Campus Council Constitution

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Constitution of Campus Council - pdf

Constitution

THE CONSTITUTION OF THE CAMPUS COUNCIL

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DUKE UNIVERSITY

MISSION

As representatives of the residential student body, the Duke University Campus Council is dedicated to providing support and direction for students through active leadership in the community. As the primary governing body of residential life issues, we strive to enhance campus life by implementing fair and thoughtful policies, in addition to providing quality programming throughout the year. As the umbrella organization for both quad and class councils, it is our goal to make living on campus a safe, educational, and enjoyable experience for all.

ARTICLE I

RESIDENTIAL GOVERNANCE STRUCTURE SECTION I

Class Council

Each year sophomore, junior, and senior class students will have a class council that will act as the programming and leadership body for that class. The class council will have an elected executive board consisting of a President, Vice-President, Secretary and Treasurer. The responsibilities of the council include promoting a sense of unity within the class and providing a voice to articulate any concerns. The class council will organize class-centered social functions/events. In addition, the council must provide educational and health-awareness programming. The council is required to hold weekly meetings; the Secretary will take minutes and record the attendance at each meeting. The president of each class council will serve as a non-voting representative to the Campus Council. The Class Council will commit to promoting interaction and serving the interests of its respective class, which enhances campus life at the same time.

Class councils will be given 50% of their semester budget at the beginning of each semester. At the middle of each semester classes will submit progress reports and meet with the finance committee to discuss what the council has been doing and why it should receive the remaining funds. Upon review by the committee the council will be given the remainder of its semester budget. Criteria for receiving additional funds will be that programs are well organized and publicized, and that the council has made a concerted effort to promote class unity. At the conclusion of the academic calendar, funding of class councils will be subject to review by Campus Council. The Campus Council will examine the class councils according to the quality of their programming and overall dedication to their classes, and it will make changes to the class council system as deemed necessary.

East Campus House Council

Each residence hall of East Campus shall have a House Council. The House Council is the primary governing and programming body for the house. The council is responsible for building community within the house through the dual roles of governance and programming. The primary purpose of the house council is to promote a greater sense of community amongst its members. The council shall represent all members of the house and include an elected executive board consisting of at least a President, Vice-President, Treasurer, and Communications Chair. Each council however may add additional officers where deemed necessary and as outlined in the respective House Constitution. Election of these officers will be held within the first two weeks of the academic year, as designated by Residence Life & Housing Services (RL&HS) and the Campus Council. Elected executive house officers will be required to attend a pre-scheduled training session designed to facilitate leadership, programming, and community development.

Each House Council shall adhere to the expectations outlined in the Duke University Information and Regulations Bulletin.

Quadrangle Council

Each residential area of the University shall have Quadrangle Council. The Quadrangle Council is the primary governing and programming body for the quadrangle. The council is responsible for building community within the quad through the dual roles of governance and programming (as outlined in Article III, A). The primary purpose of the quad council is to promote a greater feeling of community within the quadrangle. The quad council is required to hold weekly meetings; the quad council communications coordinator will keep a record of the members in attendance at each weekly meeting. The council shall represent all members of the quad and include an elected executive board consisting of at least a President, Treasurer, Communications Chair, and one Campus Council Representative. (The East Campus and Central Campus Councils shall elect two Campus Council Representatives.) The council shall also consist of at large members or hall representatives. These representatives will be proportional to resident population (one rep for every RA on West campus, and one per street on Central, with the exception of Anderson and Alexander, which will have two reps. In the case of East Campus each house Vice-President will serve as the representative to East Campus Council). Each council may add additional officers where deemed necessary and as outlined in the respective Quadrangle Constitution. Also, all quads are encouraged to have non-voting ad hoc members who are not elected but attend meetings on a voluntary basis and attend Quad events. Election of these officers and at large members will be held within the first two weeks of the academic year, as designated by Residence Life & Housing Services (RL&HS) and the Campus Council. Elected executive quadrangle officers will be required to attend a pre-scheduled training session designed to facilitate leadership, program, and community development. (See Article IV, Section I)

Each Quadrangle Council shall adhere to the expectations outlined in the Duke University Information and Regulations Bulletin.

Campus Council

While the primary purpose of the quadrangle system will be to increase intellectual and social community within the residence halls, the primary purpose of the Campus Council will be to support and provide direction for residential life. Each quadrangle will elect one and only one (1) voting representative to serve on the Campus Council, with the exceptions of East and Central Campuses, which will have two (2) voting representatives each (See Article IV). In addition, five (5) voting At large Representatives shall be elected to Campus Council. Non-voting ad hoc members will be encouraged to participate in Campus meetings and events.

SECTION II

Campus Council Executive Board

The Executive Board shall consist of the President, Vice President, Communications Coordinator, and Treasurer. The executive board will be elected by a majority of the voting representatives of Campus Council at the end of the Spring Semester of the previous academic year (see Article IV, Section II). The tenure of office for each executive officer shall be one year, and shall begin on the date of the Spring graduation ceremony as set by the University immediately following their election to the position and shall end on the date of the following Spring graduation ceremony. Persons eligible for running for an executive position on the Campus Council include previous elected voting representatives and individuals who have been active members of the residential community. Each executive board member shall have one vote. However, executive board members shall not also represent their residential quadrangles as that quadrangle’s elected voting representative. Therefore, executive board members do not need to send a proxy in their absence.

SECTION III

Powers, Responsibilities, and Requirements of the President

1. The President shall not be of First Year status the academic year s/he is to serve; the President shall maintain a cumulative 2.5 GPA or better; the President must have lived in University housing for at least one academic year at the time s/he is to take office and must live in University housing during his or her term.
2. The President may not be President of a Quadrangle or House Council; the President shall not be a Resident Assistant.
3. The President shall have a working knowledge of the Campus Council Constitutional Articles and provisions.
4. The President shall confer with the Campus Council Advisor on all matters.
5. The executive powers of Campus Council shall be entrusted to the President.
6. The President shall appoint executive board replacements for the remainder of the academic year in the event an office is vacated. Advice and consent of 2/3 of the voting membership present at the announced meeting is required.
7. The President shall call all meetings of Campus Council and of the Executive Board. S/he also shall call meetings to order and preside over them.
8. It is the responsibility of the President, in conjunction with the Advisor and the executive board, to plan the agenda for each meeting.
9. The President of Campus Council shall be the co-chair of the Policy and Facilities Committee.
10. The tenure of office for the President shall be one year, and shall begin on the date of the Spring graduation ceremony as set by the University immediately following his/her election to the position and shall end on the date of the following Spring graduation ceremony.

Responsibilities and Requirements of the Vice President

1. The Vice President shall not be of First Year status the academic year s/he is to serve; the Vice President shall maintain a cumulative 2.5 GPA or better; the Vice President must have lived in University housing for at least one academic year at the time s/he is to take office and must live in University housing during his or her term.
2. The Vice President may not be President of a Quadrangle or House Council; the Vice President shall not be a Resident Assistant.
3. The Vice President shall assist the President in completing his/her duties.
4. The Vice President shall serve as acting President in the event that the President is unable to carry out his/her duties.
5. The Vice President shall complete the term of President in the event that the President is unable to carry out his/her office at any time during the term.
6. The Vice President shall serve as chair to the Programming Committee of Campus Council.
7. The tenure of office for the Vice President shall be one year, and shall begin on the date of the Spring graduation ceremony as set by the University immediately following his/her election to the position and shall end on the date of the following Spring graduation ceremony.

Responsibilities and Requirements of the Communications Coordinator

1. The Communications Coordinator shall not be of First Year status the academic year s/he is to serve; the Communications Coordinator shall maintain a cumulative 2.5 GPA or better; the Communications Coordinator must have lived in University housing for at least one academic year at the time s/he is to take office and must live in University housing during his or her term.
2. The Communications Coordinator may not be President of a quadrangle Council; the Communications Coordinator shall not be a Resident Assistant.
3. The Communications Coordinator shall take minutes, as well as roll call, at all Campus Council meetings.
4. The Communications Coordinator shall report minutes at each meeting and/or distribute such minutes via email.
5. The Communications Coordinator shall maintain a file of the minutes and necessary records of the Campus Council, to be kept in the Campus Council office, and shall make this file available upon request of any member of Campus Council.
6. The Communications Coordinator shall type the agenda for the Campus Council meetings as set by the President in conjunction with the Advisor and the executive board.
7. The Communications Coordinator shall manage the Campus Council constituency email system.
8. The Communications Coordinator shall convene the Constitution Review Committee and serve as its chair.
   1. The Constitution Review Committee shall review of all quadrangle constitutions at the beginning of each academic year, ratify those in accordance with the guidelines and framework of the Campus Council Constitution, and make recommendations to those which are not.
   2. The Constitution Review Committee shall review the Campus Council Constitution in the spring semester of the academic year and submit necessary changes for approval by the general council.
9. The Communications Coordinator shall serve as co-chair to the Policy and Facilities Committee to Campus Council.
10. The tenure of office for the Communications Coordinator shall be one year, and shall begin on the date of the Spring graduation ceremony as set by the University immediately following his/her election to the position and shall end on the date of the following Spring graduation ceremony.

Responsibilities and Requirements of the Treasurer

1. The Treasurer shall not be of First Year status the academic year s/he is to serve; the Treasurer shall maintain a cumulative 2.5 GPA or better; the Treasurer must have lived in University housing for at least one academic year at the time s/he is to take office and live in University housing during his or her term.
2. The Treasurer may not be President of a Quadrangle Council; the Treasurer shall not be a Resident Assistant.
3. The Treasurer shall serve as chair to the Finance Committee, whose responsibilities are outlined in Section III.
4. The Treasurer shall prepare and present a clear and concise report of all financial transactions of the Campus Council after any money is allocated or whenever deemed necessary by the President or by Campus Council.
5. The Treasurer shall make the books, or any other financial information of the Campus Council, available upon request of any member of Campus Council or the Campus Council Advisor.
6. The Treasurer shall allocate funds only with the consent of 2/3 of the voting membership present at the announced meeting.
7. The Treasurer shall prepare a financial report at the end of each academic semester.
8. The tenure of office for the Treasurer shall be one year, and shall begin on the date of the Spring graduation ceremony as set by the University immediately following his/her election to the position and shall end on the date of the following Spring graduation ceremony.

On the Failure of Executive Officers to Fulfill Duties

In the event that the requirements stipulated for any Executive officer are not met, then the following provisions will be applied:

1. All requirements not fulfilled by any Executive officer shall go to the members of the Executive board, excluding the member in question, for full review.
2. Upon review, the Executive board, excluding the officer in question, will vote on appropriate sanctions.
3. The Executive board shall determine a specific time by which these sanctions must be fulfilled.
4. In the event that the Executive officer in question fails to abide by these measures, then he/she shall forfeit his or her Executive position, and will be rendered ineligible for future Campus Council Executive positions.

Quadrangle Council Representatives to Campus Council

1. Each Quadrangle Council shall elect one and only one (1) voting representative to attend all Campus Council meetings, with the exceptions of East and Central Campuses, which will have two (2) voting representatives each.
2. Each Quadrangle Council Representative shall be a resident of her/his respective quadrangle.
3. Each elected voting Quadrangle Council Representative shall have one vote on Campus Council.
4. The Quadrangle Council Representatives cannot hold executive positions on Campus Council.
5. The Quadrangle Council Representatives shall represent their respective council and quadrangle at all Campus Council meetings and shall report Campus Council issues, concerns, and events to their respective councils.
6. The Quadrangle Council Representatives are responsible for having a proxy who is a member of that representative’s Quadrangle Council at all committee/council meetings that they are unable to attend, with the exception of East. Proxies sent in place of East Campus Council Representatives may come from that representative’s Quadrangle Council or from the executive board of any of East’s House Councils.
7. In the event that the Quadrangle Council Representative(s) from all Quadrangles, excluding East and Central, accrue more than three (3) absences from Campus Council meetings, all funding will be frozen, and/or may be terminated for that specific Quadrangle council at the discretion of the Campus Council Executive Board.
8. In the event that the one or both of the Quadrangle Council Representatives from East and Central accrue more than five (5) absences from Campus Council meetings, all funding will be frozen, and/or may be terminated for that specific Quadrangle council at the discretion of the Campus Council Executive Board.

• Quadrangle funds may be frozen by recommendation of the Campus Council Executive Board to the Campus Council Advisor. The Campus Council Advisor will initiate this process. Funds may remain frozen until the Campus Council Executive Board hears a formal appeal.

At Large Representatives to Campus Council

1. Five (5) At Large voting representatives shall be elected by the Duke student body to attend all Campus Council meetings.
2. At Large Representatives must be on-campus residents.
3. Each elected voting At Large Representative shall have one vote on Campus Council.
4. At Large Representatives cannot hold executive positions on Campus Council and cannot serve as Quadrangle Representatives.
5. At Large Representatives shall represent the general consensus of the student body, including off-campus residents.
6. In the event that At Large Representatives accrue more than three (3) absences from Campus Council meetings s/he shall forfeit her/his position as an At Large Representative to Campus Council.

Ad Hoc members of Campus Council

1. Ad Hoc members of Campus Council shall not be elected.
2. Ad Hoc members of Campus Council shall not vote in matters regarding funding or Executive Board elections.
3. Ad Hoc members are encouraged to participate in Campus Council meetings and events.

Committees of Campus Council

1. The President has the power to create/delete any committee with majority consent of the Campus Council or its executive board.
2. The President, with the consent of Campus Council, has the power to direct all committee chairs.
3. Campus Council shall contain three (3) committees: the Finance Committee, the Policy and Facilities Committee, and the Programming Committee.
4. The Finance Committee of Campus Council.
   1. The Treasurer of Campus Council shall be the Chair of the Finance Committee.
   2. The Finance Committee, in accordance with the guidelines established in Article III, Section I, will oversee Class and Quadrangle Council fund allocations; review and authorize semester fund allocations with the approval of the general body (See Article III).
5. The Policy and Facilities Committee of Campus Council
   1. The Communications Coordinator and President of Campus Council shall be the chair of the Policy and Facilities Committee
   2. The Policy and Facilities Committee shall create and guide policy to govern the residential life experience and the residence halls specifically as facilities.
6. The Programming Committee of Campus Council
   1. The Vice President of Campus Council shall be the chair of the Programming Committee.
   2. The duties of the Programming committee shall include, but are not limited to, the planning of major events (such as Devils’ Eve and Last Day of Classes) and the marketing and advertising for such events.
   3. Upon the completion of major events, the Programming Committee shall complete evaluation forms outlining the planning, marketing, and advertising for all events and submit them to the Communications Coordinator, who will store them in the Campus Council file.
   4. During the first general body meeting after a major event, there shall be a mandatory discussion evaluating the event.
7. All members of Campus Council must serve on at least one (1) committee.

SECTION IV

Legislative

1. The Campus Council shall have the right to initiate projects for the undergraduate residents of the University.
2. The Campus Council shall have the right to enact any measures necessary and proper to promote the general welfare of University Residents.
3. The Campus Council shall establish its own meeting times, provided that it shall meet at least once per week or as deemed necessary by the Council or Advisor.
4. The Campus Council shall adhere to a three-fourths (3/4) quorum of voting representatives prior to voting on any Campus Council legislation, fund expenditures, and/or amendments to this constitution.
5. The Campus Council shall adhere to the following parliamentary procedures:
   1. Any recommendations from the Finance Committee are not considered motions to be voted on upon until said recommendations have been made official motions at the General Body meeting of Campus Council.
   2. Any voting representative can make a motion and/or second a motion, with the condition that an individual cannot second his/her own motion.
   3. Prior to a motion being made, general discussion regarding the issue at hand shall take place. A motion regarding the issue is then made. If the motion receives a second, discussion of that specific motion shall follow, if needed. A vote on that motion shall then be called by the President, unless the motion involves the allocation of funds; if the motion involves the allocation of funds, a vote on that motion shall be called by the Treasurer.
   4. A motion involving the allocation of funds requires an affirmative vote of two-thirds of the voting membership present at the announced meeting to pass. A motion not involving the allocation of funds requires affirmative votes by a simple majority of the voting membership present at the announced meeting to pass.