Vanderbilt University Computer Society Constitution
Preface: In this document, “the Board” or “Board” refers to all Vanderbilt Computer Society Officers of the current academic year. “the Club” or “Club” refers to the Vanderbilt Computer Society.
Mission Statement: The Vanderbilt Computer Society’s purpose is to serve as a general technological forum for the university community. Through numerous projects and events, whether exclusive to members or available to the whole student body, the Club seeks to foster attention to the enormous prevalence of technology in our modern lives. The Club holds a number of general meetings over the course of a semester for its members to discuss the development of its members’ interests and tasks. Principally, the Club hosts a LAN party each semester for the entire campus.
I. The Board
I-A. Officer Positions and Duties
a. President
The President is to oversee all operations of the Club. Amongst his(her) tasks include: calling meetings [for members and officers], being the principal figurehead of the Club, maintaining relations with other organizations, and providing general direction in the affairs of the Club.
b. Vice President
The Vice President is to support the President in his(her) duties, acting as the second individual in charge of the Club’s success.
c. Treasurer
The Treasurer is to oversee the finances of the Club. He(she) is responsible for the collect allocation of funds. He(she) is responsible for reporting to the Board all elements of the Club’s monetary assets as needed. Also, he(she) is responsible for handling deposits, receipts, and reimbursements.
d. Secretary
The Secretary provides general assistance to the other officers of the Board in their duties as they request. Furthermore, he(she) is responsible for maintaining meeting minutes.
I-B. Election of Officers
a. Eligibility
Any person who is a member of the Club during the current academic year and will still be an undergraduate the following year is eligible to run for an officer position for the next academic year. The candidate must be in good standing with the Club. A candidate must be nominated by a current Officer to run for a position.
b. Logistics
The Board will run the elections, to be held at the conclusion of an academic year. After candidates are nominated by Officers, a popular vote by the Club’s members will produce the next year’s officers.
c. Good Standing of Officers
To be an officer in good standing one must:
i. Attend all Officer’s meetings and general membership meetings unless a valid excuse has been provided to the President.
ii. Attend a majority of all general meetings in an academic year.
iii. Not have broken any laws of the Constitution.
d. Other
The Board shall decide all situations involving the dismissal of an Officer, and is subsequently responsible for his(her) replacement.
II. Temporary Positions
II-A. Description
An individual fulfilling a temporary position is not an Officer and is not given any of the priveleges of the an Officer; however, an Officer may fulfill a temporary position.
II-B. Positions and Responsibilities
a. LAN Party Chair
The LAN Party is the principal event seen by the university community. The LAN Party Chair has general oversight of the event, and is effectively responsible for all of its components. While this position is essentially held by the whole of the Board, the Board may deem it necessary to nominate a single individual to the position.
b. LAN Party Manager
These numerous positions reflect a member who is in charge and responsible for any of the diverse needs of the LAN Party. Such duties include, but are not limited to: advertisement, equipment, management of a ‘tournament’, food, handling of tickets, etc.
c. Other
As the Club is involved with various programming and web-based design projects, and is responsible for the campus voting system, new positions may be created as necessary to properly oversee these activities.
III. Membership
a. Active Membership
Active membership is open to all Vanderbilt undergraduates. The Board may extend membership to other individuals as it sees fit.
b. Good Standing
To be a member in good standing one must:
i. Have attended a significant number of meetings and assisted the Club in its activities.
ii. Have followed all rules and regulations as stated in this document.
iii. Not have broken any rules of the Club.
c. Privileges
All members in good standing are eligible to use the resources of the Club.
IV. Amendment of the Constitution
a. Proposal
Any officer, at any time, may propose an amendment to the Constitution.
b. Adoption of Proposed Amendment
In order for a proposed amendment to the bylaws to be adopted, it must receive the full endorsement of the Board and at least one-half of the non-Officer membership.
