Convoy of Hope Club of Westfield State University
Article I
Name:
Section 1:
This organization shall be known as the Convoy of Hope Club of
Westfield State University. Hereafter referred to as the Convoy of Hope
Club.
Article II
Purpose:
Section 1:
The primary purpose of the Convoy of Hope Club is to serve people and
communities throughout the world, through disaster relief projects, world
feeding initiatives, and local community service projects. The Convoy of
Hope Club will follow the objectives of the nonprofit organization,
Convoy of Hope. Service projects performed by the Convoy of Hope Club
will follow objectives including, international feeding initiatives,
community outreaches, and disaster relief. Projects done under these
guidelines will benefit many. The Convoy of Hope Club will sponsor
leadership among members and promote relationships. Members will have
an opportunity to change the lives of others and enjoy a valuable
experience.
Article III
Membership:
Section 1:
Section 2:
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.
Members are considered to be active if they attend and participate in twothirds (2/3) of the clubs meetings and events.
Article IV
Officers:
Section 1:
The officers of the club will include the President, Vice President,
Secretary, Treasurer, Service Chair, Fundraising Chair, and Advertising
Chair.
Section 2:
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Section 3:
The Convoy of Hope club President is responsible for overseeing all
meetings, service projects and fundraisers. The President is also
expected to plan and run meetings, and hold executive board meetings.
The President may also hold a vote to add and remove additional chair
positions as needed. A position can be added or removed by a twothirds (2/3) majority club vote.
The Vice President is to assist the President whenever possible,
provide the faculty advisor with updates, and oversee all chair
positions. In case of the Presidents absence the Vice President is to
assume the responsibilities of the President.
The Treasurer is to manage the finances of the club and give financial
updates at executive board meetings.
The Secretary is to take down minutes at each meeting and update
members with meeting minutes. The Secretary is also responsible to
create a Facebook group that includes all members of the club.
The Service Chair is to organize and plan all service projects. Service
projects must be organized under the objectives of Convoy of Hope.
The Service Chair is also responsible for heading a committee of
members whom will assist the Service Chair in developing service
projects.
The Fundraising Chair is to organize and plan all fundraising
projects. The Fundraising Chair must organize an annual fundraiser in
which all proceeds will go directly to the Convoy of Hope Charity.
This fundraiser is to be executed every year. The Fundraising Chair
will also head a committee of members whom will assist him/her in
the development of fundraising events.
The Advertising Chair is to work with the Fundraising Chair in order
to educate students and the community about events occurring within
the Convoy of Hope Club. The Advertising Chair must draw attention
to events done by the Fundraising Chair, as well as the club as a
whole, in order to improve the outcome of events performed by the
Convoy of Hope Club.
Officers for the upcoming academic year shall be selected before May 1st
of every year by majority vote.
Section 4:
Section 5:
Any full-time or part-time undergraduate student who has been actively
involved in the Convoy of Hope Club by attending at least two-thirds (2/3)
of the Convoy of Hope Club’s meetings and events for at least one (1)
academic year ( two (2) semesters) is eligible to hold office.
Each officer’s term will last four (4) semesters (two (2) academic years)
unless voted for removal (see Article 10, section 1). Each officer’s term
will begin on the first day of classes for the fall semester and end on the
last day of classes the following spring semester. If an officer graduates,
steps down, or is removed from office before completing their two (2)
year term, elections will be held to fill their position. After completing a
two (2) year term officers may run again for any of the executive board
positions; however any member who is eligible to run for office (see
article VI, section two (2)) may do so. Newly elected officers will be
trained for their position two (2) weeks prior to the end of the academic
year.
Article V
Advisors:
Section 1:
Faculty advisor(s) will be appointed by majority vote of club members.
The faculty advisor may be a member of faculty, staff or a librarian.
Section 2:
The faculty advisor will assist the Convoy of Hope Club by acting as a
liaison to the University administration and faculty group. He/she is to
ensure the Convoy of Hope Club is following University guidelines and
offer guidance and suggestions when needed. The advisor(s) is/are invited
to all Executive board and club meetings; however is not required to
attend. The advisor must help students navigate through the University
systems, and help obtain meeting spaces or supplies when necessary.
Article VI
Elections:
Section 1:
Section 2:
Section 3:
Members of the club must be verbally nominated by another club member
and have attended at least two thirds (2/3) of the clubs meeting and events
in the previous academic year (two (2) semesters) in order to run for
office. The person nominated may either accept or decline the nomination.
Voting for executive board positons will be done using a paper ballot. The
President will then tally the votes, the President will only be allowed to
vote if there is a tie in the votes.
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 4:
In the event of a tie, the President will cast the final vote.
Article VII
Meetings:
Section 1:
Section 2:
Section 3:
The club will meet no less than one (1) time every two (2) weeks.
Officers may hold separate meetings with only the officers, as well as
meetings without advisors.
The Convoy of Hope Club President may call special meetings if
necessary.
Article VIII
Vacancies:
Section 1:
If an officer or advisor steps down, the club will hold elections to fill the
position at the next meeting, or at a meeting called by the President. If the
President steps down or is removed, the Vice President will fill the
position and the Vice President’s position will be filled by means of the
election process described in Article VI.
Article IX
Amending Procedure:
Section 1:
This constitution may be amended by a two-thirds (2/3) majority vote of
the voting members of the club and if approved by the Rules and
Regulations committee of the Student Government Association.
Article X
Removal from office:
Section 1:
Section 2:
If an officer is not performing to his/her duties as stated in Article IV,
section 2, that person may be removed by a two-thirds (2/3) majority vote.
A replacement will be chosen following the election process as described
in Article IV at the next club meeting.
If an advisor is not performing to his/her duties as stated in Article V,
section 2, that person may be removed by a two-thirds (2/3) majority vote.
The President will seek out a new advisor, and this advisor must be
approved by majority vote.