and at the discretion of the President.

Article VI: Committees

Section 1 Appointment of Committees

The executive committee shall appoint such committees as are deemed necessary and name chairpersons to these committees. The President and Vice President shall be ex-officio members of the committees.


A. The executive committee shall appoint such committees as are deemed necessary and name chairpersons to those committees. The President and Vice President shall be ex-officio members of the committees.

Article VII: Non-Profit Classification

Section 1 Classification

This organization is a non-profit and no profit will be used to the benefit of any individual as is recognized by the Department of the Secretary of State of North Carolina.

Section 2 Organization Dissolution

In the event of dissolution of the organization, any remaining assets would be distributed among the state as indicated in the Articles of Incorporation.