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Is BYLAWS OF International Business and Economics Club (IBEC) I. Statement of Program Purpose and Goals A. The name of this club shall be International Business and Economics Club. i. Established in the school year of 2005-2006 by two undergraduates and one faculty advisor ii. The club’s mission statement is as follows: The International Business and Economics Club exists to provide students the opportunity to actively explore the world in its growing interdependent state through hands-on projects and research related to international business and economic development II. Membership A. Membership is open to all fee-paying and mission abiding undergraduate and graduate students with at least a 3.00 GPA i. Exec. R 88.1 Membership: No individual can be excluded from a program on the basis of political ideology, but every individual in a program must be sincere to the goals of the program. ii. Exec R 83.1 Elections: Membership in a program may be defined by the program as long as the membership rules allow an equal opportunity for all students to participate in the program and there is no other violation of the rules of the ASUO, the University of Oregon, or the State of Oregon. B. Equal Opportunity Statement i. Exec. R 82.1 Equal Opportunity: The ASUO affirms the right of all individuals to equal opportunity in education, employment and access to incidental fee-funded programs and their funded activities, without regard to race, color, religion, sex, sexual orientation, age, different ability, national origin, marital status, veteran's status, or any other considerations not directly and substantially related to effective participation. C. Authority and Responsibility of Members 1. Pledges i. Must have a 3.00 cumulative GPA. (Those below a 3.00 must write answer an additional written question during the application process) ii. Must attend two official meetings and pay dues before acquiring member status 2. Members i. Members must attend 75% of all official meetings ii. Members must pay an annual membership fee of $30, to be pro-rated upon time of entry to IBEC 1. If a member is unable to pay due to financial reasons, the International Business and Economics Club will waive the dues iii. Each member must continue to contribute research, analysis, the gathering and dissemination of resources and/or project coordination related to IBEC’s mission III. Officers and their Job Descriptions and Responsibilities A. IBEC shall have six officer positions: 1. President i. Manages external affairs ii. Oversees group development iii. Represents IBEC at all external functions and events iv. Maintains that all officers continue to fulfill their required duties v. Searches actively for international business and economic events and connections vi. Acts as a liaison between the faculty advisor and group members vii. Approves Transaction Request forms 2. Vice President i. Manages internal affairs, specifically membership and retention ii. Assists in the planning and facilitation of all official meetings iii. Assists in the development of project ideas iv. Oversees membership applications v. Enforces that all members meet the attendance requirement vi. Presides over the meetings in the absence of the president viii. Acts as a mentor and helps transition new members into the club ix. Maintains IBEC email account 3. Treasurer i. Maintains both hard copy and electronic budgetary records of all transactions ii. Attends all ASUO Program Council Meetings iii. Contacts and communicates with the ASUO controller regularly iv. Sends updated end-of-month reports to both the faculty advisor and fellow executives outlining account balances, past transactions, etc. Also publishes end-of-year annual budgetary report v. Oversees the collection of all membership fees vi. Searches actively for external funding vii. Presides over meetings in the absence of both the president and vice president viii. Ensures transparency in all IBEC transactions ix. Approves Transaction Request forms and takes the completed forms to the ASUO controller’s office to complete the purchase order. (In the event of the Treasurer’s absence, the President or Club Advisor may take the form to the ASUO controller’s office.) 4. Secretary/Historian i. Crafts officer meeting agendas prior to meetings ii. Distributes meeting agendas at least 24 hours prior to each regular and officer meeting iv. Records written minutes of club and officer meetings v. Distributes minutes within 2 days of each meeting vi. Sends out end-of-term reports vii. Maintains a hard and electronic archive of all meetings, club publications, financial reports, and any other documents of significance to the activities and history of the club viii. Organizes any photographic or symbolic records of club history ix. Files and sorts all official documents and records 5. Public Relations Officer i. Promotes IBEC to students, departments, and local media ii. Promotes membership programs on campus and locally iii. Designs and implements ways to bring interested students to IBEC meetings iv. Develops an IBEC alumni program v. Oversees elections 6. Web Master i. Maintains and improves IBEC’s website ii. Uploads all relevant projects, research resources, club documents, and files to the group website iii. Promotes the use of IBEC’s website as an academic resource to the University of Oregon campus iv. Develops web support for alumni, donor, industry, civic, and other external relations 7. Executive Committee (All Officers) i. Attends all official meetings unless an emergency arises ii. Searches actively for external funding iii. Helps craft both officer and regular meeting agendas iv. Plans and leads every member meeting v. Promotes the mission and goals of IBEC B. Failure of any officer to uphold the duties of their office are grounds for removal from office C. An officer may be removed from office by a 3/4 vote of IBEC executives and approval by the faculty advisor D. Positions shall be held for the duration of a year unless terminated early IV. Criteria for holding elections A. Programs may elect their directors and other staff provided the following criteria are met. All candidates must be afforded the same opportunity to disseminate information to the electorate. The electoral process must insure that every constituent has an equal opportunity to vote, and that every constituent's vote has equal weight in determining the outcome of the election. Only student members of the program may vote in an election for any position having authority in an ASUO program. Membership in a program may be defined by the program as long as the membership rules allow an equal opportunity for all students to participate in the program and there is no other violation of the rules of the ASUO, the University of Oregon or the State of Oregon. Membership rules must be filled with the ASUO Programs Coordinator prior to any election. The ASUO Programs Coordinator must be notified of any elections, and either the Programs Coordinator or Elections Coordinator must oversee the elections. B. All members who have paid their dues, have attended the required amount of meetings, and are considered “in good standing” * are eligible to run for office C. 51% of members must be present to hold elections D. Elections shall take place at least by the end of April each year to ensure an adequate transition period E. All members will be notified of the elections through email, a posting on the IBEC website, as well as verbally declared in official meetings F. All interested applicants must apply for officer positions two weeks before elections. On Election Day, each applicant is allotted five minutes to give a speech. After all speeches are given, voting will immediately proceed G. In the event in which no one applies for an official position, members may run during election week i. If no one applies before or during election week, the president shall appoint a member to the unfilled position H. The Public Relations officer oversees all elections and counts votes with faculty advisor I. In the case of a resignation of an officer from office, a special elections meeting may be held to fill the office until the next April election meeting J. A maximum term of three calendar year ending in April exists on reelection to the same office K. All members that have attended the required amount of meetings, have paid their dues, and are in good standing, are able to participate in the voting process L. For an officer to be recalled a grievance must be submitted to the faculty advisor. A vote will then be held to determine if the officer should be recalled * “In good standing means that the individual has fulfilled all of the responsibilities outlined in Section II, subsection C of this charter V. Officer Transitioning A. Newly elected officers will transition into their positions the week following elections. B. In the first four weeks after elections, former officers are responsible for introducing new officers to existing contacts; familiarizing new officers with existing ASUO and LCB rules and regulations; and ensuring a smooth transition so that new officers become officially autonomous the fifth week after elections C. IBEC will update the ASUO with new officer contact information the week following elections VI. Hiring of Staff (If there are paid positions within the organization) A. IBEC will not hire any staff VII. Meetings A. IBEC will hold meetings at least every other week during the fall, winter, and spring terms. Meetings will not be held during dead week and finals week unless absolutely necessary. B. Officers are required to meet every week previously to the group meeting to discuss and plan upcoming events and projects. Officer meetings will not be held during dead week and finals week unless absolutely necessary. C. If necessary the president and vice president will make decisions regarding IBEC in the summer VII. Grievances A. In the case of a grievance filed against an IBEC member, a mediation process will occur in an executive meeting and the proper course of action will be discussed between officers and the faculty advisor B. In the case of a grievance filed against an IBEC officer, mediation will occur between the faculty advisor and the other executive members C. Bylaws shall be interpreted by the faculty advisor and the president. If the grievance is filed against the president, the vice president shall interpret the bylaws i. If members of IBEC believe the bylaws have been misinterpreted, 2/3 of members can appeal the executive decision i. If a successful appeal is made, executives and IBEC members must find an alternate decision D. If mediation is unsuccessful, IBEC members will refer to the ASUO Green Tape Notebook, Executive Rules 80.1 for more information VIII. Dissolution of IBEC A. If there are ten members or less (including executives) attending each meeting for ten consecutive meetings, the IBEC president will begin the liquidation process i. The president shall refer to the liquidation guidelines, and if he/she believes that future meetings will continue to decline in attendance he/she will prepare the liquidation process B. Any money given to IBEC will be reimbursed fully to the appropriate sponsors/donors. IBEC assets will be equally distributed to members as a return on their member dues. If any money is left over, it shall be donated to a local charity IX. Amending the By-Laws A. If current executives feel that IBEC bylaws are not accurately guiding the club an executive can choose to propose amendments he/she deems necessary for the club’s well being. After proposing such amendments to fellow IBEC executives, and after the unanimous approval of the proposed amendment by executives, the amendment will go to the floor for all IBEC members to be voted upon B. If current non-executive members feel that IBEC bylaws are not accurately guiding the club they can choose to submit a proposed amendment with 90% of members acting as signatories in support of the proposed amendment. At least 1/3 of executives must approve the proposed amendment as signatories before the amendment becomes official C. 51% of all IBEC members must be present to vote on the proposed amendment D. 67% of all members must sign if a petition is used to amend IBEC bylaws. The petition must take place in the form of a meeting during which the petition is first circulated, and the vote will take place at the meeting following the original circulation of the petition E. The votes and signatures will be counted immediately following the voting/signing of the proposed amendment. Members will then be notified by the president immediately after vote-counting/signature gathering takes place. Members not present will receive electronic notification on the result of the proposed amendment within 24 hours of the meeting at which the vote occurs F. In the case that the proposed amendment passes, it will take effect immediately after its passage E. The president will submit a copy of the amendment to the Programs Administrator for approval. Once approved by the Programs Administrator, the amendment will become official X. Financial Decisions and Transactions Upholding Ideals: The International Business and Economics Club (IBEC) is a socially responsible and compassionate organization. These ideals must be observed in all financial decisions made by IBEC, and reflect the beliefs and principles of Executive Team. Justification for a financial decision and its purpose must be presented alongside transactions. Transparency must be maintained, financial transactions must be clear, concise, and open. Executives and members of IBEC have equal right to all funds; no discrimination will be made amongst those who submit financial requests. The size and value of the transaction dictates how the Executive Team responds and handles the money. Proceedings for Financial Hearings are described below. Section 1.1 Lump Sum transactions- Petty Cash Decisions - ($100 and Under) A request form must be filled out one week before access to the funds is granted. The form must be signed by the I.B.E.C. Treasurer and President. Members, accompanied by an approved officer will aquire a money order from the ASUO before the transaction. The recipt from the money order must be returned to the treasurer. Section 1.2 For $101 - $500 - A formal presentation including the written request form must be made to the Executive Board. There must be 2/3 of executives present at the Executive meeting. For a transaction to pass, 2/3 majority vote of all executives is required. Executives not present, must be notified of the Executive meeting and may submit a written vote within 24 hours. If an executive does not vote within 24 hours of the original Executive meeting, their vote will be omitted from the Executive meeting. Faculty Advisor must be notified of hearing and decision made by Executives. When notifying faculty advisor justification for the decision and transaction must be made. Section 1.3 For $501+ In addition to the rules previously stated under section 1.2 the guidelines listed below apply to transactions exceeding $500. A formal presentation must be made to the Executive Board. Presentations must reflect the template for financial requests, and made at the scheduled Executive meetings. If a vote is not made or a decision not met by the conclusion of the Executive Meeting, then voting will be suspended until the next meeting. All decisions passed by a 2/3 majority must be approved by the faculty advisor. The club members must be notified of the hearing 24 hours before the meeting begins and their presence at the meeting is optional. A 2/3 majority vote from the executives is need to approve the transactions, as well as the approval of the faculty advisor. Club members must be notified at the next club meeting about the decision and provided with a brief explanation of the decision. Section 1.4 Flowing Transactions Decisions regarding flowing transactions must be presented in a the Executive Board Meeting. The final decision will be upheld until renewal vote shall take place at the next Executive Meeting. Members and executives may appeal the financial decision to the Executive Board at any time. Section 1.5 Emergency Meetings Emergency meetings may be held for imperative decisions regarding financial transactions, however all Executives must be present at the meeting in order to make a ruling. Any member or Executive may request an emergency meeting. Emergency meetings must be approved by all Executive officers. The faculty advisor must be notified of the meeting before its commencement, but his or her presence is optional. Section 1.6 Appeals to Financial Decisions Appeals of financial decisions may be made at any time by any member of IBEC. Appeals must be submitted in written form to the President, who must then present the appeal to the Executive Team. Appeals will be reviewed at the next Executive meeting and the appealer must be present for a vote to take place. If the appealer is unable to attend the meeting voting will be suspended until future notice. Section1.7 Executive Obligations Executives must present updated financial statements to the entire club at least once per term.
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