Constitution

Siena College Outing Club Constitution

Article I. NAME

Section 1.01 The name of this club shall be the Siena College Outing Club, known as SOC hereafter.

Article II. PURPOSE

Section 2.01 To provide a wide variety of safe and affordable outdoor activities to the Siena community, and to promote a growing respect for the environment by:

(a)     Organizing hiking, skiing/snowboarding, rock climbing, rafting, camping, canoeing, and other similar trips based on the interest of the club members;

(b)     Providing opportunities for students to learn about conservation and sustainability through programs, literature, and sponsored events;

Section 2.02 To do all things necessary and proper to carry out the above purposes, subject to such limitations as may be provided by law.

Article III. AFFILIATION

Section 3.01 The SOC shall be a member of the Intercollegiate Outing Club Association (I.O.C.A.) and as such shall stay active within the organization by:

(a)     Attending events hosted by I.O.C.A. and/or other clubs within the organization;

(b)     Communicating with other clubs in the organization for the betterment of SOC;

(c)     Abiding by all laws laid down by that organization.

Article IV.  CLUB/ORGANIZATION MEMBERSHIP

Section 4.01 Membership in the SOC shall be governed by the following rules and regulations:

(a)     General membership into the SOC shall be open to all Siena students, faculty members, and employees of the college;

(b)     Any person seeking general membership into the club, meeting an above mentioned status, shall be considered a member upon payment of dues;

(c)     Renewal of general membership shall be automatic upon of payment current dues;

(d)     Members must maintain good academic and judicial standing;

(e)     Members must follow the code of conduct outlines in Article VI of this constitution. Those who do not adhere to this code are subject to removal from the club by the Executive Board or the Dean of Students.

Article V. OFFICERS

Section 5.01 The Executive Board

(a)     The Executive Board shall:

(i)     Consist of President, Vice President, Executive Assistant, Treasurer, and Public Relations Director;

(ii)     Make appointments to the Activity Chair positions after discussion by all members of the Executive Board and a unanimous vote. If a decision is not unanimous, then only the President, Vice President, and Treasurer will vote.

Section 5.02 President

(a)     The President shall:

(i)     Be an elected position, by the members of the club, under Article V, Section 5.11;

(ii)     Be a member of the SOC for at least two semesters before becoming elected;

(iii)     Preside over meetings of the SOC;

(iv)     Have the power to vote only in a tie;

(v)     Serve as the liaison between the club and administration;

(vi)     Schedule interviews with the applicants for appointed positions after election with the Executive Board;

(vii)     Ensure the application process for the appointed positions is begun before the end of his/her term for the following president to complete upon election;

(viii)     Assure personnel replacement in the case of resignation or removal of appointed positions;

(ix)     Have the power to call weekly meetings (for both the entire board and/or just the Executive Board);

(x)     Ensure that all club activities are carried out safely and effectively according to Siena policy and code of conduct outline by this constitution.

Section 5.03 Vice President

(a)     The Vice President shall:

(i)     Be an elected position, by the members of the club, under Article 5, Section 5.11;

(ii)     Assist the president in the performance of his/her duties;

(iii)     Be responsible for the planning, coordinating, and implementation of all First Aid and CPR courses provided to SOC officers and members;

(iv)     Obtain all waivers necessary for trips from Campus Programs;

(v)     Carry out the duties of the president as described in Article V, Section 5.02, in his her absence.

Section 5.04 Executive Assistant

(a)     The Executive Assistant shall:

(i)     Be an elected position, by the members of the club, under Article V, Section 5.11;

(ii)     Maintain the SOC members list to ensure all members are included along with their phone numbers, SID numbers, e-mail addresses, class years, and any other pertinent information regarding their status within the club;

(iii)     Maintain the SOC mailing list to ensure all members are included in the distribution list;

(iv)     Record the minutes of each meeting and make copies for each member of the board for their records;

(v)     Handle all club documents and correspondence.

Section 5.05 Treasurer

(a)     The Treasurer shall:

(i)     Be an elected position, by the members of the club, under Article V, Section 5.11;

(ii)     Keep accurate records of the expenditures of all areas of the SOC through the use of committee ledger sheets;

(iii)     Give monthly reports to the Executive Board concerning the financial standing of all activity chair committees;

(iv)     Collect dues and all forms of payment for events from trip leaders;

(v)     Deposit all cash received into club account;

(vi)     Attend the meetings of Budget Allocation Committee as necessary to obtain funds for club events;

(vii)     Make copies of financial reports for Executive Board members as necessary;

(viii)     Create a report at the end of each school year stating goals and intentions of the organization for the coming semester to be presented to the BAC for the next year’s budget

Section 5.06 Public Relations Director

(a)     The Public Relations Director shall:

(i)     Be an elected position, by the members of the club, under Article V, Section 5.11;

(ii)     Maintain and uphold a positive image of the SOC within the Siena Community;

(iii)     Maintain the club e-mail address and respond to all inquiries regarding the club itself. All inquiries based on specific events/activities should be forwarded to the respective officers;

(iv)     Advertise all club events and activities via e-mail, flyers, posters, etc. and form PR committees if needed.

Section 5.07 The Activity Chairs Board

(a)     The Activity Chairs Board shall:

(i)     Consist of skiing, hiking, and special events chairs;

(ii)     Be appointed by the Executive Board;

(iii)     Contain the appropriate amount of chairpersons per activity as decided by the Executive Board at the beginning of its term based on amount of work expected for each activity that year;

(iv)     Remain in place until new members are appointed.

Section 5.08 Skiing Chairpersons

(a)     The Skiing Co-Chairpersons shall:

(i)     Include at least two people;

(ii)     Be responsible for planning and coordinating all trips related to skiing, snowboarding, tubing, and other similar trips;

(iii)     Be a designated leader on all trips created and oversee the safety of members while on trips.

Section 5.09 Hiking Chairpersons

(a)     The Hiking Chairperson shall:

(i)     Include at least one person;

(ii)     Be responsible for planning coordinating all trips related to hiking, backpacking, camping, etc;

(iii)     Be a designated leader on all trips created and oversee the safety of member while on trips;

(iv)     Seek training in First Aid, CPR, and Wilderness First Aid before leading trips.

Section 5.10 Special Events Chairpersons

(a)     The Special Events Chairpersons shall:

(i)     Include at least one person;

(ii)     Be responsible for planning and coordinated all trips not related to other stated activities;

(iii)     Be designated leaders on all trips created and oversee the safety of members while on trips;

(iv)     Seek training in First Aid, CPR, and Wilderness First Aid before leading trips.

Section 5.11 Elections

(a)     An election shall be held each year at least two weeks before the end of the fall semester;

(b)     The president shall hold an informational meeting at least one week before the election for those interested in running for an elected position or applying for an appointed position;

(c)     All members shall be informed of the date of the informational meeting and the election at least two weeks prior to the respective meeting;

(d)     Nominations for any elected position shall be accepted up until the day of the election. Those nominated must accept the nomination before being put on the ballot;

(e)     The election shall take the form of a secret ballot;

(f)     A special election shall be help to fill any vacant elected positions due to resignation or removal within three weeks of the position becoming vacant, following the same procedures as a general election;

(g)     There will be no limit on amount of terms served by officers;

(h)     Only club members may run for an elected position;

(i)     The members of the club shall select an election chairman to oversee the election on that day. The chairman may not be running for any position. The chairman is in charge of administering and counting the votes.

Section 5.12 Appointed Positions

(a)     Any student may apply for an appointed position;

(b)     Applications shall be created by the president whose term is ending for appointed positions for the next term;

(c)     The newly elected president shall review the applications for appointed positions and schedule  times for interviewing applicants;

(d)     All Executive Board members will attend the interviews and vote on applicants. Appointments should be made by a unanimous vote of the executive board.

Article VI. CODE OF CONDUCT

Section 6.01 All club members are expected to follow the following policies. Any member who does not follow these policies is subject to removal from the club by the Executive Board or the Dean of Students.

(a)     All college policies will be in place during all club activities and trip members are expected to follow these policies;

(b)     All locations used during trips shall be taken care of and cleaned after using;

(c)     On state land, all Conservation Department rules and regulations shall be observed and strictly adhered to. Offenders shall be help personally responsible for their actions;

(d)     The club advisor shall have final authority on any matters pertaining to the safety of general welfare of any participants in a club activity;

(e)     Payment shall be made for any damage inflicted upon club property or equipment as a result of carelessness. Such amount shall be set by the Executive Board;

(f)     Signees may be assessed if they fail to show up for a trip or cancel their reservations if the club has made commitments involving an expense as a result of their reservations. Any advanced deposits may not be refunded under the same circumstances;

(g)     Neither the club nor its officers shall be held liable for any injury suffered by a member of the club during their association with the club.

Article VII. MEETINGS

Section 7.01 Time

(a)     The Executive Board shall meet once per week in order to discuss the affairs of the club as a whole;

(b)     The Activity Chairpersons shall meet once a week with the Executive Board, separate from the Executive Board meeting, in order to discuss trips and update the Executive Board on the progress of all plans;

(c)     A general meeting shall be held once every other week to gather input and feedback from club members, and also to inform general members of upcoming trips;

(d)     All meeting dates and times shall be set at the discretion of the president based on the availability of the board members;

(e)     Meeting space must be booked at the beginning of each semester and as necessary throughout the year through Campus Programs to ensure a space is available for each meeting.   

Article VIII. PROCEDURES/ POLICIES

Section 8.01 The general operating rules and procedures established by Student Senate and the Budget Allocation Committee for all clubs and organizations shall apply. The SOC will publish a report summarizing its own work and activity annually.

Article IX. FEES AND DUES

Section 9.01 The dues of the organization shall be payable once a year within three weeks of the first club fair during fall semester, and the following shall apply:

(a)     The value of the dues shall be set by the Executive Board each year;

(b)     A “Dues Day” shall be set by the president and/or treasurer to set a deadline for dues to be paid. Anyone wishing to join the club who does not pay their dues by “Dues Day” shall be charged an extra $5.00 fee, all payable on or before the first attended trip;

(c)     No one may attend an SOC trip without frist paying dues and any applicable fees;

(d)     The president may allow an extension on the dues deadline for certain members at his/her discretion;

(e)     Scholarships may also be given based on need and at the discretion of the president.

Article X. ADVISOR

Section 10.01 The advisor will be responsible for overseeing the affairs of the club to ensure that all affairs are being handled properly.

Article XI. BY-LAWS

Section 11.01 Any change to the club rules or laws must be passed by a unanimous vote by the Executive Board.

Article XII. AMENDMENTS

Section 12.01 This constitution may be amended by either of the following methods:

(a)     A proposed amendment shall be approved at a meeting of the Executive Board by a majority of its members. The Executive Board shall set a date for a meeting of the club to take action on the amendment. This date shall be within fourteen days of the Executive Board meeting and all voting members shall be given at least seven days notice of the meeting and its purpose. If at such a meeting, two-thirds of the entire voting membership in the club approves the amendment; it shall be considered passed. Voting will be done in person or by a written proxy;

(b)     A proposed amendment shall be submitted to the Executive Board in a petition signed by twenty-five percent of the voting members of the club. The Executive Board shall then set a date for a meeting of the club to take action on the amendment. This date shall be within fourteen days of the submission of the petition and all voting members of the submission in addition to the other voting members of the club shall be given seven days notice of the meeting and its purpose. If at such a meeting, two-thirds of the entire voting membership of the club approves the amendment, it shall be considered passed. Voting will be done in person or by written proxy.

Article XIII. RATIFICATION

Section 13.01 Constitutions are effective when ratified by the Student Senate;

Section 13.02 Amendments are effective with the ratification of the Student Senate.

Article XIV. EFFECTIVE DATE

Section 14.01 This constitution was approved by members on ______________.

Section 14.02 This constitution was ratified by Student Senate on _______________.