Sample Constitution and By-Laws.doc
We, the members of the (Organization name) do hereby establish this constitution in order to facilitate effectiveness and efficiency in the on-going operation of the organization.
Article I – Name
The name of the organization will be (Organization name) and herein referred to as the (Organization name).
Article II – Purpose
State the purpose of the organization.
Article III - Membership
Membership in the (Organization name) is open to any Villanova matriculated student, who is in good academic and disciplinary standing. Membership in the (Organization name) in maintained through active participation in the organization as provided for in the by-laws.
Article IV – Non discrimination
Membership in the (Organization name) will not be limited to persons based on their gender, sex, race, color, religion, national origin, age, sexual orientation, or disability.
Article V – Advisor
The advisor of the (Organization name) will be selected by its members and responsible is for the organization as provide for in the by – laws.
Article VI – Officers
The Officers of the (Organization name) will be specified in the by – laws and selected on an annual basic as provided for in the by – laws.
Article VII – Executive Board
SECTION ONE – Definition
The Executive Board will be the governing body of .
The executive Board will establish and enforce organization policy, approve all activities, supervise operations, and provide leadership development for members.
SECTION TWO – Membership
The membership of the Executive Board will consist of the officers and additional members outside of officers if called for as specific in the By – laws.
SECTION THREE – Meetings
The Executive board will have meetings on a regular Basis as determined at the end of the previous semester by the President and Board.
A. Quorum – a quorum will be defined as two thirds of the membership of the executive Board. A quorum is necessary in order to transact business at any Executive Board Meeting.
B. Meetings – All meetings are open unless otherwise dictated by the President, By-laws or two-thirds majority vote.
Article VIII – By laws
By- laws of the (Organization name) will be established upon approval by a two-third majority vote of the Executive Board.
Article IX – Amendments
Amendments to this constitution may be proposed in writing by any member of the Executive Board at any regular meeting of the board. A proposal presented at a regular meeting will be voted on no sooner that next regular meeting, and will become effective upon approval by two – thirds majority vote.
Article X – Ratification
This constitution will become effective upon approval by two-thirds of the voting members at a regular meeting. Ratification becomes complete upon approval of the Director of Student Involvement. This constitution when ratified will supersede any existing documents.
Examples and replacement areas are highlighted. Groups should establish own guidelines.
ARTICLE I – STRUCTURE
The (Organization Name) will consist of the following sub-units: the Executive Board and (#) standing Committees.
SECTION ONE – EXECUTIVE BOARD
A. Definition – The Executive Board will be the governing board of (Organization Name).
the Board will establish and enforce organization policy, approve all organization activities, supervise operations, and provide leadership development for members.
B. Membership – The membership of the Executive Board will consist of (List positions).
C. Meetings – The Executive Board will have regular meetings on a (weekly basis) as determined at
the end of the previous semester by the President and Executive Board.
- Procedures – Meetings will be conducted, when applicable, according to Robert’s Rules of Order. In all other cases, meetings will be conducted by common practices as long as they are not inconsistent with the By-laws.
- Attendance – All members of the Executive Board will be expected to attend each meeting of the Board and remain for its entirety. After three unexcused absences in a one year term, a motion for impeachment will be brought against the member by the President. The discretion of the President will determine what constitutes an unexcused absence. The member will be notified within 24 hours whether the absence is unexcused.
- Visitors – Any member of the University Community or other invited guest may attend an Executive Board Meeting. If a visitor wishes to address the Board, notification must be given to the President in order to be placed on the agenda.
D. Quorum – A quorum is defined as two-thirds of the membership of the Executive Board. A quorum is necessary to transact business at any meeting of the Board.
SECTION TWO – MEMBERSHIP
A. Definition – The standing committees of (organization name) will be the functional units of the organization. The committees are:
B. Membership – The membership of each committee will consist of the committee coordinator and interested general members.
C. Meetings – Each standing committee will meet on a regular basis as determined at the end of the previous semester by the committee and its advisor.
D. Powers and Duties –Each standing committee will have the following powers and duties:
1. establish committee goals, objectives, and guidelines that are consistent with the established mission and guidelines formulated by the Executive Board.
2.initiate and implement programming after approval by the Executive Board,
3. recruit new members
4. keep accurate records of expenditures
5. maintain accurate membership records
6. educate and inform members about (organization name).
ARTICLE II – OFFICERS
SECTION ONE – OFFICERS
A. Definition – The officers of (organization name) are:
1. President ( or other titles as chosen by the organization)
2. Vice-President for Human Relations
3. Vice-President for Finance
4. Vice-President for Public Relations
B. Qualifications – The qualifications for officers are:
1. President (EXAMPLES ONLY)
a) Have served on the Executive Board for at least one year prior to
b) Be a student in good academic and disciplinary standing
c) Be able to fulfill at least one term of office
a)Have at least one year involvement in (organization name)
b) Be a student in good academic and disciplinary standing
c) Be able to fulfill at least one year of office
C. Selection – (selection process fully outlined)
D. Term of Office – Officers will be elected for one term, which will begin with an Orientation and transition period after their selection and ends on the last day of
Classes of the following Spring semester. (This is an EXAMPLE)
E. Vacancy – In the event that an Executive Board position becomes vacant before the term
Is completed, the President will appoint an interim replacement until the position can be filled permanently. This is an example. Groups should establish their own guidelines.
F. General Duties and Responsibilities – All officers will be responsible for the following:
1. serve as a member of the Executive Board and attend all meetings
2. attend all leadership weekends and training
3. responsible for the orientation of successor upon completion of the selection process
4. participate in sub-committees as needed
5. maintain scheduled office hours during regular business hours as needed
6. establish personal and position goal
G. In addition, the following will be expected requirements: This is an example. Groups should establish own guidelines).
a) preside over Executive Board meetings
b) plan agendas for Executive Board meetings
c) serve as an official spokesperson for (Organization Name)
d) provide general direction and ensure efficient functioning of all
components of the organization
e) serve as a liaison between (Organization Name)and other University
entities as needed
f) serve as liaison for Student Government
g) establish and organize ad-hoc committees as needed
h) plan leadership development activities for the Executive Board
2.Vice-President for Human Relations
a)assist President and function in his/her absence in all matters pertaining to human resources
b) responsible for general member leadership development activities
c) responsible for membership recruitment drives in cooperation with public relations
d) direct year-long drives for membership recruitment and retention
e) maintain accurate active membership list
3. Vice-President for Finance
a) assist the President and serve in his/her absence for all matters pertaining to finance
b)participate in the budget development process and represent (Organization name) in any budget hearings with the President,
c) be familiar with Student Involvement financial codes and guidelines and ensure that all (Organization name) financial transactions are in compliance
d)develop a monthly budget report for the Executive Board
e) coordinate all fundraising activities
4. Vice-President for Public Relations
a)assist the President and serve in his/her absence for all matters
pertaining to public relations
b) maintain accurate records of all business of the executive board meetings, minutes and agendas
c) coordinate the development and implementation of all public relations campaigns, and weekly and monthly publications
ARTICLE III – OPERATIONS
SECTION ONE – BUDGET
The (Organization Name) budget will be approved and controlled by the Executive Board and
Monitored by the Vice-President for Finance in collaboration with the Advisor.
SECTION TWO – ADVISORS
The (Organization Name’s) first advisor is (Name). The advisor advises the
Organization, and provides feedback as to budgeting and long range planning of (Organization Name).
Advisors are non-voting members of the organization.
SECTION THREE – VOTING
A 2/3 majority of the membership of the Executive Board must be present to conduct official
business of the Executive Board. In emergency situations where an official meeting is not
feasible, the President may make a reasonable effort to contact all members of the Board in order
to ascertain a vote by telephone or other means. In unusual circumstances where contacting
members is impractical or unfeasible an emergency decision may be made by the President in
collaboration with appropriate coordinator and their advisor. The President must report to the
Board the circumstances and the results of any such occurrence at the next Executive Board
SECTION FOUR – DEFICIENT PERFORMANCE
Any infraction of the (Organization Name) Constitution, By-laws, or guidelines, and/or failure to
adequately carry out job functions by a (Organization Name) Executive Board Member will
constitute deficient performance. Any member in good standing with (Organization Name) may
bring charges of negligence against an Executive Board Member. Charges may not be made
anonymously. All charges must be made in writing and submitted to the President. In the event
that the President is being charged, the Vice-President for Human Relations will carry out the
proceedings. Any such member’s status will be subject to review according to the following
A. The president will convene a meeting with the Board member, and the advisor to
discuss the alleged deficiencies. The result of this meeting will be one of the following
1. corrective actions recommended which may include a probationary period,
2. decision to take no action and dismiss issue,
3. recommend resignation by member or impeachment by the Executive Board
B. Any action will be documented in writing with copies to the member and the advisor’s
C. If impeachment becomes necessary, the issue will be discussed at the next regular
meeting of the Executive Officers in closed session. The member will be invited to be
present with reasonable notice. The issue will be brought up as the first order of
business at the next Executive Board meeting in a closed session. The Executive Board
will effect impeachment with a ¾ majority vote. The Executive Board may also elect
to impose a lesser action.
APPEALS – If the member is dissatisfied after meeting with the President and advisor in step
one (1), s/he may appeal to the Officers within three (3) working days by notifying the President
in writing. The President will convene a meeting of the Officers to hear the appeal. The member
may appeal the Officers’ decision to the Executive Board at the next regular Executive Board
meeting in closed session by notifying the President within three (3) working days of the
Officers’ decision. The decision of the Executive Board will be final.
ARTICLE IV – AMENDMENTS
Amendments to these by-laws may be proposed in writing by any member in good standing at
any regular meeting of the Executive Board in which quorum exists. A proposal presented at a
regular meeting will be voted on no sooner than the next regular meeting in which a quorum
exists and will become effective upon approval by a ¾ majority vote.
ARTICLE V – RATIFICATION
These by-laws will become effective by a ¾ majority vote of the Executive Board at a meeting in
which quorum exists. Ratification becomes complete upon approval of the Director of Student
Involvement. These by-laws when ratified will supersede any existing documents and take effect
one week following ratification unless otherwise specified in the amendments.
ARTICLE VI – REVIEW
The Constitution and the By-laws will be reviewed and revised on even numbered years.