WESTFIELD STATE UNIVERSITY
COMMUNICATION CLUB CONSTITUTION
Article I
Name:
Section 1:
This organization shall be known as the Westfield State University
Communication Club, hereby known as Communication Club.
Article II
Purpose:
Section 1:
The primary purpose of this organization shall be to advance and promote
understanding of important communication issues among members of the club.
Additionally, the Communication Club shall help its members prepare for their
future beyond Westfield State University by learning more about careers and
opportunities that stem from each of the Communication Department’s offered
concentrations (such as Public Relations, Journalism, or Video). These goals
shall be accomplished through a variety of on-campus and off-campus activities
including, but not limited to, visiting companies, guest speakers, attending
conferences, networking opportunities. Also, this club will play a role in helping
the Westfield community through volunteer services such as community garden
work and/or soup kitchen
Article III
Membership:
Section 1:
Membership shall be open to all full-time and part-time undergraduate students of
Westfield State University who have paid their student activities fee for the
current academic semester.
Section 2:
Members are considered to be active if they attend and /or participate in twothirds (2/3) of the clubs’ meetings/activities.
Article IV
Officers:
Section 1:
The officer positions for the Communication Club are as follows: President,
Vice-President, Secretary, Public Relations Representative, and Treasurer.
Section 2:
The President will call to order and preside over all the club meetings. The
President will take the lead on the coordination of all club activities and be
responsible for ensuring that the club is following its mission. The President shall
have the power to call emergency meetings of the executive board. The President
shall also be responsible for informing the club faculty advisor of all events being
discussed or voted upon.
Section 3:
The Vice-President shall preside over meetings in the absence of the president.
The Vice-President shall also take the lead, under the supervision of the President,
on the coordination of all club activities. The responsibilities of the Vice President
shall also include attending SGA meetings and reporting back to the
Communication Club
Section 4:
The Public Relations Representative will be responsible for communicating to
and between fellow students, faculty, and the public in regards to all club
meetings, events, and activities. The PR Rep will oversee the creation and
maintenance of any social media sites, newsletters, and other materials designed
to promote the club.
Section 5:
The Treasurer shall be responsible for the budget of the Communication Club
and the keeping of bills, receipts, and vouchers. The Treasurer will also provide
the President and Faculty Advisor with a monthly club budget report. The
Treasurer will also be responsible for attending SGA meetings with the Vice
President and reporting back to the Communication Club
Section 6:
The Secretary shall be responsible for taking meeting minutes at each general
and executive board meetings of the club as well as distributing meeting minutes
to advisors and members of the club. The secretary shall also be responsible for
all internal club-related communications, including email.
Article V
Election of Officers:
Section 1:
Officers shall be elected at the first meeting of the year by nominations from the
floor. All remaining officers from the previous year, in conjunction with the
advisor, will call and conduct the first meeting of the fall semester. Officers shall
hold office for one (1) academic year. There is no limit to the number of years a
person may hold a specific office.
Section 2:
Nominations shall be made on the day of elections, by any club member present.
Nominations for each officer position must occur, along with an additional
(second) nomination for each candidate, before voting. Nominations will be fully
considered after going around the room and allowing each member to announce
the member they are nominating.
Section 3:
Any club member may nominate, be nominated, and be elected to any officer
position
Section 4:
No election may be held if there is not a quorum of fifty percent (50%) of the club
members plus one (1) present at the meeting.
Section 5:
If, during any election of an officer, a tie in votes occurs, the tie will be broken by
the President elect. If the President cannot decide or is not present, the tie will be
broken by a majority decision of the officers of the executive board present.
Article VI
Meetings
Section 1:
Meetings shall be held at least once (1) each month, but more frequently if
deemed necessary by the executive board.
Section 2:
All meetings will be open and will be subject to the clubs’ guidelines. Meeting
places, dates, and times will be determined by the executive board.
Section 3:
The President may call special meetings at any time deemed necessary.
Section 4:
Special meetings can also be called within written request of three members.
Written requests should be submitted to the President.
Article VII
Advisor(s):
Section 1:
The Communication Club shall be represented by at least one (1) advisor.
Section 2:
The advisor(s) role may be filled by any faculty, staff, or librarian of Westfield
State University.
Section 3:
The advisor(s) will be responsible for advising the club on all Communication
Club activities. The advisor(s) will also agree to act on the Communication Club’s
behalf during any issues or discussions that arise between the club and the
University’s Administration.
Article VIII
Removal from Office
Section 1:
An officer may be removed from office if he or she is not performing his/her
assigned duties. The officer may be removed by a two-thirds (2/3) vote by the
members.
Section 2:
This officer replacement will be chosen by an election the following week. This
replacement election procedure will follow normal election procedures.
Section 3:
Advisors may also be removed from their position if members of the club feel that
they are not fulfilling their duties. Any member of the club, who is unsatisfied
with a club advisor, may request a removal from office by sending a written
request to the President. After this request is submitted, the executive board will
meet and discuss and a vote between all club members will be held during the
next meeting. The advisor in question will be officially removed from their
position if a two-thirds (2/3) vote passes between the club members present at that
meeting.
Article IX
Club Vacancies
Section 1:
Vacancies occurring in any elected office shall be filled by the appointment of the
President until a time as regular chapter elections commence. This appointment is
official until a special meeting can be called, whereby a majority of the members
present will vote to approve or deny the Presidential appointment. If the
appointment is denied, general elections among the club members will ensue.
Section 2:
In such cases as the vacancy of the President’s office, the President will appoint
his/her successor from the official club roster. This appointment is official until a
special meeting can be called, whereby a majority of the members present will
vote to approve or deny the Presidential appointment. If the appointment is
denied, general elections among the club members will ensue.
Section 3:
Upon removing an advisor from his/her position, a meeting of the executive board
will follow. The executive board meeting will take place strictly between
members of the executive board and will consist of choosing another advisor for
the club. Written recommendations from club members may be considered at this
time but are not mandated. Replacement of the advisor shall be decided during
this executive board meeting that will take place no more than a week after the
removal vote.
Article X
Amendments
Section 1:
An amendment to this constitution may be made by any member of the
Communication Club and shall be presented to the President in writing at any
meeting. If necessary, a special meeting for the discussion of the amendment
being proposed will be scheduled at the time the amendment is submitted. Public
notice shall be no later than five (5) days in advance of any special meeting.
Forty percent of the club members must be present for a vote on an amendment to
take place. Of the forty percent present, a two-thirds (2/3) vote must take place in
order for the amendment to pass. If any member cannot make it to the meeting,
they have the opportunity to email the executives of the club no less than twentyfour hours prior to the special meeting.
Section 2:
If an amendment is added to the constitution, the Vice President or the Treasurer
shall be responsible for bringing a copy of the amendment to the SGA Rules and
Regulations Committee and attending the meeting of the above-mentioned SGA
group to see if the amendment conforms to regulations.