Constitution of the Furman University Student Activities Board
(Last Updated 10-21-08)
I. The Organization will be called the Furman University Student Activities Board (FUSAB).
II. Purpose
The purpose of FUSAB will be to serve the students by planning, coordinating, and executing social activities for the Furman student body. The specific goals of FUSAB will be to:
A. Assist in creating a positive social atmosphere among Furman students.
B. Pursue open and friendly relationships with other student organizations.
C. Ensure that the board is constantly seeking improvement for its programs in order to meet the needs of an increasingly diverse student body.
D. Ensure that a spirit of shared responsibility permeates through its members, meetings, and events.
III. Mission
A. FUSAB will provide entertainment for the student body according to campus interests while also providing opportunities for students to have experiences that they may not otherwise have. It will instill in its members a sense of leadership, organization, cooperation, and innovation. FUSAB’s activities will reflect the board belief that entertainment is multi-faceted and can encompass a wide array of activities, including those that are educational and cultural.
IV. Board Composition
A. Membership is not to exceed 55 students.
B. A minimum of 5 students from each class must be on the board at all times.
C. Applications
1. The selection of new members will be a three-fold process consisting of a written application, an individual interview, and a group workshop.
2. Applications will be accepted prior to October 1 and may be accepted in Spring Semester if deemed necessary by a 2/3 vote of the board.
3. The applications committee will consist of three permanent members: the Vice President of Administration, the Vice President of Programming and Vice President of Public Relations. The committee will also consist of two committee chairpersons and five general board members who have previously submitted applications.
4. The President, Parliamentarian, and Treasurer will select the two committee chairs and five general board members who are to serve on the committee.
5. The applications committee will meet in the Spring Semester to establish criteria for scoring and the procedure for selecting new members. In addition, the Board advisor will complete a training session about the applications process.
6. The members of the applications committee will select one member to serve as chair. This person will be responsible for all administrative tasks.
7. The President will oversee the applications process, and will direct both the group and individual meetings, but will maintain strict impartiality.
V. Officers
A. The members of FUSAB will elect offices of president, vice-president of administration, vice-president of programming, vice-president of public relations, treasurer, and parliamentarian.
B. Officers will meet once a week to discuss the status of the board.
C. Term of office for executive officers will be one year. Elections will be held at a FUSAB meeting during the first week of November. Elected officers take over at the end of the Fall Semester.
D. Term of office for committee chairs will be one year. New chairs will be selected by the executive officers during the last week of January, and will take over their committees thereafter. A chair has the option of running for executive officer positions in November.
E. Foster Positive relationships among ALL FUSAB Members.
F. Duties of Officers:
1. The President will:
a. Be the public representative for the board.
b. Preside over all meetings of both the general and executive board.
c. Not be allowed to vote on any motion presented to the board and remain impartial at all board, executive and committee meetings except in the case of a tie.
d. Have the right to call special meetings.
e. Oversee the applications process.
f. Have the right to appoint ad hoc committees.
2. The Vice-President of Administration will:
a. Preside over all meetings in the absence of the President.
b. Keep the attendance records for all FUSAB events.
c. Keep and maintain all non-financial administrative documents.
d. Record every motion made in general board meetings, and post the minutes no more than 48 hours after the meeting.
e. Be in charge of sign-ups for office hours.
f. Record of requirements of board members.
g. Plan and program the senior banquet.
h. Oversee the maintenance of the web-site.
3. The Vice-President of Programming will:
a. Oversee all committees by meeting regularly with committee heads to ensure that committees are running appropriately.
b. Handle complaints from committee heads concerning committee members.
c. Plan all retreats.
4. The Vice-President of Public Relations
a. Organize the annual composite picture
b. Maintain and update the FUSAB website on a weekly basis.
c. Design a semester calendar.
d. Oversee marketing representatives for each committee.
e. Design and order FUSAB T-shirts with the approval of the board.
f. Designing the summer brochure and seeing that it is distributed to freshmen.
g. Design Applications publicity.
h. Market FUSAB to the student body.
5. The Treasurer will:
a. Present the budget at both the Spring and Fall retreats.
b. oversee the proceedings of the financial committee
c. Present a financial statement from the previous term to the board at the beginning of both Semesters. This must be done within the first month of the semester.
d. Write and sign all checks.
e. Present a printed report to each committee head on a monthly basis on matters concerning that particular committee’s budget.
f. Accurately record all financial transactions involving the board.
g. Not make any changes to the approved budget without a 2/3 majority vote of the board.
h. Present to AFS an update on the financial proceedings of FUSAB by the fourth AFS meeting each term as stipulated in Article IV, Section 2, Letter C, Number 2 of the AFS bylaws.
3. The Parliamentarian will:
a. Maintain order at all executive and general board meetings by following Robert’s Rules of Order.
b. Set the order of the proposed agenda in the general board meeting.
c. Keep a speaker’s list when necessary or at the request of the President.
d. Address the general board concerning any matters that deal specifically with the policy and procedure of this constitution.
e. Not be allowed to vote on any motions presented to the board.
VI. Committees
A. Committees will:
1. Program and publicize their events.
2. Hold weekly meetings in order to discuss and collaborate about ideas for events.
3. Designate specific tasks to each committee member.
4. Bring forth old and new business to the general board.
5. Give a brief report at all general board meetings.
6. Rotate on a yearly basis (end of Spring Semester).
7. Remain within their designated budget.
8. Contain one marketing representative that will be in charge of creating the committee’s desired publicity.
B. Committee Chairs will:
1. Set the time and place of weekly meetings.
2. Inform the Vice President of Programming of any committee member failing to fulfill his/her committee duties.
3. Ensure that the various responsibilities of the committee are properly distributed among its members.
4. Hold committee members responsible for completing all assigned tasks.
5. Inform the Executive Committee of any proposals for general board meeting.
6. Inform the VPP of committee activities.
7. Determine the appropriate number of committee members needed both Semesters.
8. Fulfill requirements approved by the board.
9. Serve on the Executive Committee.
10. Select their committee’s marketing representative.
C. Members will:
1. Attend weekly committee and general board meetings.
2. Fulfill requirements recommended by the Officers and approved by the board.
3. In the event that a member could benefit from a leave of absence from the board, the member can approach the Exec board and request a temporary break (of a specified length) from all FUSAB responsibilities. The Executive Board will determine the validity of the request and will decide whether to grant the leave of absence.
4. Fulfill office hour requirements.
D. Committee Descriptions
1. Concerts will:
a. Program musical events for students.
b. Have at least one committee member and one general board member at each event.
2. Tickets and Trips will:
a. Program off-campus trips for students at discounted prices.
b. Provide tickets for students for activities including, but not limited to the following: concerts, musicals, plays, sports events, etc.
c. Have at least one committee member and one general board member at each event.
d. Rollover up to half of the revenue generated through ticket sales to the next Semester’s budget.
3. Special Events will:
a. Plan primarily on-campus events including, but not limited to the following: comedians, speakers, dances, etc.
b. Have at least one committee member and one general board member at each event.
4. Co-Sponsorship will:
a. Contact campus organizations at the beginning of each year.
b. Not plan events with individual Greek organizations.
c. Have at least one committee member and one general board member at each event.
5. Movies will:
a. Show regularly scheduled movies and program movie events approved by the general board.
b. Ensure that at least one committee member is present for each showing of every given film.
6. Homecoming will:
a. Plan activities throughout the week and weekend of homecoming relating to the week’s theme.
b. Meet with other organizations participating in the planning of homecoming to collaborate about the week’s events.
c. Determine and organize the various locations and Facilities Services needs of the events they plan.
d. Plan activities with its spring budget.
7. Each Committee will:
a. Assist all committees by creating desired publicity.
b. Order promotions, as deemed necessary, throughout the year.
VII. Meeting Structure
A. The Executive Meeting
1. Will include the six Officers and all Committee Chairs.
2. The president will preside at the meeting.
3. The president will call the meeting to order.
4. The president will give each Committee Chair the opportunity to report on the business of the committee.
5. The Committee Chair will notify the Executive Committee of event proposals for new business.
6. The parliamentarian will record the agenda for the general board meeting.
7. The president will give a report when deemed necessary while maintaining impartiality.
B. At General Board Meetings
1. The president will preside at the meeting.
2. The president will call the meeting to order.
3. The committees will be given the opportunity to inform the general board of potential events and to seek alternative ideas from the entire board.
4. The general board will discuss and vote on old business.
5. The committees will introduce new business.
6. The board will be given the opportunity to make general announcements.
7. The VPA will assign members office hours.
8. Executive Committee members will give a report to the board on any matters deemed necessary.
9. The president will adjourn the meeting.
VIII.Election of Officers
A. Nominations will be taken two weeks prior to the election and can be accepted until the night of the election. A member can accept the nomination for only one office. Any member who has been defeated can accept a nomination for a lower office before speeches begin for that office.
B. The president, vice-president of administration, vice-president of programming and vice-president or public relations must have served at least two full academic semesters before being eligible for election.
C. Individuals planning to go on foreign study during the upcoming FUSAB year will be ineligible for an officer position.
D. The president will preside at the election meeting, will be responsible for keeping a speaker’s list, and will not be allowed to vote.
E. The parliamentarian will be responsible for ensuring that proper time and order is kept. The parliamentarian will also be responsible for making sure that dilatory comments are not made. The parliamentarian can speak but not vote.
F. Nominated members are allotted five minutes to address the board, after which the candidates will leave the room. The order of officers will be president, vice president of administration, vice president of programming, vice-president of public relations, treasurer, and parliamentarian.
G. The board will discuss and vote. Each board member will be given the opportunity to speak if they desire, assuming that the speakers’ list has not been closed. The amount of time that a board member is allowed to speak at any one time will be limited to one minute.
H. Members will vote using a secret ballot, which will be counted by the advisor and the president.
I. In the absence of a majority vote, the candidate with the fewest votes will be eliminated. Another vote (including those running) will be taken until a majority is reached.
J. If there is a tie, the president will vote to break it.
IX. Recall of members
A. Any member of FUSAB is subject to impeachment and retraction of membership by a five-sixths vote of the Officers for the following delinquencies:
1. Failure to fulfill attendance requirements set forth by the current year’s Executive Officers.
2. Failure to fulfill duties of membership.
3. Misappropriation of funds.
4. Drinking or being intoxicated while performing duties at a FUSAB event.
B. At the end of the semester, the VPA should present to the Officers the members who do not fulfill their requirements. The Officers may set a minimum number of missed requirements for probation purposes. Any member who meets this number will be put on probation for the following semester. The member will then be required to meet 125% of the next semester’s requirements. Members with missed requirements above the minimum number will receive a letter announcing probation that they may respond to in a letter to the Officers. This letter should explain their actions during the semester in question and express their desire for continuing to be an active member on FUSAB. Members who are on probation and do not fulfill the 125% requirement will receive a dismissal letter indicating loss of membership.
X. Amendments
This constitution is subject to amendment at any regular FUSAB meeting, provided that notice of a proposed change is presented one meeting in advance. A two-thirds favorable vote by those present on the Board and approval from proper University authorities is required for passage. Furthermore, a Constitutional review committee will be formed once a school year for the purpose of improving the structure of the board. It will be overseen by the parliamentarian and include up to 5 board members appointed by the president.
XI. Summer Business
During the Summer, the Officers will have the power without consent of the general board but under the guidance of the FUSAB Advisor, to decide on matters that must be addressed before the first fall meeting.Bylaws to the Constitution of FUSAB
I. Executive Powers
A. The President will:
1. Serve as the AFS representative of FUSAB.
2. Have the right to appoint representatives on behalf of FUSAB.
3. Have the right to invite any person to the executive meeting.
4. Have the right to assign board members to committees at the approval of the executive committee.
A Motion can be moved directly into old business with the general consensus of the Executive Committee.
II. Vacancies
A. Officer Vacancy. If there is an officer vacancy, a new officer will be chosen in the same manner as outlined in the FUSAB Constitution. However, the nomination time period may be shortened to one week. If no one accepts nominations, then the president may appoint an officer.
B. Chair Vacancy. If there is a committee chair vacancy, the new committee chair will be appointed by the Executive Officers.
C. If the vacancy is the president, then the VPA will assume the position and all responsibilities as president. Election will be held for the office of VPA in the same manner as outlined in this Constitution, but can be shortened to one week.
III. General Procedures
A.Quorum is set at one member more than half of the active voting members. This excludes the president and parliamentarian.
B. Attendance
1. A member must notify the VPA two days in advance in order to receive an excused absence for a general board meeting. The VPA will deem absences excused or unexcused.
2. A member must notify the chair two days in advance in order to receive an excused absence for a committee meeting. The chair will deem absences excused or unexcused.
IV. Financial Guidelines
A.Check/Credit Card Requests
The treasurer must receive the request form at least 3 days prior to the date of use. All receipts must be turned in to the treasurer. Checks and cards must be received from the treasurer. Anyone on the board will be able to make such a request.
B. Reimbursement Request
Receipts must be attached to the reimbursement form. Allow 7-10 days for reimbursement. The treasurer cannot reimburse himself; the president or advisor must do so.
C.Cash Box Request
The request must be made at least three days prior to the event. The Check/Credit Card Request form must be used for all requests. The cash box must be returned immediately after use.
D.Petty Cash Request
The request must be made at least three days prior to the event. The Check/Credit Card Request form must be used for all requests. Every time cash is removed a receipt must be filled out and left in the safe.
E. Rollovers
Rollovers can only happen with approval of the general board and can only consist of money left over from the previous semester. They can only be requested when a committee has budgeted all of their money for the current semester. Money that is not rolled over will move into the UNA.
F. Unrestricted Net Assets Fund
The Unrestricted Net Assets fund will be maintained at $15,000. Should it fall below this number at any time, the following terms’ budgets will be adjusted to compensate for the loss as the executive board sees fit. Should it exceed $15,000, the surplus will be redistributed to the committee in the corresponding term of the following year.
G.Budget
The budget for Spring will be passed at the Fall retreat. The budget for Fall will be passed at the Spring retreat.
H.Hospitality
A maximum of 2 FUSAB members may have a meal paid for by FUSAB as part of artist hospitality.
I. Centennial Rule
Up to $100 may be spent for independent spending with out board approval
J. Officer Honorarium
Officers will receive an Honorarium each term out of the Approved Budget in the following amounts
· President- $500
· Vice President of Administration- $450
· Vice President of Programming- $450
· Vice President of Public Relations- $450
· Tresurer-$450
· Parliamentarian- $150
