We need rules or also known as “Laws” Why? To keep the group organized from doing things there not suppose to!
All clubs have a purpose and need rules to guide their club. This is what the club constitution and by-laws are for. The constitution lists the articles of the club and the purpose of the club. The constitution also includes that the club is a member of THE DRAWING CLUB and also includes the location where the club is located.
The by-laws are the rules of the club. It is important to make the by-laws suit your club, but also the simpler they are made, the smoother running club you may have. If the by-laws are not clear or are confusing, it may be difficult for a member to follow the correct procedure. If by any chance rules are violated, let the student know they have a warning. If this continues or persist, the best way to handle the situation is to get in contact with the club coordinator to speak about the next step, which could lead to banning. Keep the terms simple. This should include such things as the time frame for the meeting, how the date and time of the meeting is communicated to the club members, how amendments are submitted and who has voting rights. If a club follows the procedures set out in the bylaws, this should allow for a smooth club and a successful club.
Here us a Sample of a constitution
ARTICLE I: NAME & PURPOSE
Section A: Name – The name of this club shall be [Drawing Club].
–“The rules and regulations of the Drawing club Constitution shall be followed when not inconsistent with the rules and regulations of the College [New York City College of Technology]
Section C: Purpose – The purpose of this club shall be:
[List in detail the purposes and objectives of the clubs.]
1.[To encourage to draw, improve and show what skills you have]
2.[To socialize, communicate and help each other]
3.[To have our club get known through out college]
ARTICLE II: MEMBERSHIP & DUES
Section A: Eligibility – Membership shall be open to anyone who is attending New York City College of Technology ONLY.
Section B: Dues or fees – This is all up to the club if they want to add a fee or Dues, the amount and for what purpose can it help the club. Usually some clubs start at $_[5]_ per semester.
ARTICLE III: OFFICERS
Section A: Officers – The officers shall be a President, Vice-President, Secretary, Treasurer and V.I.P. [These are general officers, add officers specific to the needs of the club, if necessary.]
Section B: Eligibility – Officers must have [2.0 GPA and second semester into college]
Section C: Election – The officers shall be elected by ballot at the last meeting of the semester by a majority of the vote cast for that office.
Section D: Term – The officers shall serve for a semester and their term of office shall begin at the commencement of each semester.
Section E: Vacancy – If a vacancy occurs in the office of President, the Vice-President shall assume the office for the remainder of the term and vacancies in any other office shall be filled by a special election.
ARTICLE IV: DUTIES OF OFFICERS
Section A: President – it shall be the duty of the President to:
• Preside at meetings
• Vote only in case of a tie
• Represent the club
• Appoint committee chairpersons subject to the approval of the Executive Committee
• Perform such other duties as ordinarily pertain to this office
Section B: Vice-President – It shall be the duty of the Vice-President to:
• Preside in the absence of the President
• Serve as chairperson of the Program Committee
Section C: Secretary – It shall be the duty of the Secretary to:
• Record the minutes of all meetings
• Keep a file of the club’s records
• Maintain a current roster of membership
• Issue notices of meetings and conduct the general correspondence of the club
Section D: Treasurer – It shall be the duty of the Treasurer to:
• Receive all funds and process Request for Payment, Deposit Slip, and Officer Signature Forms.
• Keep an itemized account of all receipts and expenditures and make reports as directed
ARTICLE V: MEETINGS
Section A: Meetings – Regular meetings shall be held monthly during the regular semester of school.
Section B: Special Meeting – Special meetings may be called by the President with the approval of the Executive Committee.
ARTICLE VI: EXECUTIVE COMMITTEE
Section A: Responsibility – Management of this club shall be vested in an Executive Committee responsible to the entire membership to uphold these bylaws.
Section B: Membership – This committee shall consist of the officers as listed in Article III and the faculty advisor.
Section C: Meetings – This committee shall meet at least once between regular meetings of the club to organize and plan future activities.
ARTICLE VII: ADVISOR
Section A: Selection – there shall be a faculty/staff advisor who shall be selected each semester by the membership. A faculty/staff advisor can be any professor, coordinator, and more. They must be working at the vicinity of the college.
Section B: Duties – The responsibilities of the faculty advisor shall be to:
• Maintain an awareness of the activities and programs sponsored by the student club.
• Meet on a regular basis with the leader of the student club to discuss upcoming meetings, long range plans, goals, and problems of the club.
• Attend regular meetings, executive board meetings as often as schedule allows.
• Assist in the orientation of new officers.
• Explain and clarify campus policy and procedures that apply to the club.
• Maintain contact with the Student Life Office.
• Provide direction to the club meeting facilitation, group-building, goal setting, and program planning.
• Assist the club treasurer in monitoring expenditures, fundraising activities, and corporate sponsorship to maintain an accurate and up-to-date account ledger.
• Inform club members of those factors that constitute unacceptable behavior on the part of the club members, and the possible consequence of said behaviors.
ARTICLE VIII: COMMITTEES
Section A: Program Committee – A program committee composed of the Vice-President as chairperson and four other members shall be appointed by the President before the end of spring semester, whose duty shall be to plan the overall program of the club.
Section B: Other committees – [List other committees germane to the club such as finance, publicity, membership, professional relations, social, etc.]
Section C: Special Committees – The President shall have the authority to appoint any special committees, with the approval of the Executive Committee, from time to time as need demands.
ARTICLE IX: AMENDMENTS
Section A: Selection – these bylaws may be amended votes of the club membership.
Section B: Notice – All members shall receive a copy advance notice of the proposed amendment at least five days before the meeting. [The time may be extended]
Creating a constitution can be time consuming but the outcomes can establish order and keep the club organize. Once the laws are set, you my not worry but have a smooth, fun future for the club.
