Zoology Club Constitution
Zoology Club @ WSU: Zeta Omega 2007-2008
Name:
Zeta Omega (Zoology Club)
Purpose:
Enriching your individual experience at WSU while enhancing your zoological knowledge through community services and education.
Qualifications for Membership:
- Members must currently be enrolled as a Washington State University student
- Zoology Club at WSU in a non-discriminatory organization in which students of all majors are welcome
Financial Obligation of Members:
- Dues are $8 for one semester or $15 for two semesters
- Payment is due by the first meeting in October of fall semester, and by the first meeting in February of spring semester. However, any individuals interested in joining the club after this time will have 1 month to pay dues to be an official member
- New members cannot receive discounts unless dues have been paid
Description of Officers:
General Qualifications
- One my be eligible for an officer’s position (1) if they have been an Active Member* in a committee for at least one previous semester or (2) have permission** from the chairperson from either the Events Committee or the Fundraising Committee
* Being an Active Member constitutes attending at least ¾ of either of the meetings and 25% of the club and/or volunteer events, as well as meeting the qualifications for becoming a member (see above).
** If a candidate who has received permission from a chairperson and is elected to office, she/he must attend ¾ of club meetings and 50% of club and/or volunteer events during the first semester of office. Failure to do so may result in the remaining officers’ decision to have a re-election for that position at semester.
General Responsibilities
- Must attend at least ¾ of committee meetings and 25% of club and/or volunteer events
- Must organize and maintain a notebook of officer activities to pass on to the succeeding officer
General Limitation
- No individual can hold the same office more than two years
President:
* Must be involved in the club and a committee for at least one previous year.
Responsibilities –
- Preside over meetings
- Work with faculty advisor and other officers to plan programs and activities
- Assist and organize with events
- In charge of recruiting guest speakers (including seminars)
- Serves as a tie breaker in all club votes
- Responsible for reserving meeting room and reapplying for office space
- Responsible for providing a list of the officers to any requesting entity, including the School of Biological Sciences office
- Responsible for informing officers of their status as decided by a committee meeting of the officers, where a majority rules vote had taken place
Vice President:
Responsibilities –
- Preside over meetings in absence of the President
- Assist the President, faculty and other officers in planning programs and activities
- In the event that the President should step down during the year, it is the responsibility of the Vice President to adopt that role, and take leadership of the meetings and club
- “V.P.” Time (finding interesting articles to present to the club-animal related) to be posted on the website by the historian and be presented during the meetings
- check club e-mail and forward messages to the appropriate people
- note banks are not allowed, as had been thought in previous years, so there is no maintenance required
Secretary:
Responsibilities –
- Keep written records of meetings and activities
- Check for mail once a week
- Work with the historian to update the bulletin board
- Take minutes at both general and committee meetings, and e-mail to the club members within one day of the meeting
Public Relations (Historian)
Responsibilities –
- In charge of public relations and publicity, including by not limited to maintaining the web site and bulletin board
- Has to organize advertisements for new recruitment in the dorms, The Daily Evergreen, and any other media
- Responsible for maintaining the scrapbook
Treasurer:
Responsibilities –
- Collect membership dues
- Deposit dues and other income into FS&A account
- Keep current records of club funds, and bring reports to every general meeting
- Be knowledgeable of the current balances of the club’s main account and the fundraising account
- Help other officers with budgeting (both for committees and other spending)
- Maintain record of check issuances
- Maintain record of deposit slips
- Maintain record of dues paid
- Setup Cougar Copies account every new school year, as well as maintain he account list with names of current officers
- Order t-shirts, etc.
Fundraising Chair/s:
* Must be involved in the club and a committee for at least one previous year (including current semester) to qualify for position.
Responsibilities -
- Hold committee meetings every other week, opposite of the general club meetings, to discuss up-coming events and ideas for projects
- Keep records of committee meeting attendance
- Organize and oversee all fundraising events
- Schedule and oversee the attendance and times for fundraising events
- Ensure all members attending activities have rides/transportation
- Purchase any items needed for the fundraising events, or delegate the purchase to another officer as approved by the club
- Keep an accurate record of items sold and/or raffled
- Be responsible for reserving a meeting room for the committee meetings
- Be responsible for writing donation request and thank you letters to possible donors
- Work with the events chair to ensure that a notice is sent out to a member of the committee about meeting times
Events Chair/s:
* Must be involved in the club and a committee for at least one previous year (including current semester) to qualify for position.
Responsibilities -
- Hold event committee meetings every other week, opposite of general meetings, to discuss up-coming events and ideas for projects/events
- Keep a record of committee meeting attendance
- Go to the event office to get events approved as a club activity
- Organize projects with other members to ensure that the projects run smoothly
- Organize monthly fun and volunteer events during the semester
- Ensure that the club participates in activities that educate the community on animal awareness
- Contact the organization which we will be going to for events to set up times
- Ensure that club members that sign up for the event attend and have a ride to get to the facility
- Work with fundraising chair to ensure that a notice is sent out to all members of the committee about up-coming meeting times
Disbursement and Use of Funds:
- Club-related events: For any activity to be subsidized by the club which requires greater than $100, a simple majority vote shall be held to pass funds
- Any club-subsidized event shall have an allocation of funds decided on by officers
- Once a year, at the end of January, an account of club funds will be taken. On any year in which the club has greater than $500 in the FS&A account, ten percent (10%) shall be used to help support a community need. Three options, selected by the officers, shall be presented to the club by the first meeting of February. The attending members shall vote on one recipient of these funds.
- Parliamentary Procedures: Revisions of the constitution and/or addition of amendments will be voted on by a 2/3 majority vote of the Zoology Club members at that meeting. The desired revisions and purpose of the meeting shall by duly advertised to encourage attendance. The president will only vote in the case of a tie.
Sources of Financial Support: Financial support will arise from:
- Membership dues
- Fundraising Activities
- Possible sponsorship by an off-campus organization or individual
- School of Biological Science seminar fund
The balance of the Club’s FS&A account will never be allowed to be overdrawn. If the club should disband and abandon the FS&A account for more than one year, any excess funds will be deposited in the account indicated on the previous year’s Organizational Report Form. If no fund is indicated, any excess funds will be deposited to the Whitman County Humane Society.
Budget:
* If needed, a committee may use money from another allocation with permission from a majority rules meeting.
Fundraising Supplies:
15% at the beginning of each semester with no roll over
- To purchase additional raffle items if donations are scarce (at discretion of officers)
- Materials for craft items
- Booth advertisement
Volunteer Efforts:
5% at the beginning of each semester with no roll over
- Items for public education activities
Club Activities:
15% at the beginning of each semester with no roll over
- Club field trips and club member events
Miscellaneous:
15% at the beginning of each semester with no roll over
- Graduation cords, I.D. tags, scrapbook materials, Cougar Copies, and Office Supplies
Donation:
See “Disbursement and Use of Funds” (no. 3)
Savings:
40% at the beginning of each semester with no roll over