Student Organization Appendices

The constitution of a club or organization contains the fundamental principles that govern its operation. The bylaws establish the specific rules of guidance by which the group is to function. All groups must have a basic structure and methods of operation in writing on file in the Student Government Association office.

A constitution and bylaws help articulate the purpose of the club or organization and spell out the procedures to be followed for its orderly function. Constitutions usually require a two-thirds vote of the membership for adoption. Bylaws require a simple majority for passage.

Sample Constitution Outline

The following is a sample outline of the information that should be included in a constitution. The object is to draft a document that covers these topics in a simple, clear, and concise manner.

Article I - The name of the club/organization

Article II - Affiliation with other groups (local, state, national)

Article III - Purpose, aims and functions of the club/organization

Article IV - Membership requirements and limitations

• Section A - Types of membership
• Section B - Eligibility for membership

Article V - Officers (minimum requirement is president, vice president, secretary, treasurer; see Appendix C, Officer Roles

• Section A - Eligibility of officers
• Section B - Timetable of elections

Article VI - Meetings (frequency, special meetings and who calls them

Article VII - Quorum (number necessary to transact business

Article VIII - Amendments (notice and voting requirements)

Sample Bylaws

Bylaws set forth detailed procedures a group must follow to conduct business in an orderly manner. They provide further definition to the articles of the constitution and can be changed more easily as the needs of the club/organization change. Bylaws must not contradict provisions in the constitution. They generally contain specific information on the following topics:

• Membership (selection requirements, resignations, expulsions, rights, and duties).
• Dues (amount, collection procedures, any special fees, when payable).
• Duties of officers (powers, responsibilities, specific descriptions, procedures for filling unexpired terms of office, removal from office).
• Executive Board (structure, composition, powers).
• >Committees (standing, special, formation, chairs, meetings, powers, duties).
• Order of business (standard agenda for conducting meetings).
• Parliamentary authority (provision for rules of order, generally Roberts' Rules of Order.)
• Amendment procedures (means of proposals, notice required, voting requirements).

The membership roster should include the club/organizations name, date and advisor(s). Secondary, the roster should include the officer's name, address, phone number and student ID of each officer position. Third, a sign-in sheet that includes members name, address, phone number and student ID. 

Officers are advocates for the club/organization and should work with all levels of administration to promote good communication to achieve the club's/organization's goals. Officers need to be public relations officers for the College by having their clubs/organizations act in a responsible manner and by recruiting and welcoming new members. Students considering officer positions should make a commitment to help better the club/organization and realize the time commitment that is requested. All officers should attend all meetings and functions of the club/organization.

Duties of the president

• Create agendas.
• Call and run meetings.
• Serve as a liaison with administration.
• Recruit and maintain membership.
• Work with advisors.
• Delegate club/organization responsibilities.
• Be responsible for overall club/organization involvement.

Duties of the Vice President

• Work directly with the president on all club/organization projects.
• Give leadership to committee chairs.
• Assume president's role if need arises.
• Conduct business when president is unable to.

Duties of the treasurer

• Develop budget with officers, advisor(s) and membership.
• Maintain accurate record of expenditures (receipts) and funding.
• Report budget details as needed.

Duties of the secretary

The secretary's records will be referred to by current members to determine finished and unfinished business, what requires follow-up, and what actions were taken. These records are kept for future members to read and gain an understanding of where the club/organization has been and why. 

• Take minutes at all meetings (See Appendix D for tips about recording minutes).
• Maintain complete, accurate and objective record keeping.
• Notify members of upcoming meetings/events.
• Reserve meeting space with the proper office.
• Fill all changes/updates to the constitution and by-laws with the Student Government Association Office.
• Maintain a file of agendas, minutes, events and pictures.
• Have minutes of previous meeting viewed and approved at next meeting.
• Obtain approval from the Vice President for Student Services office before hanging all posters, flyers and other publications.
• Help the president/facilitator of meeting stay on track.
• Ask for clarification during meetings.

Secretary Tips

• Be prepared for each meeting.
• Be present at all meeting or appoint a substitute.
• Read the minutes of the previous meeting, paying attention to style and format, and review the agenda and any attached documents.
• Use a standardized form and fill in preliminary rough draft information before the meeting, then fill in discussions, etc. as they occur.

Meeting notes should always include

• Type of meeting (executive, standing committee, etc.).
• Date, time and place.
• List of those present and absent.
• Time meeting called to order.
• Approval and/or amendments to previous meeting minutes.
• Record of reports from standing and special committees.
• General matters.
• Record of proposals, resolutions, motions, seconding, final dispositions, summary of discussion and record of vote.
• Time of adjournment.
• Nomination of submission and transcriber's name.

Recording meetings

There are different ways to take meeting minutes, and clubs/organizations should choose the most appropriate method for them. Minutes can be recorded in writing, the most common practice, or on tape. Whether writing or taping the minutes, make note of the following: 

• The names of the people proposing any actions, stating an opinion or making a motion. 
• Any motions, resolutions, amendments, decisions or conclusions (all recorded word for word).
• Whether or not a motion was withdrawn and what assignments were made to whom.

Finalizing minutes for approval

• Once the minutes have been transcribed into draft form, they should be submitted to the president and advisor for review/correction.
• Upon return, they need to be prepared for final approval at the next meeting.
• Copies should be sent out to all members for review within three or four days of the meeting. This allows members time to read the minutes for accuracy before the next meeting and while the previous meeting is still fresh in their mind.