TABLE OF CONTENTS
CONSTITUTION & BY-LAWS GUIDELINES ................................................................................................ 2
PARLIMENTARY PROCEDURE GUIDELINES ............................................................................................ 5
ADVISOR TIPS & GUIDELINES ...................................................................................................................... 7
STUDENT OFFICER TIPS & GUIDELINES .......................................................................................... 12
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CONSTITUTION & BYLAWS GUIDELINES
New and emerging student clubs can use this example when developing a constitution and bylaws
specific to their club needs. Established clubs can use this when updating or changing their bylaws.
CONSTITUTION & BY-LAWS
of the
(Name of Club)
ARTICLE I: NAME & PURPOSE
Section A: Name - The name of this club shall be [name of club].
Section B: National Affiliation - If the club is a member of a national or state organization, add the
following statement and attach a copy of the national constitution as it will become part of this
document: “The rules and regulations of the National Constitution shall be followed when not
inconsistent with the rules and regulations of MATC.”
Section C: Purpose - The purpose of this club shall be:
1. [List in detail the purposes and objectives of the clubs.]
2.
3.
ARTICLE II: MEMBERSHIP & DUES
Section A: Eligibility - Membership shall be open to [define membership qualification, i.e., majors in
a particular academic area, etc.] upon payment of the dues as outlined in Section C.
Section B: Dues - Dues shall be $______ per year. [List national and state dues separately if
applicable.]
ARTICLE III: OFFICERS
Section A: Officers - The officers shall be a President, Vice-President, Secretary, and Treasurer.
[These are general officers, add officers specific to the needs of the club, if necessary.]
Section B: Eligibility - Officers must be_______ [full-time students, carrying at least 6 credits, etc.]
Section C: Election -The officers shall be elected by ballot at the last meeting of the spring semester
by a majority of the vote cast for that office.
Section D: Term - The officers shall serve for one year and their term of office shall begin at the
commencement of the fall 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
Serve as an ex-officio member of all committees except the nominating 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
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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 school year.
Section B: Special Meeting - Special meetings may be called by the President with the approval of the
Executive Committee.
Section C: Quorum - A quorum shall consist of [fifteen (15)] members. [The number required should
be small enough to ensure that a quorum will usually be present but
large enough to protect the
club against decisions being made by a small
minority.]
Section D: Parliamentary Authority - Robert’s Rules of Orders, shall govern this club in all cases to
which they are applicable and in which they are not inconsistent with these bylaws.
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 year by the
membership.
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 in the area of parliamentary procedure, 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.
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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 by a two-thirds (2/3) majority vote of the
chapter membership.
Section B: Notice - All members shall receive advance notice of the proposed amendment at least five
days before the meeting. [The time may be extended to the following meeting.]
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PARLIAMENTARY PROCEDURE GUIDELINES
What is Parliamentary Procedure?
Parliamentary Procedure is a set of rules which, if used correctly help a group run a meeting without
confusion and without waste of time or effort. There are three basic ideas behind the rules:
1. All persons in the group are equal; the rights of one are the rights of all.
2. The will of the majority will be carried out, but only after the minority has a fair chance
to have its say.
How much do I have to know?
If you are able to make a simple motion, to make an amendment to a motion, to take a vote, and to
use several special procedures, you will know 90% of what is necessary to run a usual meeting or to
participate as a member. Once you can do these few things smoothly, you can learn the rest as you go
along.
Main Motions
Purpose: To present an item of business to the assembly for consideration.
Steps:
1. Obtain recognition from the chair.
2. State motion in concise way. (I move that…)
3. Another member seconds the motion.
4. Chair calls for debate.
5. Chair puts motion to a vote and announces the result.
Amendments
Purpose: To modify a motion.
An amendment is made in the same way as a main motion. You will simply state that “I move to
amend the motion by…..”
Ways to amend:
1.
2.
3.
4.
5.
To strike words.
To add words.
To strike out and add words.
To divide the motion into two or more motions.
to strike the entire motion and substitute a new motion on the same subject.
An amendment can be amended once. Amended motions are disposed of in reverse order by which
they were brought up. If a motion has an amendment and an amendment to the amendment, the
second amendment is discussed and voted on first. Then the first amendment is discussed and voted
on as amended and finally the motion is discussed and voted on as amended.
The Vote
Ways to vote:
1. Voice vote.
2. Show of hands.
3. Rising vote.
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4. Secret ballot.
5. Role call vote.
If a member feels that a voice vote cannot be decided fairly, he may call for a “Division of the
House.” This will require the Chair to call for another vote by some other method.
A tie vote results in the motion being last for lack of a majority.
The Chair may vote only to make or break a tie vote.
If the vote was 50 to 50, the Chair could vote yes and the motion would pass.
If the vote was 50 to 49, the Chair could vote no (causing a tie) and the motion would fail.
The Chair is never required to vote.
Most motions require only a simple majority of the vote. A two-thirds majority vote is required when
the member’s rights are to be suspended.
Special Procedures
Point of Order: It is raised to insure orderly procedure.
Appeal from the decision of the Chair: It is used to ensure majority-rule.
To Lay on the Table: Allows members more time to consider an item of business.
To Take from the Table: Allows members to reconsider a motion, which has been tabled.
To Refer to Committee: Allows an item of business to be investigated further and be reported back to
the assembly.
Previous Question: Closes debate on a motion.
Adjourn: Ends a meeting.
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ADVISOR TIPS & GUIDELINES
(This section is courtesy of the University of Southern Indiana’s Student Club Handbook)
Current College regulations require that each student group have a faculty or staff advisor. What are
they for? What can they do? How can you best utilize your advisor?
An advisor has three basic functions:

An advisor is a consultant to help with the group’s growth and development

An advisor adds to the continuity or your group

An advisor helps in the area of program content and purpose
The advisor may be a director or an overseer, but the best approach lies somewhere in between.
Choose your advisor well. If your constitution calls for your academic department to appoint one,
make certain your input is considered. Discuss with your group and with your advisor what you want
the advisor's role to be. Take into consideration that the advisor has to maintain a liaison role between
the group and the College. Your advisor is a consultant and should be a stabilizing force should you
need help.
CHOOSING AN ADVISOR
It is important for a group to find a good advisor, someone who will be willing to assist the student
leaders and be accessible for consultation if needed. All registered groups are expected to have at
least one IUS faculty or administrative staff member serve as an advisor. Student groups are
encouraged to talk with faculty or staff members that they know and ask them to advise their group.
If a faculty or staff member is being approached to be an advisor, make sure a discussion is held on
the advisor’s expectations. The role of the advisor will vary somewhat from group to group
depending upon the expectations each has for one another. It is crucial during the initial stages of the
relationship that the groups’ members and advisors discuss, negotiate, and clarify the advisory role.
Use the Advising Agreement Form (found in this packet) to make a commitment to the relationship
expectations. If changes take place during the course of the year, either on the part of the group or the
advisor, the role may need to be re-negotiated and redefined. The advisor role should be revisited on
a yearly basis, usually after elections to review the commitments.
THE STUDENT GROUP/ADVISOR RELATIONSHIP
An advisor can have a positive effect on the success of the group especially if they have a strong
belief in the group, a desire to help students succeed, the ability to share expertise, and a commitment
to spending some time with the group.
An advisor can help a student group by:
 acting as a liaison between the group and the institution
 clarifying institution policy and procedures
 providing a different perspective providing positive feedback and constructive criticism
 encouraging the group to keep records and evaluations
 providing continuity to the group’s policies, programs, and traditions
 assisting with the training of new officers and members developing leadership skills with
group members
 encouraging students to maintain a balance between academic and co-curricular aspects
of student life
 acting as a positive role model
The student group can help the advisor by:
 giving an orientation relating to the group’s activities and structure
 providing meeting times to the advisor
 providing the advisor with regular updates on the student group’s financial status
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
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
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keeping the advisor informed of the group’s plans and problems
making use of the advisor’s background and experiences
inviting the advisor to activities
making the advisor feel welcome and a part of the group
showing appreciation for the advisor’s services
distributing minutes of the meetings and other group material to the advisor
being willing to discussing any dissatisfaction members have with the advisor and allowing open
communication
RESPONSIBILITIES OF ADVISORS
The relationship of the advisor to the group will vary, not only with each group, but also from time to
time within the group. Areas with which the advisor will be concerned are:
 responsibility to the group
 responsibility to the individual
 responsibility to MATC
I. Responsibility to the Group
1. There must be opportunities for the education and personal development of students who
participate as members of student groups.
2. The program must justify the expenditure of student's time, abilities, energy and dues.
3. The advisor should be well informed about all plans and activities of the group. This may
be achieved through regular attendance at meetings and/or frequent consultation with
student officers.
4. The advisor should discourage domination of the group by any individual or minority
group.
5. The advisor is responsible for providing long-term continuity within the group, and
should be familiar with its constitution, by-laws, history, including major changes in the
group's program.
6. The advisor should assist in the orientation of new officers.
7. The advisor should attend the event sponsored by the group and to assist in setting the
tone of the event.
8. The advisor should provide direct assistance in the planning and evaluation of programs.
9. The advisor should assist in promoting student interest in evaluating programs.
10. The advisor should direct students to register events and on campus fund raising projects
with the Student Life Office.
11. The advisor should discuss internal club difficulties (communications, delegation, etc.)
and to assist the officers with their resolution.
12. The advisor should assist the group in filing the annual renewal form, a requirement of
the Student Life Office, by October 15. This will renew the group's registration for the
academic year.
13. The advisor should assist the group in setting realistic goals and objectives each academic
year.
14. The voluntary association between advisors and their respective groups should continue
as long as both parties believe the relationship is productive and mutually satisfactory.
When such a relationship no longer exists, the advisor should resign.
II. Responsibility to the Individual
1. The advisor should encourage each individual to participate and plan group events.
2. Group members may need guidance as they try to decide to what degree they should
participate in activities. The advisor should seek to assist the students in maintaining a
balance between the academic and co-curricular aspects of student life.
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3. The advisor should encourage students to accept responsibility for specific parts of the
program, helping them to recognize the importance of their role in relation to the group
goals.
4. The advisor should be aware of the fact that at times he/she will be called upon to serve as
a personal confidant in club-related matters. This is a particularly sensitive role. The
advisor, most likely, will want to provide assistance to the person seeking advice (usually
in regard to a problematic situation). However, the advisor cannot compromise his/her
relationship with the group by showing favoritism to one or a small group of individuals.
III. Responsibility to the College
A. Advisors work with the students and should not consider themselves as persons who
direct the group's programs and activities, but as persons who guide the group in accordance
with the purposes and educational objectives of the college.
B. There are certain responsibilities the advisor has to the College.
1. The advisor should attend the group's meetings when deemed necessary or
desirable by either the advisor or the group's members.
2. The advisor supervises the financial procedures followed by the group in
handling its funds.
3. The advisor should be aware of the group's financial status and encourage
maintaining efficient financial records.
4. The advisor assists the Student Life Office in implementing the policies for
student groups. The advisor should become familiar with the policies and
procedures listed in the Club Handbook and Information Guide.
5. The advisor should not hesitate to contact the Student Life Office to discuss club
problems, or plan changes in club status, which may be of interest or importance
to the College.
TECHNIQUES OF ADVISING
The Advisor cannot merely read a few paragraphs on the "Techniques of Advising" and be
guaranteed of immediately becoming effective. Nonetheless, there are certain guidelines listed which
will enable one to more effectively fulfill the role of advisor.
Generally, the advisor's contact with the group will take place in two settings:
(1) discussions with the student officers; and
(2) attendance at meeting and other group activities.
I. Student Officer-Advisor Relationship
A. What a Student Officer Expects of an Advisor
1. The advisor assists the group in formulating long-range goals and in planning and
initiating short-term projects.
2. The group will find the advisor invaluable as a resource person. Often times the
advisor has had previous experience and can provide the officer and members
with background information.
3. The advisor should assist the officers with College procedural matters.
4. The advisor may suggest ways by which the group meetings can be improved.
5. The advisor may represent the group and its interests in staff and faculty
meetings.
6. The officer and members will find the advisor able to assist them in evaluating
group projects, performance, and progress.
7. The advisor is generally able to make suggestions that will permit the officer to
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improve leadership skills.
8. The advisor is available when emergency problems arise.
B. What an Advisor Expects of a Student Officer
1. The officer should keep the advisor informed as to all club activities, meeting
times, locations, and agendas. The advisor should receive minutes of all
meetings.
2. The officer should meet regularly with the advisor and use him/her as sounding
board for discussing club plans and problems.
II. Working with the Student Officer
A. The Officers’ Influence
The officers can make or break a group. The officer's influence is, and should be even
greater than that of the advisor.
B. Regular Meetings with the Officers
These meetings typically serve as occasions for discussion of the officer's role within the
group. It is here that the primary responsibilities of the advisor are discharged.
1. Preparing the Agenda: A good vehicle for discussion at the meetings with the
officers is the planning of the agenda for the next meeting of the group. This will
not only provide a structure for conducting the group's meetings, but it can also
serve as a point of departure for the discussion of other areas of mutual concern.
2. Basic Objective of Advising: Discussions with the officers should be based on
genuine concern for the creative and personal development of the officer and the
members of the group.
C. Different Approaches to Advising
1. The advisor will want to point out factors bearing on the ideas presented by
officers without imposing his/her own bias.
2. If an idea is inappropriate, the advisor should try to encourage the students to
consider other alternatives.
3. Informal meetings are conducive to open and worthwhile discussion.
4. If the officer asks "What should we do?" or "What do you think?" the question
should be rephrased and handed back to him/her. The advisor is there to assist the
officer but not to solve the problems for him/her.
5. The officer should be encouraged to take an occasional chance on some less
proven members in delegating authority.
6. The advisor may wish to periodically evaluate the student in his/her effectiveness
as an officer.
III. Working with the Group
If the officer, with the advisor's assistance, has developed a good agenda, the advisor will have very
little to do at the group meetings. This is as it should be; the advisor is not the leader of the group.
There are, however, occasions when active participation by the advisor may be necessary.
The following techniques are suggested, in the order in which they should be used when a group is
planning a questionable activity:
1. Other ideas may be substituted for the one, which is unsatisfactory.
2. The difficulties inherent to the plan can be pointed out.
3. The advisor may request that the group obtain the opinion of the individuals or agencies affected
by the action.
4. The advisor must keep in mind that the Student Life Office is available and has the prime
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responsibility for setting and interpreting policies regarding student activities, and has the final
authority to approve a groups’ plans.
Group members may seem unnecessarily bound by tradition or be non-creative in their planning. Too
often, the first thing a group will do in planning an event is to pull out the report from the previous
year. This then becomes the blueprint with little or no deviation. Instead of group members
approaching a program creatively, they frequently tend to rely on approaches from the past; namely
those of last year's committee. What can be done to turn the group to its own resources? The
following suggestions may encourage the group to develop more creative programming:
1. Brainstorming is a technique generally used to promote creativity. It calls for the student officer to
define a fairly broad problem area and throw it open for rapid fire, uninhibited, top of the head
suggestions from all members. Studies have shown it to work best for relatively unstructured tasks.
Not the least of it assets is the informal atmosphere it generates, in which even the most passive or
withdrawn member feels free to contribute.
2. Students may consult with the Student Life Staff. Program ideas are one of the many areas in
which the staff members are ready to assist.
3. The group members during their discussion, should pretend that the program in which they wish to
work has never been explored before and that the specific event for which they are preparing has
never been attempted in any form. What are the possibilities for theme, for location, for
refreshments, etc.?
More properly, these techniques should be a part of the officer’s resources. If she/he does not
recognize a situation in which they might profitably apply, then it is recommended that the advisor
make appropriate suggestions.
The Advisor’s Corner
Some groups reserve a few minutes at the close of their meetings for the advisor to speak. The
advisor may or may not wish to make a suggestion to the officer. The range of topics, which would
be relevant to such occasions, is quite broad: a verbal pat on the back, remarks of evaluation,
inspirational comments, etc. The “Advisors Corner” provides an opportunity for closer contact with
the group.
Discussion/Participation
The advisor will feel more willing to participate in group discussions when the members have learned
to recognize and accept the advisor’s role as a co-worker-- a person whose opinions are respected for
their value “without reference to source.” Such participation should not inhibit the prerogatives of
anyone else.
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STUDENT OFFICER TIPS & GUIDELINES
RECRUITMENT AND RETENTION OF MEMBERS
Recruitment can be a challenging, exciting, and often frustrating experience of bringing new
blood into your organization and identifying the benefits of membership.
Identifying New Members
Prior to actual recruitment, spend some time with your current membership defining the
purpose of your organization and identifying the benefits of membership. It is helpful to be
able to tell potential members what your group does and what they will gain from
involvement.
The following is a list of methods you may utilize in your search for new members:
1. Talk to your friends or people you believe would be interested in the activities of your
club.
2. Send out general notices, brochures and news announcements requesting that students
sign up to join your club (e.g., Student Bulletin). Keep notices short and appealing.
Include some of the benefits of involvement.
3. Have each existing member responsible for bringing one new member to the next
meeting.
4. If you need students with special talents (i.e., artists, public relations) or if your
organization’s purpose attracts certain majors, ask faculty in that department for their
advice on potential members. Faculty may even be willing to announce club meetings
at the end of class.
5. Participate in the Student Life Involvement Fairs & New Student Dayz in the Fall.
Fairs are an excellent way to promote your club each year.
Keeping Members
After students have joined your club, how do you keep them? One important task is to keep
members interested in the group’s projects and activities by allowing them active
participation in decision-making. Delegate responsibilities. Most people will remain
motivated when they can take ownership for projects. Other suggestions for membership are:
1. Interview prospective members both to gain knowledge of their skills and interests,
and to give them information they need to make a decision on membership.
2. Once members have been selected, have an orientation meeting, perhaps followed by
a social so that new members can quickly feel a part of the organization.
3. Issue an appointment letter signed by the club president (and advisor or other college
official?) when member has joined.
4. Balance routine task assignments with those requiring special skills or creativity. Be
sure you’ve given adequate instructions or training for a particular job, then let them
go with it.
5. Recognize valued members in some way (Member of the Month, thank you notes,
birthday cards, etc.)
6. Remember to say “we missed you” when members were absent from meetings or
events.
7. Have club t-shirts/sweatshirts for all club members.
8. Use hometown news releases to recognize members’ accomplishments.
9. Have a recognition dinner/social at end of the year.
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10. Listen to new member’s ideas and suggestions.
HOW TO RUN A CLUB MEETING
1. The meeting structure most commonly used for committee meetings is informal and
based upon group consensus.
2. The chairperson is responsible for conducting the meeting and moving the group to a
decision; therefore, to maintain order, a modified form of parliamentary procedure
should be used.
3. The chairperson should always prepare an agenda in advance of the meeting.
4. Committee reports should be concise.
5. To insure the proper climate, the physical setting should provide adequate space,
lighting and ventilation.
6. In order for meetings to be effective, a periodic written or oral evaluation should
occur.
General Order of Business in Conducting a Meeting:
1. The chairperson calls the meeting to order.
2. The chair asks the secretary to call roll.
3. The chair asks the secretary to read the minutes of the preceding meeting.
4. After the reading of the minutes, the chair asks, “Are there any corrections?” Any
changes are made and the minutes “stand approved as corrected.” In cases there are
no corrections, the chair says, “If there are no corrections to the minutes, they stand
approved as read.”
5. The chair asks for reports of the officers and standing committees. Reports are asked
for in their order of importance.
6. After a report is given the chair asks for acceptance of the report by saying, “You
have heard the report of _____________. What is your pleasure?” A member
addresses the chair, is recognized, and says “I move the report of _____________ be
accepted. The motion is seconded to accept the report of the ______________. Is
there any discussion? (Discussion may or may not follow). The chair says, “Those in
favor of the motion signify by saying ‘aye’. Those opposed ‘no’. The aye’s have the
largest number voting therefore, the ayes have it, the motion is carried, the report is
accepted.”
7. The chair conducts any unfinished or old business remaining from the preceding
meeting.
8. The chair conducts new business.
9. The meeting is adjourned.
The Meeting: A Checklist
In order for meetings to run effectively and efficiently, meetings should be conducted on
a regular basis with the time and place being consistent. A sample checklist to assist the
chairperson is listed below:
1. Before the meeting:
_______
_______
_______
Reserve meeting room
Decide on physical set up/arrangement
Prepare agenda
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_______
_______
_______
_______
_______
_______
_______
_______
Make copies of agenda
Copy previous minutes
Contact committee members for reports
Prepare visual aids (if needed)
Reserve audio-visual equipment (if needed)
Order refreshments (optional)
Invite guests
Prepare evaluation of meeting
2. At the meeting:
_______
_______
_______
_______
_______
_______
_______
_______
Greet members, special guests
Begin meeting on time
Introduce guests/new members
Conduct meeting
Keep order
Hand out materials
Announce time/place of next meeting
Evaluate the meeting/past program(s)
3. At the end of the meeting and after:
_______
_______
_______
_______
_______
Clean up
Collect any unused material
Return equipment
Read/analyze the evaluation
Follow up on committee assignments
The Role of Club Officers
The following student club officers/members duties and responsibilities should serve as a
general guideline for clubs to follow. Specific and detailed duties and responsibilities are to
be found or incorporated into each club’s constitution in the bylaws section. In addition,
clubs should be reminded that they are not required to maintain each office position indicated
in the following pages. It is recommended, though, that each club establish a minimum of
three officer positions to include a president, vice-president, and secretary/treasurer. Other
officer positions besides those mentioned could be established based on the specific needs of
the club.
President
A. The duties of the President are:
1. To preside at all student club meetings.
2. To have the power to call
3. To represent the club at all functions, business, and special events. In the
event he/she is unable to represent the club, he/she shall appoint someone
from the club to take his/her place.
Vice-President
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A. The duties of the Vice-President are:
1. To assume the duties of the President in his/her absence.
2. To act as ex-officio member in all standing committees for the purpose of
coordinating their efforts.
Secretary
A. The duties of the Secretary are:
1. To keep minutes of all meetings.
2. To keep an accurate roll of members and attendance.
3. To keep a list of committees with names and addresses of members
4. To preside to open a meeting in the absence of president and vice-president
until a temporary chairperson is selected.
5. To keep copies of bylaws, rules, resolutions, and all filed reports.
6. To prepare an order of business and agenda.
7. To provide stationary, ballots of voting and other election supplies.
8. To be custodian of all records, other than treasurer’s books.
9. To be custodian of voted ballots until destroyed.
10. To notify committee members of their appointments.
11. To keep a “procedure book” on which action taken by the assembly at various
times is recorded for ready reference.
12. To have charge of all general correspondence not otherwise assigned.
13. To send out notices of meetings.
14. To fulfill such other duties as may be assigned.
Treasurer
A. The duties of the Treasurer are:
1. To keep an accurate record of all financial transactions of the organization.
2. To give an oral or written report at every business meeting.
Committee Chairperson
A. The responsibilities of the Committee Chairperson are:
1. Discuss with the vice-president a broad outline of objectives concerning your
committee for the coming year.
2. Set up your own outline on how you intend to accomplish these objectives and
distribute a syllabus to each of the committee members.
3. Assemble a list of the members of your committee with addresses and phone
numbers and distribute this list to all of your committee members. Add to this
list job descriptions for each of the committee members’ positions.
4. Set up a schedule for regular committee meetings. These meetings should be
called at the discretion of the chairperson. Postcards can be obtained by the
secretary for use as meeting notices.
5. The success of your committee rests completely with you. Get your members
started on specific jobs immediately. It cannot be stressed enough that the
members of your committee must be constantly working toward the actual
committee objective. In past cases one of the greatest leadership problems was
assuming a statement to be fact without thoroughly researching it. Use your
committee to turn assumptions into facts. When assigning work, be sure to
record who the work was assigned to and the date by which the assignment
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must be completed. Be sure to inform your members that if a problem arises
that may prevent the completion of the assignment, in accordance with the
assigned date, that you should be contacted at the earliest possible time. By
doing this, the problem may be rectified without disrupting the initial
committee outline and other committee assignments.
6. “Committee Memos” should be used as mail communication to relay future
information and reminders to your committee members.
7. You should have an outline set up prior to each committee meeting in order to
assure the progress of a smooth running committee meeting.
Members at Large
A. The duties of the Members-At-Large are to be detailed in the Constitution/Bylaws of
each organization.
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