Loyola University Chicago Pizza Club Original Constitution Ratified: September 19, 2012 Dates of Amendments: December 2, 2012 August 30, 2013 November 2, 2013 ARTICLE I. NAME AND PURPOSE Section 1. Name: The name of this organization established by this constitution shall be the Loyola University Chicago Pizza Club and will be referred to as the “PC” herein. Section 2. Purpose: The purpose of this organization shall be to: A. Function as a student organization representative of pizza enjoyment. B. Develop programming on-campus that brings together a diverse population of students. C. Create a community of campus for students over this shared passion. D. Develop philanthropic and community service opportunities related to pizza. E. Educate the Loyola University Chicago community on pertinent topics. Section 3. Affiliations: This organization shall be affiliated with the Pizza Market Place, a branch of the National Restaurant Association. The rules and regulations of the national constitution shall be followed when not inconsistent with the rules and regulations of Loyola University Chicago. A letter of affiliation will be provided per request after official recognition as a registered student organization. The PC will attempt in any and all cases to cooperate with and work with our national affiliate to promote the group in its educational and conversational role. The executive board as elected will strive to 1 Loyola University Chicago Pizza Club maintain the purpose and intention of our national affiliate while also striving to remain loyal to the students of the university. ARTICLE II. NON-DISCRIMINATION STATEMENT Section 1. Non-discrimination Statement: No student is to be excluded from membership or participation on the basis of his or her race, color, genetic information, creed, national origin, religion, sex, sexual orientation, gender identity, age, veteran’s status, marital status, political affiliation or physical, mental or medical disability unrelated to the purpose of the organization. Discriminatory behavior regarding organizational activities or the actions of members is a violation of University policy and may be addressed by the University as inappropriate. ARTICLE III. MEMBERSHIP Section 1. Requirements for Membership: Membership in this organization is open to all Loyola University Chicago students. A. Anyone may become a member who: 1. Is a student at Loyola University Chicago. 2. Is interested in pizza. B. Voting members shall consist of all members who: 1. Attend at least one general meeting per month. 2. Are executive board members. 3. Are directly impacted as a member of the organization in the voting on a specific proposal in an attempt to bring to fruition the best of a representational democratic process. The impact of a proposal on a specific individual or group of individuals will be ultimately decided by the executive board with the final decision being made by the agreement of the President and the Vice President. C. There shall be no dues for membership. However, a payment may be requested by the executive board in the following circumstances: 2 Loyola University Chicago Pizza Club 1. If the group is holding an event that creates a cost for the organization as a whole. 2. The organization decides to make a collective purchase that is not fundable by the SAF, i.e. PC t-shirts. 3. If an action taken by a member that negatively impacts the organization financially, that member will be expected to reimburse the organization and Loyola.. 4. If a bylaw is passed by fifty percent of the organization and fifty percent of the executive board (including a vote for the measure by the President and the Vice President) that requires dues that do not contradict or eradicate the above conditions. D. Non-students cannot vote on the following: 1. Election or removal of officers. 2. Removal of members. 3. Amendments to the constitution or bylaws. 5. Financial matters. E. A stable and positive academic and judicial standing with the University shall be required for all executive board members. Any board member that comes under significant academic or judicial trouble with the University shall suspend their role in the executive board until the conflict is resolved and good standing is again renewed. An executive board member that loses his or her good standing for more than 3 consecutive months shall be replaced by at least fifty percent vote of active members and at least a fifty percent vote of the executive board. Section 2. Removal of Members: A. Grounds for removal of members may include: 1. Violation of University Policy. 3 Loyola University Chicago Pizza Club 2. Violation of the Code of Conduct/Student Promise. 3. Consistent and non-constructive disruption during organization events or member meetings. B. A member may be removed by the following process: 1. A petition to remove the member should be submitted to the President. Such a petition must contain the signatures of at least fifty percent of the voting members. When such a petition is received, the President shall call a meeting of the organization to decide upon removal. 2. The grounds for removal are to be presented by the President at a regular or special meeting of the organization. 3. The member in question shall be provided an opportunity to present a defense either in person or in writing that will be made readily available to all those that will participate in the decision process. The President shall be responsible for making the member’s defense, written or verbal, available to all voting members. 4. Voting is not to occur until after a presentation of the grounds and the member’s defense has been made. In order for a vote for removal to take place, at least seventy five percent of the voting membership must attend the meeting or confirm that they have read and legitimately considered the defense presented by the member in question. A two-thirds majority of the voting members as a whole (including the executive board) is required to remove the member from the organization. Section 3. Appeal of Removal of Members: A. Members may appeal their removal, but the appeal must be made within one week of the vote for removal by requesting the President to call a special meeting of the organization. The President shall notify all members of this meeting, which is to occur at least one week and not more than one month after the appeal request is received by the President. B. The decision to repeal the vote for removal shall require at least seventy five percent of the voting membership to attend the meeting, 4 Loyola University Chicago Pizza Club and a simple majority vote of the voting members present at the special meeting to reverse the removal and grant the appeal. C. If a removed member’s appeal is denied, they hold the right to go to Loyola’s office of Student Activities & Greek Affairs to discuss the decision. The President and the Vice President will be required to sit with the member in question and the LUC SAGA staff (appropriate persons of which to be determined by the department) to discuss the terms of the removal. SAGA’s decision about the removal in concurrence with this established constitution will be final. ARTICLE IV. OFFICERS Section 1. Elected Officers: The officers of this organization will be: A. President. B. Vice President. C. Secretary. D. Treasurer. E. Public Relations Chair. F. Programming Chair. If the organization as a whole cannot find enough members with the appropriate experience and interest, it will be the responsibility of the executive board as a whole to perform the duties of the unfilled positions. Positions that must be filled include: President, Vice President, Secretary, and Treasurer. Section 2. Qualifications for Holding Office: In order to be eligible to hold an office in this organization, the following qualifications must be met. A. The candidate must be a student member of the organization. 5 Loyola University Chicago Pizza Club B. The candidate must have held active membership in the organization for at least one semester. This requirement does not apply for the first year of the organization. Section 3. Elections: A. The officers of the organization shall be elected for a term of one academic year. B. There will be no restrictions placed on the number of terms of office a member may hold. C. Elections will be held in March to determine officers of the organization for the following academic year. D. The candidate shall be nominated by either another member of themselves. This will be followed by a speech presented by all approved nominees at the next general meeting no longer than five minutes. The candidate with the highest percentage of vote for each position will be elected and hold membership on the executive board for the next consecutive academic year. Elected officers shall not hold any responsibilities or powers of an executive board member until the beginning of the next fall semester, but will spend the remainder of the spring semester shadowing the current officer. Acceptance of an officer position requires the officer to work with the next elected official of their position to ensure a smooth and efficient transfer of power. E. Votes shall be cast using ballots created and distributed by the Secretary to all members eligible to vote at the conclusion of speeches. One vote shall be cast from each member. Any voting member that makes an effort to cast two ballots shall be stripped of their voting rights for the rest of the current academic year as well as the entire next academic year and may be subject to a member removal proceeding. F. Election to office will be determined by the highest number of votes for the position in which the candidate was nominated. In the case of a first-place tie, ballots will be redistributed with only the top two candidates listed for voting. Section 4. Duties of the Officers: A. The President shall be the principal executive officer and shall have the following duties: 6 Loyola University Chicago Pizza Club 1. To preside at all meetings of the organization. 2. To call special meetings of the organization, when required. 3. To perform other duties as specified in approved bylaws. 4. To officiate business with other Chicago-area Pizza Market Place affiliated groups including developing ways to collaborate on events and initiatives. 5. To explain and interpret this living Constitution as best suited for the prosperity of the group and its good standing with the University and its policies. 6. To serve as a liaison to the other officers of the executive board and lend support as needed. 7. To represent the organization at needed university-wide events, such as the LUC Organization Fair. 8. To maintain consistent contact with the organization faculty advisor and to relay the advisor’s concerns and suggestions to the executive board and the group membership as he or she sees fit. 9. To maintain a healthy and interdependent relationship with the group’s national affiliate. 10. To remain fair and impartial during all organizational decision making processes. B. The Vice President shall have the following duties: 1. To assume the duties of the President (until a special election can be held) in the event of a vacancy in the office. 2. To serve as an ex-officio member of the Standing Committees of the organization. 3. To serve as a liaison to the President from the membership and to relay concerns of conduct by the President as expressed by the membership or the executive board. 7 Loyola University Chicago Pizza Club 4. To plan any officer’s orientation and organizational retreats with the help of any appropriate outside assistance. 5. To coordinate organizational recruitment efforts with the Public Relations chair. 11. To represent the organization at needed university-wide events, such as the LUC Organization Fair. 6. To coordinate organizational elections and proceedings. 7. To remain fair and impartial during organizational decision making processes. C. The Secretary shall have the following duties: 1. To keep a record of all members of the organization. 2. To keep a record of all activities of the organization. 3. To keep and distribute minutes of each meeting of the organization. 4. To handle all official correspondence of the organization within the University. 5. To create and distribute agendas for each upcoming meeting of the organization. 6. To notify all members of all general meetings to which they are allowed to attend as specified by this Constitution. 7. To obtain appropriate facilities for organization activities including reserving space for events and general meetings. 8. To submit necessary forms and paperwork, such as organization reregistration and activity request forms. 9. To create, maintain, and update the organization’s calendar of events. 10. To prepare and file any report required of the organization from the University or from internal processes such as membership removal. 8 Loyola University Chicago Pizza Club 11. To collect organizational mail and e-mails and inform executive board members of e-mails or documents that pertains to their listed duties and responsibilities. 12. To remain fair and impartial during organizational decision making processes. D. The Treasurer shall have the following duties: 1. To keep all financial records of the organization. 2. To prepare and submit financial reports to the members as deemed appropriate by the collective executive board. 3. To prepare all budget requests for funds from the SAF. 4. To become familiar with University accounting procedures and policies 5. To keep and prepare all financial records of the organization including but not limited to receipts, budget requests, funds distribution, and reimbursement requests. 6. To pay organizational bills acquired through the consensus of the executive board and the established criteria for spending organization funds. 7. To collect and track any organizational dues that may be required as consistent with the dues policy established in this Constitution. 8. To create an annual budget projection as well as a comprehensive summary of the group’s budget at the end of the academic year. 9. To coordinate fundraising events and opportunities alongside the Advertising & Public Relations officer. 10. To remain fair and impartial during organizational decision making processes. E. The Public Relations Chair shall have the following duties: 1. To update and maintain social media sites affiliated with the group including but not limited to Facebook, Twitter, Tumblr, any established group website, 9 Loyola University Chicago Pizza Club or other mass media outlets. 2. To distribute and maintain advertisements of the group around campus, including but not limited to flyers and digital advertisements as purchased or approved by the University. 3. To strive to maintain a healthy and informative view of the group as a whole and to represent the organization’s mission and values in the public realm of the University and the wider Chicago community and to inform the executive board of any damaging, intrusive, or inaccurate statements or perspectives on the group’s existence or events on campus or off campus. 4. To relay to the President any issues with public relations that need to be brought to the attention of the group’s national affiliate. 5. To remain fair and impartial during organizational decision making processes. F. The CAN Delegate shall have the following duties. 1. To attend monthly CAN meetings. 2. To share concerns and/or needs to CAN Board. 3. To inform organization membership of university updates and other informed shared through CAN. 4. Develop opportunities to collaborate with other student organizations when desired. Section 5. Vacancy of an Office: A. In the event of a vacancy in an office other than the President before the expiration of a full term, a special election shall be called by the President within two weeks to fill the vacancy. The entirety of the filled executive board positions will be expected to work together to fulfill the necessary responsibilities and duties of the vacant position to maintain necessary organization functions. B. In the event of a vacancy in the office of the President before the expiration of a full term the Vice President shall assume responsibilities of the President until a special election shall be called to fill the vacant Vice Presidency. 10 Loyola University Chicago Pizza Club Section 6. Changes in Officers: All changes in shall be submitted to Student Activities & Greek Affairs via OrgSync within two weeks of such a change. ARTICLE V. MEETINGS Section 1. Meetings: A. Business meetings of the organization shall be called by the President at least once a semester during the academic year. B. Non-business meetings for the purpose of instruction, practice, or other activities shall be held bi-weekly. Any changes in the times or occasions of the meetings shall be agreed upon by the executive board as seen deemed to maximize group participation. C. Executive board meetings must be held bi-weekly during the weeks in which a general meeting will not be held. With the amendment of changes in how often the PC will make, the meetings of the executive board will be adjusted to reflect the same number of member meetings as executive board meetings. Section 2. Special Meetings: A. Special meetings may be called by the President upon two week notice to the members. B. The President shall call a special meeting when requested by twenty five percent of the voting members. Section 3. Quorum: A. A quorum at business meetings shall consist of two thirds of the voting membership. B. Quorum is not required to hold non-business meetings such as instruction, classes, or other activities. ARTICLE VI. ADVISOR 11 Loyola University Chicago Pizza Club Section 1. Agreement and Expectations: A. The PC shall maintain at least one full time faculty or staff advisor at all times, per the requirement set out for all registered student organizations by Student Activities and Greek Affairs. B. The PC advisor shall: 1. Attend one general meeting a semester, elections, and any other meeting of significant importance. 2. Attend any large-scale events put on by the PC. 3. Meet monthly with the president and vice president for updates. 4. Become familiar with and serve as a resource on RSO policy. ARTICLE VII. ANTI- HAZING STATEMENT Section 1. Anti-hazing Statement: The Loyola University Chicago Pizza Club considers hazing to be a most destructive and degrading activity which is inconsistent with the standards of this student organization. Hazing, defined as: Hazing is any intentional or reckless action or situation, created to produce emotional or physical discomfort, harassment, humiliation or ridicule, is strictly prohibited the PC recognizes the dignity of every individual and opposes all forms of hazing. ARTICLE VIII. AMENDMENTS Section 1. Ratification: A. A proposed amendment to this constitution shall be presented to the members at least two weeks prior to the meeting at which the vote shall be held. B. Ratification of an amendment to this constitution shall require a two thirds majority of the voting membership of the voting members present at a regularly scheduled business meeting of the organization. 12 Loyola University Chicago Pizza Club This constitution was last approved by the organization’s members on _____________. _______________________________________ President _______________________________________ E-board member _______________________________________ E-board member _______________________________________ E-board member _______________________________________ E-board member 13