WEST CHESTER UNIVERSITY
HOMECOMING COMMITTEE
BYLAWS
-Revised Spring 2011West Chester University
Homecoming Committee
BYLAWS
Article I – Name
The name of this organization is hereby known as the Homecoming Committee of West Chester University
(WCU).
Article II – Purpose
The purpose of this organization is to plan, schedule, coordinate, and implement activities related to
Homecoming. We will provide a cross-section of activities in which all (students, alumni, faculty/staff,
community) may participate. The committee’s on-going role is to create a bond between the University
community and the West Chester community. The committee will actively involve the WCU community in
fun, enjoyable, non-alcoholic events.
Article III – Organizational Structure
Section A.
Executive Board – General
1. All Executive Board members shall be undergraduate students of WCU in good standing with the
University and whom have paid their student activities fee.
2. The Executive Board shall consist of:
a. One president
b. One vice president
c. One treasurer
d. One secretary
e. One public relations chair
f. One parade chair
g. One king and queen chair
3. All Executive Board members must be in good academic standing with a cumulative GPA of at least
a 2.25, and must maintain good academic standing throughout his/her period of service.
4. All Executive Board members will have received and understood the Homecoming Committee
Bylaws.
Section B.
Elections
1. Nominations must remain open for two meetings.
2. Elections will be held a the end of the fall semester, each year, or when necessary to fill positions
left vacant by resignations, removal, graduating seniors, and other extenuating circumstances not
listed. The Executive Board will select a member from the general assembly who will best fulfill the
responsibilities of the position in the case of emergency, such as: vacancy within two (2) weeks of
Homecoming Weekend where there is no time for a formal election prior to the first major event of a
vacancy during a major event. In these cases, the formal election process should begin at the next
meeting to find a permanent replacement.
3. Graduating seniors will not be discriminated against when filling positions.
4. The period of service will run January 1st to December 31st.
Section C.
Executive Board Members Duties
1. President shall:
a. Be an Executive Board member from the previous year.
b. Preside at all meetings: both Executive Board and general assembly. Exceptions: Halftime
script meeting (King and Queen Chair), and pep rally script meeting (Vice President).
c. Call emergency meetings as necessary, with due notice.
d. Create the weekly general assembly agenda, as well as any other meeting agenda, as
necessary, in consultation with other Executive Board members. Responsible for a
corresponding with Homecoming Committee chairs on a weekly basis with respect to
planning agendas.
e. Appoint adhoc committees and committee chairs:
i. Open committee chair position(s) to the general assembly for the purpose of
determining interest.
ii. Meet with each candidate for the open position(s) to discuss the requirements of the
position of interest.
iii. Determine the person(s to best fill each position in conjunction with the Executive
board and the advisor.
iv. Advise all committee chairs as to their duties and those of their committee.
v. Remove committee chairs when necessary with the consent of the Executive Board
and voted approval of the general assembly.
f. Act as the official chairperson for all outside events, such as: speaking engagements,
interviews, etc.
g. Be responsible for reserving all meeting rooms for the following year, at the end of the spring
semester. Also, shall reserve all meeting rooms for adhoc meetings not on the regular
schedule, as they arise.
h. Be responsible for all writing, sending, and requesting of all correspondence, unless
otherwise designated by these bylaws or the general assembly.
i. Responsible for facilitating conduct using parliamentary procedure as described in Robert’s
Rules of Order.
i. All meetings will begin with the reading and approval of the minutes from the
previous meeting of the same level: general assembly or Executive Board (includes
emergency meetings).
ii. The following will be addressed at each meeting, as needed or time permits:
1. Executive board Reports
a. King and Queen Chair
b. Parade Chair(s)
c. Public Relations Chair
d. Secretary
e. Treasurer
f. Vice President
g. President
2. Old Business
3. Tabled Issues
4. New Business
5. General Assembly concerns
6. Liaison reports
7. Advisor report
8. Others, as needed (guests)
iii. Remain informed and updated on all policies that may significantly affect the
committee.
iv. Supervise and oversee all activities of Homecoming events in conjunction with the
chairpersons.
v. Work closely with the treasurer to oversee all costs linked to Homecoming.
vi. Maintain accurate records of all business in conjunction with the chairs, especially the
Secretary.
vii. Responsible for knowing all other positions and remaining informed as to the
activities of all other committees as set up by the chairs.
viii. Responsible for training the incoming President once the current person’s duties are
completed. There is no timetable for this process, but it will be an expected duty for
all Homecoming chairs before they depart the committee.
ix. Responsible for serving as co-emcee at the annual Homecoming Committee Friday
event, parade, and other events, as needed.
x. Responsible for attending all Homecoming meetings.
xi. Responsible for weekly updates for Homecoming general assembly meetings.
xii. Responsible for meeting with the Homecoming Committee advisor, with respect to
initial duties, immediately after selection as the Homecoming President.
xiii. Be a non-voting member of the Homecoming Committee: See Article IV – Voting
for all exceptions
xiv. Meet any additional requirements as outlined in the Bylaws.
xv. Other duties, as assigned.
2. Vice President shall:
a. Work closely with all Chairpersons to ensure that work is being accomplished towards
Homecoming activities in respected areas.
b. Work closely with the advisor and President to give updates of overall committee progress.
c. Speaking responsibilities, as directed by the President, before student/administrative groups
on-campus and in the community beyond West Chester University.
d. Responsible for training the incoming Vice President once the current person(s) duties are
completed. There is no timetable for this process, but it will be an expected duty for all
Homecoming Executive Board members before they depart the Committee.
e. Responsible for serving as co-emcee at the annual Homecoming Friday event, parade, and
other events as needed.
f. Responsible for planning and implementing the annual Homecoming Friday event, which
could be a pep rally but is not limited to that.
g. Responsible for attending all Homecoming Committee meetings in accordance with the
attendance requirements listed in Article IV – Voting.
h. In the absence of the President, the Vice President shall preside over meetings.
i. Other duties, as assigned.
3. Treasurer shall:
a. Work closely with the advisor and President to create the year’s budget by utilizing the past
two (2) year’s budgets, contacting companies and updating any charges that will be incurred
each year, working closely with Student Services, Inc. (SSI), Student Government
Association (SGA), the advisor, and the Homecoming Committee.
b. Work closely with all committees and advisor on budgetary matters, keeping each up-to-date
on their expenditures and the overall Committee’s budget. A weekly report on financial
status of the Homecoming Committee will be given at each meeting. All expenditures must
be approved by the Executive Board
c. Responsible for keeping updated, accurate records and files linked to all committee business.
A hard copy of all records, receipts, budgets, etc. will be maintained in the files at all times.
d. Submit application for SGA’s student organization status, annual budget, letter(s) of
appeal(s), office space, etc., as necessary, by their respective deadlines every year. Shall also
attend SGA’s annual budgeting seminar to secure an annual budget. If unable to attend,
he/she must find a responsible, knowledgeable, and reliable proxy to attend in his/her
absence.
e. Work closely with advisor, President, Vice President, and Executive Board on negotiating,
obtaining, and returning contracts.
f. Expedite the development of a committee of students with delegated responsibilities linked to
all planning leading up to, and, inclusive of, Homecoming Week.
g. Speaking responsibilities, as directed by the President, before student/administrative groups
on-campus and in the community beyond West Chester University.
h. Responsible for training the incoming Treasurer once the current person(s) duties are
completed. There is no timetable for this process, but it will be an expected duty for all
Homecoming Executive Board member before they depart the Committee.
i. Responsible for corresponding with the Homecoming Committee President on a weekly basis
with respect to planning agendas.
j. Responsible for attending all Homecoming Committee meetings in accordance with the
attendance requirements listed in Article IV – Voting.
k. In the absence of the President, the Vice President, the Treasurer shall preside over meetings.
l. Other duties, as assigned.
4. Secretary shall:
a. Responsible for taking notes at all Homecoming meetings and forwarding these minutes (or
notice of posting of minutes) to the Committee and general assembly and/or groups within
two (2) days before the next gathering.
b. Responsible for maintaining updated weekly attendance records at all times, in accordance
with Article IV – Voting.
c. Responsible for keeping updated records and files linked to all discussions at Homecoming
Executive Board, general assembly, and other necessary meetings.
d. Responsible for typing all revisions to the bylaws.
e. Responsible for training the incoming Secretary once the current person(s) duties are
completed. There is no timetable for this process, but it will be an expected duty for all
Homecoming Executive Board members before they depart the Committee.
f. Speaking responsibilities, as directed by the President, before student/administrative groups
on-campus and in the community beyond West Chester University.
g. Responsible for attending all Homecoming Committee meetings in accordance with the
attendance requirements listed in Article IV – Voting.
h. In the absence of the President, the Vice President, and the Treasurer, the Secretary shall
preside over meetings.
i. Other duties, as assigned.
5. Public Relations Chair shall:
a. Responsible for working with The Quad on an article leading up to Homecoming Week
explaining upcoming events and how they will impact the communities involved.
b. Speaking responsibilities, as directed by the President, before student/administrative groups
on-campus and in the community beyond West Chester University.
c. Responsible for campus-wide distribution of all Homecoming advertising and promotion
items, including, but not limited to the following: major yearly Homecoming posters
(residence halls, academic buildings, Sykes Student Union), flyers, announcements, e-mails,
t-shirts, and social media outlets.
d. Expedite the development of a committee of students with delegated responsibilities linked to
all planning leading up to, and inclusive of, Homecoming Week.
e. Responsible for training the incoming Public Relations once the current person(s) duties are
completed. There is no timetable for this process, but it will be an expected duty for all
Homecoming Executive Board members before they depart the Committee.
f. Speaking responsibilities, as directed by the President, before student/administrative groups
on-campus and in the community beyond West Chester University.
g. Responsible for attending all Homecoming Committee meetings in accordance with the
attendance requirements listed in Article IV – Voting.
h. In the absence of the President, the Vice President, and the Treasurer, the Secretary shall
preside over meetings.
i. Other duties, as assigned.
6. Parade Chair shall:
a. Note: This position may be split in to two (2) chairs if deemed necessary by the Executive
Board. One chair shall deal with parade logistics while the other chair shall deal with the
student organization competition.
b. Responsible for organizing all events linked to the annual Homecoming Parade on
Homecoming Day. These responsibilities include but are not limited to the following duties:
i. Develop the annual Homecoming packet including final information concerning the
parade competition and all parade participants.
ii. Serve as the main contact for all participants in the Homecoming Parade.
iii. Develop the parade order script.
iv. Oversee the selection of the Parade route.
v. Oversee parade lineup including coordinating volunteers.
vi. Coordinate parade competition submissions.
vii. Responsible for working with the committee on selecting Homecoming judges from
the University and Alumni Community.
viii. Serve as the contact person for all dignitaries who may participate in the Parade,
including trustees, politicians, on campus leaders, before school begins in the Fall
c. Work closely with the Treasurer to oversee all costs linked to the parade
d. Responsible for making sure that all rules, regulations, and timelines are understood by all
participants in the parade. This includes all dignitaries, walking units/floats, marching band,
cheerleaders, community floats, king and queen candidates, and any group, both on and off
campus, who are involved with the parade.
e. Responsible for organizing a meeting with all walking unit/float contact persons on the
Monday following the Parade registration deadline.
f. Responsible for training the incoming Parade Chair(s) once the current person(s) duties are
completed. There is no timetable for this process, but it will be an expected duty for all
Homecoming Executive Board members before they depart the Committee.
g. Speaking responsibilities, as directed by the President, before student/administrative groups
on-campus and in the community beyond West Chester University.
h. Responsible for attending all Homecoming Committee meetings in accordance with the
attendance requirements listed in Article IV – Voting.
i. In the absence of the President, the Vice President, and the Treasurer, the Secretary shall
preside over meetings.
j. Other duties, as assigned.
7. King and Queen Chair shall:
a. Responsible for holding elections for the king and queen positions.
b. Is required to serve as a liaison between the Homecoming Committee and the Homecoming
court.
c. Order the sash and crown and other essentials.
d. Responsible for providing prizes for the Homecoming King and Queen.
e. Be responsible for coordinating all the activities centered around the king and queen.
f. Day of homecoming responsibilities
i. Ensure that all the kings and queens have cars to ride in.
ii. Make sure they are in the order for the parade in accordance with the script.
iii. Serve as the contact person for the king and queen nominees.
g. Responsible for training the incoming King and Queen chair once the current person duties
are completed. There is no timetable for this process, but it will be an expected duty for all
Homecoming Executive Board members before they depart the Committee.
h. Speaking responsibilities, as directed by the President, before student/administrative groups
on-campus and in the community beyond West Chester University.
i. Responsible for attending all Homecoming Committee meetings in accordance with the
attendance requirements listed in Article IV – Voting.
j. In the absence of the President, Vice President, Treasurer, Secretary, and Parade Chair, the
King and Queen Chair shall preside over meetings.
k. Other duties, as assigned.
Section D.
Removal
1. Any officer is eligible for removal/impeachment. An officer may be removed for one orr
more of the following reasons:
a. Verifiable nonfeasance, misfeasance or malfeasance of the duties of an officer or
those duties as specified for that individual office.
b. Failure to meet the qualifications for the office as specified.
2.
3.
4.
5.
Section G:
c. Malfeasance of student funds.
d. Failure to attend the majority of meetings in one semester.
Procedure
a. Any member in good standing of Homecoming may file written impeachment
charges and submit them to the group’s Advisor.
b. The Advisor will form an Ad Hoc Committee and select a chairperson for that
committee.
c. The Committee will convene within one week (seven days) of the receipt of the
charges; any member of the Committee under impeachment charges will be
excluded for this meeting.
d. The Committee will revise the charges and give recommendations in writing to
the accusers as to the validity of the charges within one week (seven days) of
convening to consider the charges.
e. After receiving these recommendations from the Ad Hoc Committee it is the
option of the accusers to proceed with or to drop the charges. Within one week
(seven days) of receiving the recommendations of the Ad Hoc Committee, the
accusers will state their intentions in a letter to the Ad Hoc Committee.
The accused will be given a minimum of one week (seven days) notice, in writing, of the
charges and when the impeachment proceedings will take place.
i.
A special meeting will be called to have the impeachment trial.
Neither the accusers, nor the accused will preside at the trial; subject to that provision the
following will be the rank for determining who will preside:
a. President
b. Vice President
c. Treasurer
d. Secretary
The agenda for trial proceedings will be as follows:
a. Call to Order
b. Roll Call
c. Presentation of charges by the accusers; the accusers will appoint a spokesperson who
will be permitted a maximum of then (10) speaking time to make the charges.
d. The accused will be permitted a maximum of ten (10) speaking time to answer the
charges.
e. The floor will then be open for questions and debate.
f. At the conclusion of debate, a vote will be taken by secret ballot, with two-thirds
(2/3) of the members present voting in the affirmative necessary for removal.
Committees
1. Committees will be formed as is deemed necessary by the officers of Homecoming
Committee.
2. All committees will have Ad Hoc status for one year. If a committee is still in existence after
one year, it may be made into a standing committee by amending these by laws.
3. The duties of any committee will be formally outlined by the officers of Homecoming
committee at the time they recommend the formation of that committee.
4. Committee chairs will be appointed by the officers of Homecoming Committee.
Article IV
Section A:
These bylaws may be amended as necessary by a 2/3 majority vote of members in good standing,
attending the meeting where amendments shall take place.
Section B:
The process of amending these bylaws shall be as follows:
1. Amendments to these bylaws will be suggested by the officers of Homecoming Committee.
2. Amendments will be presented at the next Homecoming Committee meeting. At this time
discussion will take place.
3. The language for amendment will be tabled for no less than one week.
4. After that period of no less than one week, a vote by secret ballot will take place.
Article V.
Anti-Discrimination Statement
Section A:
The Homecoming Committee will not discriminate against sex, race, religion, age, creed, color,
sexual orientation, military status, socioeconomic status, or individuals with disabilities.