UNDERGRADUATE MISSILES, BALLISTICS, AND ROCKETRY ASSOCIATION CALIFORNIA STATE POLYTECHNIC UNIVERSITY, POMONA ARTICLE I PREAMBLE SECTION 1 PURPOSE: General The Undergraduate Missiles, Ballistics, and Rocketry Association (UMBRA) exists for the betterment of the California State Polytechnic University, Pomona. SECTION 2 PURPOSE: Specific UMBRA shall encourage and help nourish the pursuit of study, discussion, and experimentation concerning missiles, ballistics, and rockets while maintaining a safe environment. UMBRA shall also facilitate resources for senior projects in rocketry. SECTION 3 NONDISCRIMINATION The Undergraduate Missiles, Ballistics, and Rocketry Association shall not be discriminatory in terms of race, ethnicity, religion, color, age, sexual orientation, national origin, citizenship, gender, physical or mental ability, marital status, or financial or social status. SECTION 4 OFF-CAMPUS ISSUES This organization and/or its members, when taking stands on issues recognizes and will fulfill the obligation to make clear that it/they in no way represent(s) the official position of the California State Polytechnic University, Pomona. SECTION 5 CAMPUS POLICIES This organization and/or its members, when conducting organizational business, on or off campus, recognizes and will uphold the University’s Alcohol & Other Drugs Policy. ARTICLE II NAME The official name of the organization shall be the Undergraduate Missiles, Ballistics, and Rocketry Association, California State Polytechnic University, Pomona. ARTICLE III TRUST ACCOUNT SECTION 1 MAINTENANCE This organization, pursuant to its charter obligation, shall maintain a trust account with the ASI Financial Services Office. Pursuant to the California State University Board of Trustees, the Executive Orders 648 and 731 states that all funds received on behalf of the University, its auxiliaries or affiliated organizations are required to be administered through the campus’ Chief Financial Officer, the Vice President of Administrative Affairs. Student clubs and organizations are identified as affiliated organizations. The policy further states that any account with a bank or financial institution not approved by the campus’ Chief Financial Officer is strictly prohibited. SECTION 2 USAGE All monies of this organization shall be deposited in, and disbursed from, this account following procedures outlined by the ASI Financial Services Office. SECTION 3 DISPERSAL OF FUNDS Should this organization become inactive by failing to apply for charter renewal, the trust account will be held as an inactive account for two (2) academic years. In the event this organization does not become active during the two (2) year period it is hereby declared that any funds remaining in said account are to be transmitted to Undergraduate Missiles, Ballistics, and Rocketry Association, an educational, charitable organization to aid this organization in carrying out its objectives. If said organization is no longer functioning at that time, or if its objectives are no longer consistent with its original educational, charitable purposes, then the funds of this organization shall be transferred to the Associated Students, Inc., California State Polytechnic University, Pomona, general fund. Article IV MEMBERSHIP Section 1 CATEGORIES OF MEMBERSHIP Alumni/Advisor Project advising, recommendations, authorization of activities, and support for events. Officer Leads and supports organizational duties of UMBRA, participates in meetings, contributes to the professional culture of the club, ensures safe practices and working environments during club events and projects, provides support for member participation, shows commitment to upholding the values of UMBRA, conducts no discriminatory acts, included as an active member and holds officer position for whole year unless suspended or notified resignation. Active Members Participant in UMBRA activities, voluntary involvement in projects, voluntary attendance for meetings and events, voting abilities granted by payment of club dues. Section 2 Eligibility Requirements Active members must be members of the Associated Students, Inc. at California State Polytechnic University, Pomona. No more than 20% of our membership will be non-CSU students. Active members must pay club dues before being allowed to participate in projects and events. They must also attend at least the first and last meeting. The Primary UMBRA Advisor must be a current faculty member of the Department of Aerospace Engineering at California State Polytechnic University Pomona. All Executive Board Members and Officers must be Cal Poly Pomona students that have participated in previous UMBRA activities as well, or senior project activities. They must be enrolled in at least 6 semester units, 3 semester units grad/credential. They must also attend to all their duties during time of position. The President must have demonstrated leadership capabilities, teamwork, and knowledge in the areas of missiles, ballistics, and rocketry. The Safety Officer must be a Cal Poly Pomona student with a background in energetic handling and mandatory certification (level certification, explosives handling certification, etc.). If no eligible members have certification, the President shall serve as the club’s Safety Officer. The Manufacturing Officer must have previous experience working with materials used in projects, such as carbon fiber and epoxy. Necessary training must be conducted before given manufacturing officer duties. Section 3 SUSPENSION Any violation of students’ rights, safety or misrepresentation of the UMBRA organization, student members, or alumni will result in an immediate suspension of club membership and affiliation. This includes the lack of safety precautions or violation of the student code of conduct. A member may be suspended or removed for the above stated reasons following a hearing by the membership of the organization or some other satisfactory method of due process. Article V OFFICERS Section 1 CATEGORIES OF OFFICERS Elected officers: President, Vice President, Scheduler, Treasurer, Secretary, and PR Manager(s), Outreach Chair, Fundraising Chair, 3D Printing Manager, E-Council Representative, and Webmaster Any other officers may be appointed at the discretion of the President. Section 2 DUTIES President The president leads organizational duties of UMBRA, which means they shall be responsible for planning meetings, field trips, and club activities. They are also in charge of maintaining communication and good relations with advisors, officers, members, and partners. Presidents must implement the bylaws, enforce safety during activities even in absence, and approve or deny Amendments. Vice President The Vice President must assist the President in the organizational duties. The Vice President is in charge of monitoring the progress of the various project teams and aiding in problem solving potential project team issues as they may arise. They are also responsible for attending SEDS Council of Chapters meetings as an UMBRA representative. They must also be present during the President’s absence for events and activities and should maintain good communication with advisors, officers, members, and partners. Treasurer The Treasurer must oversee the budget and have current knowledge of the state of the funds. They shall handle all funds being deposited and withdrawn from the account and keep an up to date catalog. Treasurer has the ability to reject proposed activities and events from the President if it exceeds current funds. The Treasurer is also responsible for collecting, distributing, and procuring monetary resources for UMBRA. The Treasurer shall compile a membership list based on dues paid. Scheduler The scheduler is responsible for reserving designated areas of activities and meetings in a timely manner. The scheduler is also to keep an up-to-date calendar of events and ensure proper deliberation of activities. They are also recommended to advertise events and activities to members and non-members. Schedulers should also attend any events involving myBAR and the Office of Student Life Cultural Centers. Secretary The Secretary will help the president with day to day tasks and take notes during meetings. The Secretary will keep all records and rosters up-to-date. The Secretary shall maintain communication with members regarding club activities, especially via email. PR Manager(s) The PR Manager(s) shall be in charge of managing the UMBRA social media accounts, collecting pictures and videos of UMBRA events, and engaging the online rocketry community on behalf of UMBRA. Outreach Chair The Outreach Chair is to promote UMBRA beyond the membership. They shall connect with all colleges on campus to diversify membership and coordinate with project teams in these efforts. The Outreach Chair will be in charge of planning and executing social events. Fundraising Chair The Fundraising Chair must propose and plan fundraising events on and off campus; proposals must be discussed with the President and the Treasurer. It is their responsibility to raise funds and contact potential sponsors when necessary. 3D Printing Manager The 3D Printing Manager will assist members and project teams with using the 3D printers. They shall manage the 3D printing inventory. E-council Representative The E-council Representative is to attend all E-Council meetings and report to the President about covered material. They must maintain the club’s relationship and communication with E-council. Webmaster The Webmaster shall manage the UMBRA website. They will update the website with current project and event information. Section 3 ELIGIBILITY All UMBRA members are eligible for Officer Positions. Officers will be elected by members based on qualifications, seniority, and activity level in organization activities. At the time of assuming office and during tenure in office, an elected officer must meet all of the eligibility requirements as stated by the University: Officers must meet a minimum 2.0 term and cumulative GPA; be enrolled in at least 6 semester units (undergraduate students) / 3 semester units (graduate students) during office; and be in good judicial standing with the University. SECTION 4 REMOVAL FROM OFFICE Any violation of students’ rights, safety or misrepresentation of the UMBRA organization, California State Polytechnic University Pomona, alumni, and students will result in an immediate suspension of club membership and affiliation. The term of all UMBRA officers is terminated at the end of the academic year served. If any officer misrepresents UMBRA, Cal Poly Pomona, faculty or students, they must resign from the Presidential Office and affiliation with UMBRA immediately. If a position is abused or misused, members must notify officers who will bring this to the attention of the President. The Vice President will serve as an interim judge while other officers serve as a jury. The interim judge will review the decisions of the jury and at their discretion make a decision as to the removal of the president from office. The Officer positions are entirely at the discretion of the President and thus may be restructured at any time without contest. An officer may be removed from office if that person neglects the duties of their position or violates the organization’s bylaws. In order to remove an officer from an elected position, an officer must recommend the removal from office at an officer meeting or a special meeting, following the club meeting bylaws, Article VII. A minimum of one week must pass before the vote can be cast to remove the officer. The officer in question will be notified in writing of the removal from office recommendation and will be invited to defend their position. A vote will be taken at this meeting; all officers are allowed one vote. Majority vote decisions are final and non-reversible. Once an officer is removed from office, the procedure for filling a vacancy, Article VI, Section 5, entitled Vacancies, will be implemented. ARTICLE VI ELECTIONS SECTION 1 NOMINATIONS During the Spring semester of every year before elections, members of UMBRA may receive nomination for the next years’ Officer Positions. These nominations shall be made by the President and are based on dedication, skills, activity and prospective agendas. SECTION 2 TIME OF ELECTION Elections will take place during the month of April during the spring semester. SECTION 3 PROCEDURE During the Spring semester and once the President has nominated officers, members are required to vote at a club meeting. For each position, the nominee that receives the most votes wins. For cases in which there is a tie, the votes casted by the officers are added to the count again. SECTION 4 ASSUMPTION OF OFFICE The President and their cabinet (Officers) shall serve a one year term that begins on June 1st and ends the following year on June 1st. SECTION 5 VACANCIES In the case of a vacancy, it is the current Officers’ duty to nominate a candidate who the President may then appoint the position. ARTICLE VII MEETINGS SECTION 1 REGULAR MEETINGS Meetings are recommended to be held on the third Thursday of every month during U-Hour (12pm-1pm). SECTION 2 SPECIAL MEETINGS A quorum must be present at all special meetings and only the business for which a special meeting is called may be transacted at the meeting. Meetings may be called at any time. This is at the discretion of the President who is responsible for notifying all members and officials of meetings within a timely manner. These meetings may not be mandatory for all members at the President's discretion. ARTICLE VIII QUORUM About 30% of official club members constitute a quorum in order to provide sufficient business notification and understanding. ARTICLE IX COMMITTEES SECTION 1 ELIGIBILITY At the time of assuming responsibility for a committee and during tenure in office, a committee chair must meet all the eligibility requirements as stated by the university. SECTION 2 Committees are proposed by the President if necessary. These proposed committees are to then be determined by their current cabinet to be passed or considered unnecessary. ARTICLE X DUES UMBRA may require dues for membership or affiliation. Any Cal Poly Pomona student may become an UMBRA member by the payment of membership dues. Club dues shall be determined by the board before the academic year begins. Any changes in club dues must have unanimous support from the elected officers. ARTICLE XI ADVISOR SECTION 1 ELIGIBILITY The Undergraduate Missiles, Ballistics, and Rocketry Association shall have at least one advisor over 21 years of age who shall be a member of the faculty, administration, or staff of the California State Polytechnic University, Pomona. The advisor may not be on leave of absence at any time during the term of appointment. SECTION 2 SELECTION AND APPOINTMENT After an advisor has been nominated by the organization and approved by the Department Head, final approval and actual appointment will be made by the Office of Student Life and Cultural Centers. If the advisor is the Department Head, then the immediate supervisor would also need to approve before final appointment is made by the Office of Student Life and Cultural Centers. SECTION 3 DUTIES The advisor’s responsibilities include attendance and participation in as many organizational meetings and activities as is practical, signing all forms related to the scheduling of activities and the disbursement of funds, and the other duties outlined in the Office of Student Life and Cultural Center’s Advisor’s Guide. ARTICLE XII AMENDMENT SECTION 1 MEANS OF AMENDMENT Amendments to UMBRA bylaws may be proposed by any member. These proposals will be approved or denied by a majority vote conducted by the elected officers. If a proposal is denied by the board, it may be appealed and subject to a majority vote by UMBRA members. SECTION 2 APPROVAL All amendments to the bylaws shall be filed as a public document in the organization’s myBAR page and the executive board will alert the Office of Student Life and Cultural Centers in the Office of Student Life and Cultural Centers via email within 90 calendar days indicating the date and method of adoption. Any amendment(s) which change(s) the purpose or intent of the organization or substantively modify the bylaw’s provisions shall be approved by the University before taking effect. SECTION 3 COMPLIANCE This charter shall not conflict with the By-Laws of the Associated Students, Inc., or with the policies and regulations of the California State Polytechnic University, Pomona, the Trustees of the California State University and Colleges, or the State of California. Any stipulations applying to all chartered organizations made by the university shall be considered to be immediately enforceable, whether contained in these Charter Provisions or not.
