Union Constitution and Bylaws
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This is our guiding constitution. It is mostly boring, but very important to the efficacy of our organization. Happy reading!
Contents
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The Constitution of the Duke University Union
Approved February 2009
Article I. Name
The name of this organization shall be the Duke University Union.
Article II. Statement of Purpose
The purpose of the Duke University Union is to serve as a center of social, cultural, intellectual, and recreational activities for members of the Duke University Community. The Duke University Union shall initiate, promote, and execute programs in a manner that satisfies the evolving needs of the Duke University Community and complements the educational and professional aims of Duke University.
Article III. Membership
Section A. General Membership General membership of the Duke University Union shall be open to all members of the Duke University Community. The body of members shall consist of those individuals who have registered their interest with the Executive Board. The method of registration chosen shall not include measures evaluative of the registrant. Members of the Duke University Union shall be exclusively entitled to the privileges of membership.
Article IV. Governance
Section A. General Structure and Membership
The governing body for the Duke University Union shall be the University Union Board. The University Union Board shall serve in an advisory capacity to the Executive Committee. All matters pertaining to the operation of the Duke University Union, including, but not limited to the amendment of the Duke University Union Constitution and to the approval of the Duke University Union annual operating budgets shall be within the purview of the University Union Board. The President of the Duke University Union shall convene meetings of the University Union Board. A two-thirds majority of voting members may require the President to call and convene a meeting of the University Union Board. The representatives to the University Union Board shall act in accordance with the Duke University Union Bylaws.
The composition of the University Union Board shall be as follows: the representative of the Duke University Vice President of Student Affairs, the representative of the Duke Student Government, the representative of the Chairperson of the Student Organizational Finance Committee, the representative of the Campus Council, the representative of the Black Student Alliance, the representative from the Asian Students Association , one representative of the Graduate and Professional Student Council, two representatives of the Duke University Faculty, the representative of the alumni, the representative from Duke Performances and seven nominated officers of the Executive Committee. The following members shall serve in a non-voting capacity: the Bryan Center Facilities Manager and the staff advisors to the Executive Committee.
Section B. Method of Selection
All representatives to the University Union Board shall be selected by their respective governing authorities and upon the recommendation of the President.
Section C. Term of Office
Student representatives will serve as members of the University Union Board for a term of one year and may be reselected by their respective governing bodies at the expiration of their term. All non-student representatives will serve as members of the University Union Board for a term of two years and may be re-appointed by the President at the expiration of their term.
Section D. Impeachment and Removal from Office
A member of the University Union Board may be removed from Office should that member fail to attend two meetings of that body without prior notice of a valid justification.
Article V. Executive Committee
Section A. General Structure and Membership
The Executive Committee shall manage the daily operations of the Duke University Union in accordance with the governance of the University Union Board. The Executive Committee shall act in an administrative and advisory capacity to the programming committees and to the general membership of the Duke University Union. The President of the Duke University Union shall convene meetings of the Executive Committee. A two-thirds majority of voting members may require the President to call and convene a meeting of the Executive Committee. All matters pertaining to the amendment of the Duke University Union Bylaws and to the operation of the programming committees shall be within the purview of the Executive Committee. The Executive Committee shall retain the authority to approve financial proposals of no more than $10,000. The University Union Board shall retain the authority to approve financial proposals greater than $10,000.
The Executive Committee shall include the President, the Executive Vice President, the Vice President of Internal Affairs, the Vice President of External Affairs, the Executive Secretary, the Chief Financial Officer, the Director of Marketing and the Directors of all the Programming Committees. The President shall retain the authority to appoint additional officers to the Executive Committee.
The Officers of the Executive Committee shall act in accordance with the Duke University Union Bylaws.
The Programming Directors will represent their respective standing committees of the Duke University Union and will provide information about the activities of these committees. The standing committees of the Duke University Union are as follows: Cable 13, Campus Concerts, Coffeehouse, Freewater Presentations, Freewater Productions, Jazz at the Marylou, Joe College Day, LiveEnt, Major Attractions, Major Speakers, Special Projects, Small Town Records, Visual Arts, and WXDU 88.7 FM.
Toward the broad objectives of the Duke University Union, the University Union Board shall create programming committees as necessary. The President retains the authority to create ad hoc committees as necessary and to appoint their members. An ad hoc committee may function for no longer than the remainder of the present term without the approval of a two-thirds majority of the University Union Board.
Section B. Qualifications
All officers of the Executive Committee must be enrolled, as students of Duke University, be in good standing with Duke University, and able to complete one full term in office.
Section C. Method of Selection
The interviewing committees in accordance with the Duke University Union Bylaws shall select the Officers of the Executive Committee, which includes all the programming directors. The President may appoint an Officer to the Executive Committee should a vacancy occur with less than one semester of the current term remaining. The interviewing committee in accordance with the Duke University Union Bylaws shall select an Officer to the Executive Committee should a vacancy occur with more than one semester of the current term remaining.
Section D. Term of Office
The Officers of the Executive Committee shall assume office no later than the date of the official changeover ceremony, which shall occur no later than the first Wednesday in April. The Officers shall remain in office for one year and the transitional period. The outgoing Executive Committee shall determine the duration and requirements of the transitional period.
Section E. Impeachment and Removal from Office
An Officer of the Executive Committee may be removed from Office at the discretion of the Executive Committee and in accordance with the procedures for impeachment and removal from Office as described in the Duke University Union Bylaws.
Article VI. Amendments
Any member of the University Union Board or the Executive Committee may raise a proposal for an amendment to the Duke University Union Constitution. This Constitution may be amended by the affirmative vote of a two-thirds majority of the Executive Committee and University Union Board members. No vote shall take place without prior notification of at least two weeks. The Chairperson of the University Union Board shall be responsible for providing such notification to the members of the intent to amend this Constitution and of their right to vote on the proposed amendment.
Bylaws of the Duke University Union
ARTICLE I. OFFICERS
Section A: President
1.To act as official spokesperson for the Duke University Union. 2.To call and preside over all meetings of the University Union Board. 3.To call and preside over all meetings of the Executive Committee. 4.To appoint and replace all University Union Board members and committee chairpersons, subject to UUB’s approval. 5.To serve as a nonvoting member on all Union committees
Section B: Executive Vice President
1.To act as presiding officer of the Board in the absence of the President and to succeed to that office in the event that the President is unable to fulfill his/her term. 2.To aid and advise the President of the Duke University Union Board. 3.To serve as a student liaison to the relevant staff-run services of the Office of Student Affairs. 4.To direct the Executive Committee in establishing and maintaining communication with other campus organizations. 5.To direct and implement strategic initiatives of the Executive Committee. 6.To serve as a nonvoting member on all Union committees
Section C – Vice President of Internal Affairs
1.To organize leadership development programs for members of the Duke University Union, including retreats. 2.To handle all recruitment issues and the coordination of the freshman intern program. 3.To carry out internal surveys in order to evaluate the performance of the executive committee. 4.To create and maintain a database of all active Union members and alumni. 5.To organize alumni meetings, and work with the Development Office to recruit alumni gifts.
Section D: Vice President for External Affairs
1.To act as a liaison between the Union and other programming bodies on campus. 2.To oversee committee activity to ensure compliance with University Union policies, committee mission statements, and yearly programming initiatives. 3.To serve as a student liaison to the relevant staff-run services of the Office of Student Affairs. 4.To serve as Union liaison and representative to other student organizations. 5.To act as the Director of the Union Consulting Group.
Section D: Marketing Director
1.To convene and direct the marketing committee. 2.To inform the Executive Committee of upcoming promotional activities for the Union. 3.To maintain a clear line of communication with other programming committees in order to maximize promotions for their events. 3.To ensure that all events maintain a cohesive Union identity and brand.
Section E: Executive Secretary
1.To assume responsibility for the recording and distribution of the minutes of all meetings. 2.To act as the University Union archivist and historian responsible for maintaining records on the University Union. 3.To take minutes at University Union Board Meetings. 4.To organize and maintain facilities for Union publicity, including, but not limited to display cases and the Union website.
Section F: Chief Financial Officer
1.To supervise and coordinate all annual budget proposals for the University Union. 2.To coordinate the Union budgeting process and advise all applicants. 3.To train, supervise, and advise the chief financial officers of each programming committee. 4.To act as overseer of the Union Endowment Fund and the Cipriano Arts Fund
ARTICLE II. MEETINGS
Section A: Regular Meetings
Meetings of the University Union Board shall be held no less than two times per academic semester. Exceptions must be approved by the University Union Board.
Section B: Special Meetings
Special meetings may be called by the President, by the Executive Committee, or upon the request of two-thirds majority of the University Union Board.
Section C: Removal
Any University Union Board member who has been absent from two Union Board meetings per semester shall be removed from the Board unless there exist extenuating circumstances and the Board member has notified the President in advance of these circumstances.
Section D: E-mail Votes
In urgent situations, as determined by the President, matters may be resolved via e-mail if two-thirds of the University union Board votes on the issue. A simple majority of those responding will pass the issue. Board members have two business days to vote.
ARTICLE III. EXECUTIVE COMMITTEE
Section A: Purpose
The Executive Committee consists of members of the University community as defined by the constituencies represented on the University Union Board. It shall attend to the affairs of the Union during the interim between the meetings of the University Union Board. The acts of the Executive Committee shall not conflict with actions taken by the University Union Board. The Executive Committee shall be responsible for proposing general policy to the Union Board for consideration and shall act to see that its policies are followed.
Section B: Membership
The Executive Committee consists of the President, the Executive Vice President, the Vice President of Internal Affairs, the Vice President of External Affairs, the Marketing Director, the Chief Financial Officer, the Executive secretary and the Programming directors from all the Programming Committees.
The President retains the authority to create ad hoc positions on the executive committee in order to fulfill certain tasks or carry out certain initiatives. These officers will serve in office till the end of the term of that board and the positions will cease to exist after changeover.
Section C: Meetings
Meetings of the Executive Committee may be called by the President for business which may arise.
Section D; Impeachment and Removal from Office
A member of the executive committee may be removed from office at the discretion of the committee. A member may also be removed from office if two consecutive meetings are missed without prior notification and justification.
Section E: Quorum
A majority of voting members of the University Union Board constitutes a quorum for the transaction of business.
ARTICLE IV. SELECTION OF OFFICERS
Section A: Term of Office
The officers of Executive Committee shall be chosen at the beginning of the spring semester. Appointments to positions shall be for a term of one year and shall be made at the first Board meeting after the Spring Break, lasting until new officers are approved by the University Union Board.
Section B: Method of Selection
The University Union Board shall ratify all officers and programming committee directors after interviews have been held and recommendations forwarded by members of the interviewing committees.
====Section C: The Interviewing Process 1. President : Applicants for President shall be heard by the interviewing committee which will consist of members of the University Union Board and the Executive Committee 2. Other Executive officers and programming directors - Applicants interviewing for these positions shall be heard by a committee consisting of the President-designate, members of the University Union Board and other programming directors.
Section 4: Interim Appointments
The President may fill a vacant officer position or committee chair position by appointment to fulfill the remaining term if the remaining term is of a period of less than 1 semester. The appointment must then be approved by the University Union Board. If a position is vacated with 1 complete semester or more remaining, normal selection procedures apply.
ARTICLE V. FINANCES
Section 1: Responsibility
The University Union Board shall be responsible for approving the annual budget and approving any other financial proposal over $10,000. The executive committee will retain the right to approve any proposal under $10,000. These will be subject to the financial policies established by the Trustees of Duke University.
Section 2: Funding
Basic funding for the Duke University Union is provided by Duke University through application to the Vice President for Student Affairs. The University Union Board may seek additional funding from program revenues, federal, state, corporate and foundation grants, individual solicitations and the establishment of group discounts and discount cards. Funding is also provided by the student activities fee.
ARTICLE VI. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order shall constitute the authority for all proceedings of the University Union Board except in such cases as are covered by the constitution, bylaws and special rules adopted by the Board.
