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--- bylaws [2018/07/27 08:57]
comptrollers created
+++ bylaws [2019/06/15 11:50]
ncurrault [House Votes] formatting fix
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-====== Bylaws of Dabney House ======
+====== Dabney Hovse Bylaws ======
-a California Nonprofit Mutual Benefit House
-===== ARTICLE I – NAME =====
+===== Membership Qualifications and Privileges =====
-The name of this house is Dabney House.
+Full membership is available to students of the California Institute of Technology ("the Institute") who are currently enrolled or on temporary leave. All full members are granted equal and full ability to participate in house votes, hold office in Dabney, enter Dabney roompicks, attend social functions, and use house resources.
-===== ARTICLE II – MEMBERSHIP =====
+Other types of membership can exist and can confer any subset of privileges allotted by full membership.
-==== SECTION 2.01 – QUALIFICATION AND RIGHTS OF MEMBERSHIP ====
+Members enrolled in the Institute must pay the dues associated with their membership type. Procedures for gaining membership are set by the house. Membership is revoked if a student graduates or permanently separates from the institute, announces resignation of membership, or loses membership as part of an Institute-imposed sanction. If a member remains on temporary leave for at least 2 years, Excomm may, by unanimous consent, revoke their membership.
-This house shall be open to undergraduate students currently enrolled in or on academic leave from the California Institute of Technology (herein referred to as "the Institute"). This house shall also be open to former undergraduate students, aka "alumni". There are two membership levels for undergraduate students currently enrolled in or on temporary academic leave from the Institute, full membership, and social membership unless amended by vote (see voting procedures below). The sole membership level for alumni and students who have withdrawn will be special membership. Upon graduation, the membership status of all full and social members of good standing will automatically convert to special membership.
+===== House Offices =====
-All members are entitled to attend all meetings, functions, and activities. The exception is Executive Committee ("Excomm") meetings, which will be open to members only at the discretion of Excomm. Each full member is entitled to a single vote in the election of officers and on other businesses consistent with these Bylaws. Additionally, all members are entitled to bring guests to functions and activities, subject to additional fees if non-member participation is not to an insubstantial degree. Guests may not attend voting meetings and may not vote. Members are responsible for their conduct and that of their guests at all house activities.
+House offices consist of an Executive Committee (Excomm) and other non-Excomm offices. Offices can be set, created, and destroyed by a vote of the house. Excomm consists of the President, Secretary, and any other offices specifically designated to sit on Excomm. Standard elections for each office are held once per academic year.
-==== SECTION 2.02 – DUES ====
+Removal of a member from office happens if a member announces resignation from the office, if all members of Excomm (excepting the officer in question and anyone else holding the same office, if applicable) deem the member unfit to hold the office, or if a recall vote passes.
-Each full member and social member must pay dues for each academic term they remain a full member or social member, excluding summer term and any terms they are on academic leave, in amounts meeting or exceeding those set by Institute policy, to be fixed from time to time by member vote. Special members need not pay dues but must have been either a full or social member in good standing at time of graduation or withdrawal.
+A recall vote can be started via a petition signed by 10 full members. After such a petition is obtained, a house vote will be held to be closed within 7 days of the petition being submitted. To recall the officer in question, the vote requires the approval of 2/3rds of voters who cast non-abstaining votes.
-==== SECTION 2.03 – TERMINATION AND SUSPENSION OF MEMBERSHIP ====
+If a position opens due to resignation, the person leaving may specify an interim appointee subject to the approval of Excomm. Otherwise, Excomm will specify an appointee. The appointee will hold all duties of the position, excluding sitting on Excomm, until a special election can be held. In the case that an officer is unable to perform their duties for a known period of time, Excomm, with the consent of the affected officer, may choose to hold an election for an interim officer to serve in their place for that period of time. This interim officer will perform all duties of the given office, including sitting on Excomm, if applicable.
-(a)  __Causes of Termination__. A membership shall terminate on occurrence of any of the following events:
+===== House Votes =====
-(i)    Resignation of the member, on reasonable notice to the house;
+House votes are required for the following: (a) election of members to any Dabney office; (b) significant changes to house membership types, roompicks procedures, duties of any Dabney office, or house dues; %%(c)%% or by petition of 10 full members. House votes must be open to all full members and in rare circumstances can be opened to other types of membership with consent of full members via vote. Excomm is responsible for fairly administering house votes.
-(ii)  Failure of a full or social member to pay dues as set by the house within the period of time set by the house after they become due and payable; or
+The proposed full text of any house vote must be made available to all voting members prior to the opening of the vote. Votes must then be open for at least 72 hours before closing. All voting members must be granted reasonable access to vote, change their vote before the close of the voting period, and cast an absentee ballot.
-(iii) Occurrence of any event that renders the member ineligible for membership, or failure to satisfy membership qualifications
+Exceptions may be enacted in the event that any house policy or part of these bylaws become impossible to enact without violating any applicable laws, coming into conflict with Institute policy (which can be communicated either verbally or through writing), or causing direct and significant harm to any person’s well-being. In cases of exception, Excomm may create temporary policy to supercede original policy without consulting the house so long as said policy is announced. Excomm may amend the temporary policy at any time. If the temporary policy is approved over the conflicting policy in a house vote, it shall replace the conflicting policy permanently and no longer be governed by the terms specified in this paragraph. If the original conflict no longer exists, Excomm can choose to either hold a vote between the original and temporary policies or to simply revert to the original policy.
-(b)  __Procedure for Expulsion__. If grounds appear to exist for expulsion of a member, the member must be notified in advance by a member of Excomm and afforded an opportunity to discuss with Excomm the claim and circumstances under which their membership has been jeopardized.
+===== Amending and Interpreting this Document =====
-===== ARTICLE III – OFFICERS =====
+In cases of question, Excomm is responsible for providing a reasonable interpretation of this document and other house policies.
-==== SECTION 3.01 – EXECUTIVE COMMITTEE (EXCOMM) ====
+Other house policies can be passed by Excomm to govern policies and actions of the house. In the absence of established policy, decisions can be made based on precedent and discretion of relevant officers.
-Excomm shall consist of the President, Vice President, Secretary, two Social Vice Presidents (herein referred to as "Social VPs"), Steward. Officers may be added to or removed from Excomm by a majority vote open to all full members of the house. Meetings of Excomm may be called by any member of Excomm and do not require a quorum for transaction of business.
+Any proposed amendment or ratification of these bylaws shall pass only if supported by 2/3rds of people who cast non-abstaining votes.
-==== SECTION 3.02 – RESPONSIBILITIES OF OFFICERS ====
+<color #ffffff>THE SECRETARY SHALL BE THE HOUSE’S CHAMPION. THE ORIGINAL BEING THE ALMIGHTY CHAMPION DMAG!!!! LONG LIVE THE CHAMPION!
+Special thanks to Catrin for preserving this important message
-(a)  __President__. The President shall preside at all meetings of Excomm. The President shall serve as the house's representative to the Institute's Interhouse Committee.
+Cayla shall be known hereto as Honorary Champion and granted all rights of the house champion.
+</color>
-(b)  __Vice President__. The Vice President shall organize events including, but not limited to, Thanksgiving dinner, Initiations, and Formal Dinner once per term. The Vice President shall assist other Excomm officers in their duties if necessary. The Vice President shall develop an annual budget. The Vice President shall authorize and issue disbursements from the house's funds to be paid by any means agreed upon between Vice president and recipient including, but not limited to, cash or check. The Vice President shall preside over a capital improvement meeting once a term, excepting summer term, with items to be bought decided by member vote. The Vice President is the custodian of house funds and shall keep records in such a manner that will ensure adequate accountability. The Vice President shall file the house's annual tax returns as well as a budget report to the Institute once per term.
-%%(c)%%  __Secretary__. The Secretary shall maintain the mailing lists and organize elections, Rotation, and the lottery for occupancy at the physical location. The Secretary shall also be the house’s Revcomm Rep for ASCIT. The Secretary shall maintain the membership roster and preside over membership votes.
-(d)  __Social VPs__. The Social VPs shall organize House-sponsored social and recreational activities based on member suggestions and in the interest of positive alumni relations. The Social VPs shall manage the social budget and the retreat budget. The Social VPs shall notify members of activity-specific details. The Social VPs may authorize, fund, and assist other members in organizing House-sponsored social and recreational activities. The Social VPs shall meet with Institute administration to ensure Institute approval of the aforementioned activities.
-(e)  __Steward__. The Steward shall organize cleanup of communal spaces and supplies. The Steward shall act as the liaison to the various Institute housing departments, requesting improvements to the house property as well as making sure the members' requests are followed. The Steward shall sit on the Steward Committee.
-==== SECTION 3.03 – TERM OF OFFICE ====
-All officers are elected on a yearly basis. Officer terms begin immediately after their respective election, at the date and time determined by the Secretary with input from the other members of the house, and terminate after the new officer is announced the following year.
-==== SECTION 3.04 – REMOVAL OF OFFICERS AND VACANCIES IN OFFICE ====
-In the event of the resignation of an officer, a willing appointee may be specified by the individual vacating the office. This appointee will bear all of the responsibilities of that office, excluding Excomm membership if applicable, until a special election is held. In the event that an officer is no longer capable of bearing the responsibilities of their office and is additionally unable to specify a willing appointee, Excomm may specify an appointee for their office until a special election can be held. An officer may be forcibly removed in the event that all members of Excomm, excepting the officer in question if applicable, deem the officer unable or unqualified to carry out the responsibilities of office. In this event, Excomm may specify an appointee for their office until a special election can be held. Any individuals appointed in these manners must be approved in a special election before Excomm membership is granted, if applicable.
-==== SECTION 3.05 – COMPENSATION OF OFFICERS ====
-Officers of the house shall serve without compensation except that they may be reimbursed for reasonable expenses incurred in conducting the business of the house subject to the approval of the Vice President.
-==== Section 3.06 - CREATION OF ADDITIONAL OFFICES ====
-ExComm may create other non-ExComm offices in the house with consent of a majority vote of the house.
-===== ARTICLE IV – MEETINGS OF MEMBERS =====
-==== SECTION 4.01 – MEETINGS ====
-(a)  __Place of Meeting__. Meetings of the members shall be held at any place on Institute property. In the absence of any such designation, members' meetings shall be held at Dabney House.
-(b)  __Special Meetings__. A special meeting of the members may be called for any lawful purpose by any full member.
-%%(c)%%  __Notice Requirements for Members' Meetings__. Whenever members are required or permitted to take any action at a meeting, an electronic written notice of the meeting shall be given to each member entitled to vote at the meeting. The notice shall specify the place, date, and hour of the meeting, and general nature of the business to be transacted.
-(d)  __Quorum__. No quorum is required for the transaction of business at any meeting of members, including for amendment of these bylaws.
-==== SECTION 4.02 – VOTING ====
-(a)  __Eligibility to Vote__. The only persons entitled to vote at any meeting of members shall be full members.
-(b)  __Manner of Casting votes__. Voting may be by voice, ballot, show of hands, or online poll, except that any election of Excomm members must be by ballot.
-%%(c)%%  __Voting__. Each member entitled to vote shall be entitled to cast one vote on each matter submitted to a vote of the members. Cumulative voting shall not be permitted.
-(d)  __Approval__. The affirmative vote of a plurality of the voting power represented at the meeting or casted by the deadline of online votes shall be the act of the members, except in the case of election of Excomm members, membership votes, and instances as determined on a case-by-case basis by a member of Excomm. Election of Excomm members shall be by majority and counted in a way specified by the Secretary and approved by members of the house. Membership votes shall follow fair procedures as determined by the Secretary and shall be kept secret from nonmembers to discourage strategic membership applications.
-(e)  __Absentee voting__. Each member entitled to vote shall have the right to do so either in person or by electronic written absentee vote from a valid email address connected to the member.
-(f)    __Election of Officers__. Any full member may nominate candidates for officer positions. Nominees must confirm with the Secretary their intent to run in order to officially become a candidate. Candidates may communicate to members their qualifications and the reasons for candidacy and solicit votes. Only full members may be appointed to an officer position.
-(g)  __Special Elections__. Special elections may be held to fill officer vacancies and to invest Excomm membership in individuals appointed to fill officer vacancies, if applicable. Special elections may be held through an internet vote.
-===== ARTICLE V – FINANCES =====
-==== SECTION 5.01 – BUDGET ====
-The Vice President shall develop an annual operating budget. The budget shall provide for the payment of operating expenses, the conduct of activities consistent with the purpose of the house, and the procurement of services, equipment, and temporary facilities for the benefit of the membership.
-==== SECTION 5.02 – EXPENDITURES ====
-Disbursement of house funds may be made by check drawn by the Vice President. Check signature authority shall also be vested in the Vice President.
-==== SECTION 5.03 – PROPRIETARY INTEREST ====
-Individuals and other organizations shall have no proprietary interest in house funds. Temporary reserves generated by house activities shall not accrue to any individual or organization.
-==== SECTION 5.04 – RISK ====
-Excomm members and committee members shall ensure that house funds are not placed at risk, and shall apprise Excomm of any significant deviations from approved activities. Committees are formed by appointment of Excomm.
-===== ARTICLE VI – PROHIBITED ACTIVITIES =====
-==== SECTION 6.01 – PRIVATE INUREMENT ====
-No part of the net income or net assets of the house shall inure to the benefit of, or be distributable to, its officers or members. Specifically, house revenue generated from nonmembers shall not be used to the personal advantage of a member (such as in reduced dues, improved facilities, and the like).
-==== SECTION 6.02 – DISCRIMINATION ====
-In the conduct of all aspects of its activities, the house shall not discriminate on the grounds of race, color, national origin, sexual or romantic orientation, religious beliefs, ethnicity, age, citizenship, veteran status, gender, sex, disability, or any other federally protected class.
-==== ARTICLE VII – AMENDMENTS ====
-Any proposed adoption, repeal, or amendment of any provision of these bylaws shall first be submitted to and approved by Excomm. If approved by Excomm, the proposed bylaw adoption, repeal, or amendment shall be presented to the members for approval at a meeting. Copies of the proposed amendments must be made available to all members in advance of any vote. The approval of 2/3rds of the members present at the meeting shall be required for the adoption, repeal, or amendment of any bylaw. The meeting must be announced at least one week in advance.
-The exceptions to this are changes to membership voting procedure, the composition of Excomm, and minor responsibilities of Excomm officers, which may be amended by a standard vote as outlined in section 4.02.