Clarkson University Outing Club Constitution

January 2005

Article I – Name

The name of this organization shall be the Clarkson University Outing Club (CUOC).

Article II – Purpose

The purposes of the club are to encourage and teach leadership skills as well as responsible treatment of the environment, and to enable members to safely participate in outdoor activities.

Article III – Membership

Section 1

Membership shall consist of any member of the CUSA who has paid the activities fee and has been properly registered according to the by-laws and has paid any additional dues required by the organization as defined by the CUSA finance policy. Initial active membership shall be open to all members of the CUOC who have gone on either four sanctioned trips, one of which is an overnight, or five sanctioned day trips, written an article for the Outlook (the official CUOC paper), completed one service project for the CUOC, and finalized by a majority of the Governing Board. These requirements shall be completed within one school year.

Section 2

Any Clarkson University graduate student, faculty, or staff member may apply for membership, provided that they meet the eligibility requirements of the CUSA and the club by-laws and they have paid their required activities fee.

Section 3

A. Any member found committing an unsafe or irresponsible act or an act contrary to organization's rules or purpose of the club shall have his or her membership reviewed for possible suspension or removal by the governing board. A 2/3 vote of the governing board will suspend a person's membership for no longer than one semester's time.

B. A person accused of such unsafe or irresponsible actions will be able to speak in their defense before a vote is taken for either suspension or removal. The person must be notified at least one week before a vote is taken on their possible suspension or removal. It is the member's responsibility to familiarize themselves with the rules and regulations of the club before the proceedings.

C. If any member is found committing an unsafe or irresponsible act or an act contrary to the organization's rules or purpose of the club, the governing board can make the recommendation to the membership for the removal of a member. A 2/3 vote of the membership will remove a member from the club.

D. A 2/3 vote of the membership can override any member's suspension decided by the governing board.

E. A member who believes that he or she has been unjustly removed or suspended from the club may call on the Activities Committee for a review of the club's actions. The Activities Committee may reinstatement of the member only if the person under review failed to pass the vote stated in Article III Section 3 Sub-Section D. A 2/3 vote of the Senate Activities Committee is required to reinstate a member. In the case of expulsion, the club may also restore a person to membership or office through the same preliminary steps and vote as is required for an election.

F. All dues and fees paid by a suspended or removed member will be forfeited.

Section 4

No person may be allowed to become a member of the Outing Club or participate in club activities without first signing a waiver releasing Clarkson University, the CUSA, and the Outing Club from all liability for any injury.

Article IV – Executive Board

Section 1 – Governing Board

A. The governing board of this organization shall consist entirely of a President, Vice-president, Secretary, Treasurer, Publicity Chairman, Equipment Chairmen, Kayak Chairmen, Canoe Chairmen, Caving Chairmen, Climbing Chairmen, and Webmaster. They shall be elected for a term of one academic year. The officers will take office at the meeting following the elections meeting. No person may hold more than one office at a time, with the exception of activity chairmen including Kayaking, Climbing, Caving and Canoe Chairmen. Elections will be held at the third meeting of the spring semester. Officers must be active undergraduate members.

B. The governing board shall have the power of veto. The governing board needs a ¾ vote to veto any actions of the club. The membership may override the veto by a 2/3 vote. Each officer shall have one vote. Votes may only take place where a quorum has been met. (See Article V Section 2)

C. The governing board shall review and approve any proposal involving a total CUOC expenditure greater than $50 and shall review the proposed budget each year.

D. The governing board shall have the power to make decision on all questions not specifically delegated to other groups. A majority vote of the governing board is necessary for a question to be approved. A report of all governing board decisions shall be made to the membership.

E. The governing board meetings shall be called when necessary by the President. The governing board shall meet at least six times each semester.

F. Every officer will have only the keys necessary to do their job. Wall supervisors and canoe house monitors will have keys to the climbing wall and canoe house, respectively.

Section 2 – Election of Officers

A. – Elections Meeting The election of officers shall take place at the third meeting of the spring semester. The election must be announced to the entire membership at least two weeks prior to the date of elections. The election shall take place after an announced meeting where nominations for officers shall be opened, which must be at least one week before elections.

B. – Nominations Nominations shall remain open until the voting of a particular office. Nomination will open at the second meeting of the spring semester. At any time within this nomination period, someone can be nominated for office by contacting the current President. Anyone may make a nomination. The nominee may accept or decline the nomination. Students graduating in the spring semester cannot be nominated. Nominees may submit a short blurb to the newsletter to be printed before the election meeting. Prior to elections, each nominee may make a short campaign speech followed by an open discussion of the nominees for that office.

C. – Voting Voting shall be done by secret ballot and the results shall be made known within one week following the election. Elections must take place at a meeting where a quorum has been met. Absentee ballots may be accepted up to the day of the election meeting. Elections will proceed in the order listed in this constitution: President through Activity Chairmen. Candidates must win by a simple majority of the vote. If anybody isn't nominated for a position, write-in candidates will be accepted. If nobody is elected to a position, a special election will be held according the constitution.

D. – In Event of Tie In the event of a tie, the current governing Board shall hold a re-vote. The election will follow the same guidelines stated above within one week following the announcement of the election results and will follow the same guidelines as the elections meeting except that only the candidates that tied for office will be allowed to run in the re-vote.

Section 3 – Duties of Officers

A. – President The President shall preside over the meetings and see that all business is carried out in a proper manner. He/she shall vote only in the case of a tie. The president shall choose the chairs of any committees formed. He/she shall oversee the elections for the year to succeed theirs, except in the case where he/she is being considered for another office. In this case the current governing board should choose an arbitrary member that is not being considered for the office. The President will be the spokesman for the CUOC and make sure other officers are performing their intended duties.

B. – Vice-President The Vice-President shall assist the president in carrying out his/her duties, and shall, in the absence of the president, carry out the duties of the president as described in Article IV Section 3 Sub-Section A. The vice president shall also make all necessary planning for the New Student Orientation trips, arrange for at least one first aid course to be offered to trip leaders, and shall oversee the ordering of first aid supplies and manuals.

C. – Secretary The Secretary shall keep an accurate written record of all meetings. Also, the Secretary shall carry out all correspondence, keep attendance, and be the custodian of all documents and records. The Secretary shall be responsible for the correspondence of the organization and the CUSA, CUSA Senate, and appropriate faculty and administration. The Secretary shall be responsible for an annual written report of activities of the organization, stating goals and intentions of the organization for the coming year, to be presented to the CUSA Senate. The Secretary shall also be responsible for publishing the CUOC newsletter.

D. – Treasurer The Treasurer shall have charge of the funds of the organization. The Treasurer shall make a financial report to the governing board no later than the sixth meeting of each semester and make expenditures as authorized by the governing Board. The Treasurer shall be responsible for working along with the CUSA Senate to obtain funding for any event/project that requires CUSA assistance. The Treasurer shall act in accordance with the finance policy. The Treasure shall also be responsible for collection of dues, upkeep of the membership lists, distribution of the mail, and subscriptions to periodicals. The Treasurer shall consult with the Equipment Chairman in order to formulate a proposed CUOC budget. The Treasurer shall make copies of the budget and the financial report available to members upon request.

E. – Publicity Chairman The Publicity Chairman shall be responsible for publicizing the club and all of its activities. This chairman is responsible for the portrayal of the CUOC to the general student body.

F. – Webmaster Updating and maintaining the CUOC website, along with monitoring the posting.

G. – Equipment Chairmen (2) The Equipment Chairmen, of whom there will be two, shall be responsible for the maintenance and upkeep of the CUOC equipment, equipment room, and records thereof. They are responsible for collection of rental fees and directing all incomes to the Treasurer. Twice a year, the equipment chairmen shall submit an inventory listing of the CUSA Senate. The Equipment Chairmen are also charged with keeping records of active and general membership status, handling depreciation and submitting depreciation total to the treasurer. The Equipment Chairmen shall recommend all necessary equipment purchases (including kayak-related equipment) to the membership and shall see that their decisions are carried out. (Also see by-laws, Section 6)

H. – Kayak Chairman (2), Canoe Chairmen (2), Caving Chairmen (2), and Climbing Chairmen (2) These chairmen shall be responsible for the care and maintenance of the facilities, equipment and records of their respective sport, as well as collecting rental fees and directing all incomes to the Treasurer. Each shall submit an inventory to the Equipment Chairmen twice a year, and shall work with them to determine the depreciation. Each shall work with the Equipment Chairmen so they can determine what purchases need to be made. At least once a year, the Kayak Chairmen, of whom there will be two, will schedule kayak rolling/paddling classes for interested members. The Canoe Chairmen, of whom there will be two, shall plan hours of operation for the canoe house, and shall designate responsible members to monitor the canoe house during its hours of operation, both during the school year and over the summer. The Canoe Chairmen shall work with the Publicity Chairman to publicize hours of operation to the club and to the student population at large. The Climbing Chairmen, of whom there will be two, shall be persons knowledgeable in both rock and ice climbing. They shall plan hours of operation for the climbing wall in the Congdon gym, and designate knowledgeable, responsible members to serve as wall supervisors. The Climbing Chairmen shall work with the Publicity Chairman to publicize hours of operation to the club and to the student population at large. (Also see by-laws, Section 6)

Section 4 – Removal of Officers

Any member may challenge an officer by presenting a name and reason to the President. If the President is the party in question, a member may go to the Vice-President. Officers may be removed by a 2/3 vote of the membership at a meeting at which quorum has been met. This meeting must be announced to the entire membership at least one week in advance. The officer(s) affected must be allowed to speak in his/her defense to the entire membership.

Section 5 – Replacement of Officers

If an officer is removed, resigns, or can no longer perform his/her duties, they shall be replaced in a meeting that follows the same guidelines stated in Article 4, Section 2 for each vacant office.

Article V – Voting

Section 1

A vote will only be effective if taken at a meeting where a quorum, defined as 2/3 of the membership. If a quorum has not met, the vote shall be tabled until one can be established. All members must be notified of a vote two days before the meeting at which the vote will take place. Absentee ballots will count towards a quorum.

Section 2

Quorum of the executive board shall be 11 members.

Article VI – Amendments

A. Any member may propose amendments to this constitution by presenting it to the President at least a week before the member intends to bring it to the floor. The proposed amendments must be made available to the entire membership at least one week before they are to be debated on the floor. The member will bring the amendment to the floor for debate. An amendment shall be adopted upon an affirmative vote by two-thirds of the entire membership and subsequent approval by the CUSA senate. Upon passage, the Secretary will make the proper correction to the Constitution. Only a two-thirds vote of the entire membership and subsequent approval by the CUSA senate nullifies this Constitution. The CUSA Senate shall approve all amendments to the club constitution before becoming effective as outlined in the CUSA Constitution

B. Any member may propose amendments to the club by-laws. The amendment must be submitted to President at least a week before the member intends to bring it to the floor. The amendment must be made available to the entire membership one week before the member brings it to the floor. The member will bring the amendment to the floor and open debate. The amendment will be adopted and added to the by-laws upon a two-thirds majority vote of the membership.

Article VII – Meetings

Meetings shall be held as determined in the by-laws. A quorum for a meeting shall be 2/3 of the membership. Meetings shall be announced to the entire membership at least one week in advance. The President may call special meetings.

Article VIII – Finances

The Outing Club shall derive its funds from dues, lawful profit making activities, and from the CUSA, if needed, by submitting a budget to the CUSA Senate for approval. The budget shall be prepared by the treasurer and approved by a vote of the membership before being submitted to the CUSA Senate. This organization shall be in accordance with the CUSA Finance Policy. In the event that the organization becomes defunct, all tangible assets shall revert back to the CUSA.

Article IX – Dissolution

In case of dissolution, all assets will revert to the CUSA.

Article X – Hazing

Neither this organization nor any of its members may authorize or participate in an action or situation that recklessly or intentionally endangers the mental or physical health of another member. The consumption, forced or voluntary of alcohol or drugs for purpose of initiation into, or affiliation with, this organization shall not be allowed. This organization shall be subject to rescission of permission to operate on campus property, and loss of CUSA recognition. Any members may face legal penalties if in violation of local, state, or federal laws.

Article XI – Sexual Harassment

Neither this club nor any of its members shall participate in any act of sexual harassment. The governing board should be notified of any alleged acts of sexual harassment. The CUSA Senate according to their procedures will handle Sexual Harassment.

Article XII – Supremacy

The constitution of the CUSA is recognized as supreme over this constitution.

Article XIII – Ratification

This constitution shall become effective upon the approval by a 2/3-majority vote of the membership of the club and its subsequent approval by the CUSA Senate.

Article XIV – Constitutional Review

The constitution of the CUOC is subject to review every four years by the club, and then the approved version with any revisions passed by the membership shall be dated and submitted to the CUSA Activities Committee.

Article XV – Advisory

The CUOC shall choose a faculty advisor or advisors from the staff of Clarkson University by the second meeting of the fall semester. This advisor shall attend meetings in a nonvoting capacity.

Article XVI – Safety

All members read and understand all safety instructions on all equipment before use. It is the members' responsibility to follow safety guidelines or ask for help from someone who knows how to use the equipment if unsure.

By-Laws

Section 1 – Fees and dues

Dues charged for the CUOC are $10 per semester or $15 a year for members of CUSA. Clarkson University graduate students, faculty, staff, and administration must pay a $25 activities fee as well as the club's dues. Members of the Potsdam community must pay the $25 activities fee and club dues also.

Section 2 – Active membership

Active membership may be renewed each fall upon completion of a service project, the writing of an article, and payment of dues as stated in the constitution. Previous active members will have a three-week grace period to pay dues and perform a service project before privileges are revoked. The article can be written at any time during that year. Service projects shall consist of any service to the CUOC determined to be adequate by the Governing Board.

Section 3 – Deposits

A fee shall be charged to non-active members for the loaning of equipment owned by the CUOC. A deposit and a written statement may be required in order to insure the proper use and responsibility in borrowing such equipment. Upon returning this equipment in the condition from which it was obtained, the deposit shall be returned. Should the equipment fail to meet satisfactory inspection either due to breakage or careless usage, a portion, if not all of the deposit shall be used for repairs or replacement, and the remainder, if any, will be returned to the responsible party. The equipment chairmen, canoe chairmen, kayak chairmen, climbing chairmen, caving chairmen, or president shall decide the actions taken.

Section 4 – Equipment storage

All equipment shall be kept in the CUOC equipment room in Congdon, the CUOC kayak house, the CUOC canoe house, or in the CUOC cage in the outdoor lodge.

Section 5 – Honorary Members

Honorary membership is open, by majority vote of the membership at a regular meeting, to persons who have rendered exceptional service to the CUOC and to outdoor life.

Section 6 – Activities Chairmen

All of the governing board chairmen shall be known collectively as the activities chairmen. The activities chairmen are responsible for helping members become trip leaders in their activity if the member desires. They are responsible for the management of their activity. They must consult the trip leaders of their activity each spring to decide what equipment is needed for the coming year and submit a detailed list to the equipment chairmen for consideration.

Section 7 – Trip leaders

Any member is eligible to become a trip leader. Those wishing to lead trips in a particular sport must have gone on at least one trip with a recognized trip leader to assess their knowledge and abilities in that sport. If anyone objects to a member leading a trip, due to lack of skill, experience, or trustworthiness, both sides will present their cases and the governing board shall vote. If a majority of the governing board disapproves of the person in question leading a trip, the trip will not be sanctioned and no gear will be released. The trip leaders are instrumental in the safe conduct of the trip but assume no legal responsibility. The trip leader has the final say in all decisions concerning the group, but should take into consideration the groups' wishes. They are responsible for having a working knowledge of first aid or for making sure some other member of their trip has a good background in first aid. They are also responsible for seeing that an acceptable emergency first aid kit is taken on every trip. An acceptable first aid kit is defined in Section 9 of the by-laws. A trip leader must be present on every sanctioned trip of the CUOC.

Section 8 – Sanctioned Trips

A trip that is preplanned and announced at a CUOC meeting, advertised on the CUOC website, has a qualified trip leader, and has a person qualified in first aid on the trip, will be considered a sanctioned trip.

Section 9 – First Aid kits

An acceptable first aid kit is one that meets the minimum requirements as devised by the Vice President and approved by the Governing Board.

Section 10 – Equipment rentals

All rentals to active members shall be free, except for special equipment and under special circumstances as determined by the Equipment Chairmen. Non-member rental fees shall be three times that of inactive member fees. All rentals will be in accordance with the policy, which shall be posted in the equipment room. Copies shall be made available to all that request them.

Section 11 – Replacement Fees

Replacement fees shall be charged for lost or damaged equipment to the individual who was responsible for the loss or damage. Responsibility shall be decided by a quorum of the governing board after the equipment chairmen have reviewed the circumstances.

Section 12 – Canoe House Monitors

Canoe house monitors are designated by, and responsible to, the Canoe Chairmen. They assume no legal responsibility for the safety of canoeists. They are responsible for keeping records and collection of rental fees in the canoe house during hours of operation

Section 13 – Climbing Wall supervisors

Climbing wall supervisors facilitate the operation of the CUOC climbing wall but assume no legal responsibility. Supervisors are designated by, and responsible to, the Climbing Chairmen. The supervisor is responsible for keeping a record of the use of the wall, the money collected, and performing belay testing. The supervisor will instruct new climbers on safe technique and enforce safety policies as approved by the governing board.

Section 14 – Activities

1. Hiking
2. Summer Mountaineering
3. Winter Hiking
4. Mountaineering
5. Snowshoeing
6. Canoeing
7. Kayaking
8. Rock climbing
9. Caving
10. Cross-country skiing
11. Backcountry skiing
12. Ice Climbing
13. Camping
14. Rappelling