The Constitution of
The Evans Scholars of Michigan State University
Revised February, 2007
We, the undergraduate students of Michigan State University, being the recipients of the
Chick Evans Scholarship, in order to promote the objectives of our sponsors and benefactors, the
Western Golf Association, and to promote scholarship among ourselves, do hereby organize and
do hereby ordain and establish this constitution.
ARTICLE I
The organization shall be named "Evans Scholars of Michigan State University."
ARTICLE II
Membership in the organization shall consist of registered undergraduate students of
Michigan State University who are recipients of the Chick Evans Scholarship.
Section 1. The Evans Scholars of Michigan State University, Epsilon chapter, does not
discriminate on the basis of age, color, gender, disability status. height, marital status,
national origin, political persuasion, race, religion, sexual orientation, veteran status, or
weight.
Section 2. Officers and/or voting members must be both Michigan State University
students and recipients of the Chick Evans Scholarship.
ARTICLE III
Whereas, the Western Golf Association has provided the organization with living
quarters, it shall be the obligation of the organization to maintain and improve the conditions and
to provide for the upkeep of said residence. This obligation shall necessitate the levying of certain
fees which shall be collected from those members living in the house.
ARTICLE IV
The officers of the organization shall be President, Executive Vice President,
Administrative Vice President, Secretary, Treasurer and New Scholar Educator. These officers
shall constitute the Executive Board of the Evans Scholars of Michigan State University.
Section 1. The following shall determine the eligibility of an
Evans Scholar to hold office on the Executive Board.
a. Each must be an active Evans Scholar and living in the house.
b. Each must attend college for at least three semesters, having lived in the house for at
least two of these; or be of junior standing.
c. Each must not be on probation.
Section 2. The time of the Executive Board regular election shall be established by the
President, which is to be held during the first half of Spring semester. The President shall
post the time of the election at least ten days in advance.
Section 3. Nominations for the regular election shall be taken at the formal house
meeting which occurs at least one week prior to election. The Executive Board regular
election shall be held at a special meeting for this purpose, according to these regulations:
a. The President shall conduct the election of the new President, unless he is running for
that office, in which case the Executive Vice President shall conduct the election of
the President.
b. The former President shall conduct the elections of the other
Executive Board members.
a. The new Executive Board shall assume office immediately following the meeting at
which they are elected.
d. The floor shall be opened for further nominations immediately before each election.
e. The President shall accept absentee ballots:
(i) From those members excused from attendance at the meeting.
(ii) What will count only on the first ballot.
f. The officers shall be elected by a simple majority by written ballot of those active
members present and voting (with regard to e.)
g. A simple majority may vote to postpone the election of any office, until the next
formal meeting of Spring semester of thereafter.
Section 4. All officers shall serve until the next regular election. If an Executive Board
member is placed on probation, moves out of the house, resigns, or is removed by vote of
the house, a new officer shall be elected to finish the ex-officer's term in regards to
Western Golf Association rules; with the exception of the President, the Executive Vice
President shall assume this office, until the next house meeting.
Section 5. Any officer may be removed from office if a petition requesting removal of a
particular office receives fifty percent of signatures of active members residing in the
house. The procedures for removal are as follows:
a. The petition must be presented to the Executive Board at a formal house meeting for
review of valid signatures.
b. A special house meeting will be held one week later to honor the petition's request.
c. Following a thorough discussion, a 2/3 vote will be required to remove the officer
from his position.
ARTICLE V
The duties and responsibilities of the Executive Board shall be to formulate policies and
to direct activities in accordance with rules and policies set by Western Golf Association and
Michigan State University; and to represent and act for the house membership when general
assembly is not possible.
Section 1. The duties of the President shall be:
a. To schedule, announce, and preside at house meetings.
b. To chair Executive Board meetings.
c. To organize committees with the assistance of the E-Board and committee heads is
accordance with the by-laws .
d. To make room assignments.
Section 2. The duties of the Executive Vice president shall be:
a. To lead in planning and execution of Buddy Day,
Family Day, Chick Evans Golf Day, Career Day, the
Signifier Golf Tournament and to assist with other house activities.
Section 3. The duties of the Administrative Vice President shall be:
a. To coordinate all house maintenance and improvements.
b. To organize house work sessions and assign house jobs to the chapter members, with
the exception of Executive Board members and last semester seniors on scholarship
or graduating Evans Scholars at the discretion of the Administrative Vice presidents.
c. To make the house available for any functions which may take place.
d. To assist the New Scholar Educator with New Scholar work activities
e. To be responsible for all aspects of house security, including keys, locks and nightly
inspection of doors and windows.
f. To assign house work session jobs to house members with the exception of the
Executive Board.
Section 4. The duties of the Secretary shall be:
a. To keep a record of attendance at house assemblies when attendance is required.
b. To record, post, and preserve the minutes of each formal house meeting.
c. To coordinate all house correspondence.
d. To see that all house is informed of all relevant matters through directories, listings,
and a calendar.
e. To execute publicity and maintain chapter history.
f. To assign parking spaces to chapter members.
g. To ticket vehicles in accordance with Evans Scholar parking lot regulations.
Section 5. The duties of the Treasurer shall be:
a. To collect all dues and fines levied on the members by the house, the Executive
Board or committee chairpersons, and the Western Golf Association or delegate these
duties to Assistant Treasurer.
b. To make reports at least once a semester on financial conditions of the chapter,
concerning the income and disbursements of the organization's funds.
c. To submit a yearly budget for approval of the house.
d. To levy a mandatory assessment on the chapter membership if the chapter
membership has exceeded its yearly budget and is not able to balance it's budget by
the end of the academic year.
e. In conjunction with the Assistant Treasurer, to audit each other's work each semester
using procedures at the discretion of the Treasurer and Assistant Treasurer subject to
the following requirements:
(i) Verification of each monthly bank statement reconciliation.
(ii) Physical count of all pop and other non-cash assets.
(iii) Physical count of all cash on hand.
Procedures to be used:
a. Review of each check register.
b. Verification on a 10 random test basis of all transaction.
Section 6. The duties of the New Scholar Educator shall be:
a. To present a written New Scholar program for the house approval before the end of
Spring semester.
b. To organize and make preparation for New Scholar Family Day activities, a New
Scholar Activation Ceremony.
c. To work with the New Scholars in the planning and execution of all New Scholar
activities.
Section 7. The duties of the Social Manager shall be:
a. The active members of the chapter shall elect a Social Manager who will sit on the
Executive Board as an ex-officio member (without vote), and will be responsible to
Executive Board for the complete implementation of current Western Golf
Association social policies.
Section 8. The duties of the Assistant Treasurer shall be:
a. To collect all house income paid by chapter members He/she shall also perform other
duties assigned to hem/her by the treasurer.
b. To maintain the pop machine.
c. To follow the guidelines set forth in Section 5, part (e) of the duties of the Treasurer.
ARTICLE VI
House business shall be transacted according to the following policies:
Section 1. Formal house meetings.
a. A quorum of fifty percent of the house residents shall be necessary to conduct a
formal house meeting.
b. All motions having been dully second motioned, are put into effect with the approval
of a simple majority of those present and voting, except the following:
(i) financial disbursement matters -- 2/3 needed
(ii) repealing motions -- 2/3 needed.
(iii) Amendments to the constitution -- 2/3 needed.
(iv) Removal of an officer of chairperson -- 2/3 needed.
c. All financial disbursement matters must be fully researched and a report submitted to
the treasurer and posted one week prior to the scheduled meeting before being
considered as a motion.
d. Amendments to the constitution must be proposed at least one week prior to a formal
house meeting at which they are voted upon, by a formal proposal at a house meeting
or by posting the proposed amendment.
e. Formal house meetings shall be run in .an orderly fashion, using Robert's Rules of
Order as a guide.
Section 2. Informal house meetings.
a. An informal house meeting may be called by any member of the chapter for the
purpose of discussing house issues
b. No official house business may be conducted at informal house meetings, except for
approval of Executive Board plans.
Section 3. Special house meetings.
a. A special house meeting may be called by the president or any five members of the
chapter.
b. The time of the meeting must be posted at least one week prior to the meeting.
Section 4. House functions.
a. Attendance shall be required at all formal and special meetings and at house
functions.
b. If attendance is required, the time of any assembly must be posted or announced at
least one week in advance.
ARTICLE VII
An individual shall become an active member of the Evans Scholars of Michigan State
University only after fulfilling the requirements of the New Scholar program.
Section 1. The New Scholar program shall be set forth by Western Golf
Association rules and the New Scholar Educator and shall include a work program. New
Scholar test, a New Scholar class house improvement project and a community service
project.
Section 2. The active Evans Scholars of the chapter shall vote on the activation of the
New Scholars upon their successful completion of the New Scholar program and
achievement of a 2.5 cumulative grade point average.
Section 3. The New Scholar Educator shall be responsible for the scheduling and one
week advance notice of the New Scholar test, vote, and activation ceremony.
ARTICLE VIII
All that is recorded in the pages of the chapter constitution and by-laws shall be in
accordance with the rules and regulations of the Western Golf Association and Michigan
State University. All rules of the organization shall be recorded and made available to all
members of the organization.
The By-Laws of the Constitution of
The Evans Scholars of -
Michigan State University
Revised March, 2001
ARTICLE I
The nature of the committees:
Section 1. The Scholarship Committee.
a. The Scholarship Committee shall establish and enforce quiet hours, subject to the
approval of the house.
b. This committee shall be responsible for updating the house trophies and awards.
c. This committee shall be responsible for maintenance of the various scholarship files
and related materials.
Section 2. The Governing Committee
a. The Executive Board members shall chair this committee.
b. This house committee shall be responsible for an early update of the house
constitution and by-laws, subject to house ratification.
Section 3. The Athletics Committee
a. This committee shall be responsible for the planning of house athletic activities, with
the chairperson responsible for posting all scheduled events.
Section 4. The Activities Committee
a. This committee shall coordinate intra-house activities, and maintain the condition and
supplies of the recreational rooms.
Section 5. The Social Committee
a. This committee shall be responsible for planning and executing house social
activities
Section 6. The History Committee
a. The purpose of the history committee is to maintain the history of the Evans Scholars
of Michigan State University. By taking pictures, having slide shows and
maintaining house composites.
Section 7. The House Events Committee
a. The purpose is to aide in the planning and execution of Buddy Day, Family Day,
Chick Evans Golf Day, Career Day, and to assist with other house activities.
Section 8. The Environmental Action Committee
a. The main goal of this committee is to reduce waste within the house, including
energy, water and supplies.
b. This committee shall be responsible for organizing all recycling efforts by the chapter
and must maintain a recycling center within the house which meets all requirements
set forth by the Administrative Vice-Presidents.
Section 9. The Maintenance Committee.
a. This house committee shall be responsible for coordinating maintenance projects to
increase the overall condition of the house.
Section 10. The Philanthropy Committee
a. This house committee shall be held responsible for the coordination of at least one
chapter philanthropy event.
Section 11. The Computer Committee
a. The maintenance of all house computer equipment.
b. Maintaining the supplies for the computer.
Section 12. Membership and the Elections of Chairpersons
a. The chairperson of each committee shall be elected by a simple majority of those
active members present and voting at a house meeting, except where a chairperson
has already been designated in the constitution or by-laws.
b. The president and the committee chairperson shall determine the membership of each
committee.
c. The President and the committee chairperson shall have the option of reforming each
committee at the beginning of Fall semester and after the election of new committee
chairpersons during Spring semester.
d. The order in which the committee chairpersons will be voted upon will be as follows:
Assistant Administrative Vice President, Assistant Treasurer, Social Manager, Social
Chairpersons, New Scholar Educator Assistants, Philanthropy Chairpersons,
Scholarship Chairperson, Athletic Director, Activities Chairperson, Environmental
Action Chairperson, Computer Chairperson, Website Manager.
Section 13. The Judicial Board
a. The Judicial Board shall handle the appeal proceedings for house fines.
b. The Chairperson and two at-large members shall be elected at a formal house
meeting, to be held during the first three weeks of fall term.
c. Each class shall elect a representative to serve on the board until the said
representative is elected to another office, takes leave of absence, or graduates.
d. The appeal shall be decided by a simple majority of the entire present Judicial Board.
e. An appeal by a Judicial Board member shall be decided by a simple majority of the
entire Executive Board.
f. An appeal shall be favorably decided opposite the party not in attendance of the
appeal.
g. The Judicial Board Chairperson shall be responsible for posting the time of a Judicial
Board meeting at least one week in advance.
Section 14. Website Manager
a. Update the pictures and personal information of every Scholar in the House.
b. Post the Secretary’s minutes of every House Meeting on the website.
c. Be responsible for placing digital pictures of House events on the website.
d. Ensure that at any given time during the school year the House website has been
updated with some information/pictures in the past three weeks.
Section 15. House Unity Committees
a.
Committee % of Scholars Chairperson(s)
Social 20 Social Manager
Philanthropy 20 Philanthropy
House Maintenance 20 A.V.P.’s
House Events 20 E.V.P.’s
House History 10 Secretary
Computer 5 Computer Chairpersons (2)
Environmental 5 Environmental Chairperson
b. The available percentage will include everyone except the committee chairs, first
semester freshmen, and the President, Treasurer, and the New Scholar Educator. The
membership of each committee will consist of a proportionate number from each
class, with super seniors obtained on a point basis, determined by the president.
c. Committees shall run on a yearly basis with implementation Fall semester. The
assignment will be rigid and binding with the exception that if two parties wish to
switch, they may do so upon informing the President and Chairperson.
d. Each committee must hold one mandatory at the beginning of each semester, with
required attendance or a $10 fine. Additional committee activities will have required
participation by its members or a $5 fine. Excused absences will be proctored a job
at the Chairperson's discretion.
ARTICLE II
Rules of the Evans Scholars of Michigan State University.
Section 1. House Jobs
a. A violation of house job requirements is to be decided by the Administrative Vice-
President.
b. The fine will be progressive starting at $5 and increasing $2 thereafter.
Section 2. House Meeting and Functions
a. Fines will be progressive for mandatory house meetings starting at $10.00 and
increasing $5.00 increments thereafter.
b. A fine of $25.00 will be levied for the unexcused absence from a house function.
c. Absentees may be excused at the discretion of the president.
Section 3. Destruction of House Property
a. The destruction of house property shall be determined by an Executive Board
member only.
b. This fine shall be determined by the Executive Board, not to exceed $50.00 plus cost
of repair.
c. The negligent triggering of the house fire alarm--$25.00 fine.
d. Misuse of fire extinguisher--$5.00 fine and cost of refill.
e. Violation of room inspections--$10.00 and up to $50.00
f. Interfering with house maintenance-$2.00 fine (leaving trash around, water in the
house, etc ...
g. Violation of quiet hours--$2.00 fine. Only the Scholarship Chairperson and Executive
Board members can fine after a warning is given.
h. No athletic activities in the house, i.e. floor hockey-$5.00 fine.
i. No eating or smoking at house meetings--$2.00 fine.
j. No painting on walls-$25.00 fine plus cost of professional repair.
k. Losing room keys or failure to turn in room keys at room checkout--$25.00. One key
per room must be left on provided hook above the sink at the time of inspection or it
will be defined as lost. (see t)
l. Use of illegal narcotics-refer to W.G.A. Rules and Regulations.
m. Appeal of fines must be made within one week of the date issued.
n. The first minutes of Executive Board meetings will be open to everyone.
o. House loans will be made up to $20.00, but not if out standing loans total more than
$20.00. Loans must be repaid in two weeks; after that time, a $1.00 per week fine
shall be levied until the loan is repaid.
p. House deposits are not given back to graduating seniors until bills and other
obligations are paid.
q. During first year, the current New Scholar class shall clean up after each social or
house function. Any failure to comply with regulations will result in a $25.00 fine.
r. Eating, drinking and use of tobacco products in the computer room by any Evans
scholar or their guest will result in a $25.00 fine of the Evans Scholar.
s. A master key shall be defined as any key which opens a door of the house that is not
a personal residence room key and not a computer room key. The President and
Administrative Vice-Presidents shall have exclusive authorization to hold a master
key, except for delegation by the president due to his/her absence. Unauthorized
possession of a master key is subject to a $100.00 fine and a letter to Western Golf
Association.
t. A lost room key shall be defined as a key that is not replaced on the hook above the
room sink at the time of room inspections. If the key is missing, the scholar to which
it belongs is responsible for the parts and labor charges to replace the lock. Locks
will be installed.
u. No smoking in Evans Scholar chapter house. First offense will result in a $15 fine,
second offense results in a $30 fine and a letter to the Western Golf Association.
Fines will be levied by Executive Board members.
Section 4. A fifth year senior wishing to live in the chapter house must:
a. Submit a request letter, stating the positive attributes he/she has contributed to the
program, to the WGA Scholarship Committee, and/or to the Executive Board.
b. Be evaluated by the Executive Board and Faculty Advisor at a special meeting, with
the fifth year senior present if requested. The final decision rests with the WGA
Scholarship Committee.
c. Be evaluated on scholarship, chapter ratings (probation, and top 25-.), house
participation, and potential influence on incoming freshman.
d. Be re-evaluated each new semester.
Section 5. Any scholar accused of sexual harassment of any kind, will be subject to a
thorough investigation by the Executive board, subject to possible W.G.A. and/or legal
action. The accuser will tell the President or Faculty Adviser of the alleged harassment,
and the investigation will begin immediately. The names of the accuser and the accused
and the alleged events will be kept between those in question and the Executive Board.
Section 6. Remaining in the House when the fire alarm goes off will result in a fine of
$25.00.
Section 7. Parking in the fire lane in parking lot will result in a $25.00 fine.