Bates College Student Government Bylaws

Bates College Student Government Bylaws

Ratified, November 2013.

 

Preamble:

Article I: Meetings and Operation

Article II: Executive Council Members’ Powers and Responsibilities

Article III: Duties of Representatives

Article IV: Substitutes and Absences

Article V: Elections

Article VI: Student Committees

Article VII: Advisory Committees

Article VIII: Student/Faculty Committees

Article IX: Senior Class Co-Presidents

Article X: Budget and Expenses

Preamble:

This document shall contain the rules and laws of Bates College Student Government. These laws and rules shall accord with the Bates College Student Government Constitution. The constitutions, guidelines, and rules of all Bates College Student Government Committees and of all student clubs shall accord with these laws and rules as well as to the Bates College Student Government Constitution.

 

Article I: Meetings and Operation

  1. Section 1: The Chair and Secretary shall prepare an agenda for all meetings of the Representative Assembly, which must be available to the entire membership and the Executive Council twenty-four (24) hours before the meeting will be called to order.

  2. Section 2: Any Bates student may attend any meeting of the Representative Assembly and shall have the ability to propose legislation. Any Bates student may, when recognized by the presiding Chair, speak and ask any questions of the Assembly. Only representatives may make motions from the floor and vote on motions being considered.

    1. Bates administration, faculty, and staff may attend meetings of the Representative Assembly as observers and in order to answer questions which the Assembly chooses to ask of them directly.

    2. Any Bates administrator, faculty, or staff may speak at a meeting of the Representative Assembly upon approval by the Chair of the Representative Assembly.

  3. Section 3: Should the Chair be unable to be present at a meeting of the Representative Assembly, an acting Chair will be appointed by the present membership.

    1. If the Chair knows he/she will be absent, a member may be chosen by the Chair to be acting Chair, pending the approval of the RA. A vote of approval will be done immediately after calling the meeting to order.

    2. If the Chair is asked to step down or does not attend a meeting, the membership shall nominate and approve a member to serve as acting Chair for the meeting in question. If the meeting has yet to begin, the Secretary shall call the meeting to order and conduct the nomination and approval of an acting Chair.

  4. Section 4: Each regular meetings of the Representative Assembly shall follow an established order. The order, established below, may only be changed by a vote of two-thirds (2/3) of present members of the Representative Assembly:

a. Announcements

b. Ratification of Minutes from previous regular meeting(s) (if any)

c. Public Participation

d. Representative Assembly Officer Reports

e. President’s report of Executive Council Business

f. Committee Reports including Cosponsorship proposals

g. Member Reports (any member may speak on any issue)

h. Old Business

i. New Business

 

Article II: Executive Council Members’ Powers and Responsibilities

  1. Section 1: All Executive Council members shall be available for office hours upon request.

  2. Section 2: All Executive Council members are expected to attend all meetings of the Representative Assembly, but may designate a qualified proxy under exigent circumstances.

  3. Section 3: All Executive Council members shall have the power to serve on any student or student/faculty committee. All Executive Council members are required to be familiar with all student committee guidelines and undergo training for all active student committees. For any student committee, not including the chair of the committee, only one Executive Council members may serve at one time; that Executive Council members may act as a voting member of the committee; and, that Executive Council members must be solicited by the Chair of the student committee in question. For any student/faculty committee, only one Executive Council member may serve at one time.

  4. Section 4: The Chair of the Representative Assembly shall have all powers and responsibilities granted said office in the Bates College Student Government Constitution and Bylaws as well as the following powers and responsibilities:

    1. Call emergency meetings of the Representative Assembly when the student body is needed to speak and a regular meeting is not scheduled soon enough for the Student Government to appropriately react.

  5. Section 5: The Secretary of the Representative Assembly shall have all powers and responsibilities granted said office in the Bates College Student Government Constitution and Bylaws as well as the following powers and responsibilities:

    1. Shall keep and distribute minutes of all official meetings of the Representative Assembly.

    2. Maintain an organized collection of all activities of the Student Government during the administration in which they serve.

    3. Add to and upkeep the Student Government archives.

    4. Maintain an updated roster (or roll) of all Student Government members.

    5. Keep track of the number of students living in each residence hall or house, and off-campus, for the purpose of determining number of representatives for each constituency in the Representative Assembly.

    6. Take attendance at all Representative Assembly meetings.

    7. Responsible for the Representative Assembly e-mail list [RA-talk].

    8. Responsible for collecting, keeping track of, and publicizing each Representative Assembly member’s office hour.

    9. Responsible for keeping track of the size of the student body and all other necessary statistics for the functioning of the Student Government.

  6. Section 6: The President shall have all powers and responsibilities granted said office in the Bates College Student Government Constitution and Bylaws as well as the following powers and responsibilities:

    1. Shall, in accordance with Budget Committee Guidelines, after seeking advice from the Executive Council and officers of the Representative Assembly, write a Student Government budget and bring it before the Representative Assembly for approval.

    2. May call student forums, which require the approval of the Representative Assembly before being sponsored by the Student Government.

    3. May write Executive Orders. Such orders may create standing rules of order for the Executive Council only or may create non-voting positions in the Executive Council. All such Executive Orders require approval of two-thirds (2/3) of the Executive Council and cease to exist upon the end of the President’s term.

    4. In the case of an emergency, the President may act as a voice of the student body. However, any actions taken must be reported at the next meeting of the Representative Assembly, and the President may only act in such a capacity until the Representative Assembly is next able to meet. He/she can call an emergency meeting if a regular meeting is not scheduled in the immediate future.

  7. Section 7: The Vice President of Student Committees shall have all powers and responsibilities granted said office in the Bates College Student Government Constitution and Bylaws as well as the following powers and responsibilities:

    1. Should the President be unable to perform any or all of his/her duties, the Vice President of Student Committees shall assume all powers and responsibilities of said office.

      1. If there is more than four (4) class weeks before the next regular Presidential election, an immediate election will be organized to elect a President, as per the Elections and Judiciary Committee Guidelines.

  8. Section 8: The Vice President of Student Clubs shall have all powers and responsibilities granted said office in the Bates College Student Government Constitution and Bylaws as well as the following powers and responsibilities:

    1. Shall act as a voice of student clubs recognized by the Student Government.

    2. Shall act as liaison between the Student Government and student clubs.

    3. Maintain records of all BCSG-recognized organization that shall include:

      1. A list of active members.

      2. A list of officers at least including a President and Treasurer.

      3. An updated club description.

      4. The ORB shall send the information in sub-paragraphs i-iii to the Student Activities office, and the information in sub-paragraph ii to the Accounting Office and the BCSG Treasurer.

    4. Shall hold monthly meetings open and advertised to all student clubs, in order to allow clubs to voice any concerns or bring any ideas to the Vice President of Student Clubs.

    5. Should the President be unable to perform any or all of his/her duties and the Vice President of Student Committees be unable to perform the duties of President, the Vice President of Student Clubs shall assume all powers and responsibilities of the President.

      1. The Vice President of Student Clubs shall act as President only until the Vice President of Student Committees or the President is able to do so again, or until a new President is elected, following the steps outlined in these Bylaws; Article II, Section 7, subsection A i.

  9. Section 9: The Treasurer shall have all powers and responsibilities granted in the Bates College Student Government Constitution and Bylaws, as well as the following powers and responsibilities:

    1. Shall update the RA on all matters relevant to the to proper functioning of the RA, including reporting on the state of the cosponsorship fund to the RA monthly.

    2. Shall present to the RA any legislation or other actions that requires RA approval as specified in the Budget Committee Guidelines

    3. Shall speak on any matter relevant to the Budget Committee’s duties and responsibilities as laid out in the BCSG constitution and its bylaws as well as the Budget Committee’s guidelines.

    4. Shall advise the RA on any matters relating to the responsibilities and duties of the Budget Committee.

Article III: Duties of Representatives

  1. Section 1: Representatives in the Representative Assembly are expected, above all else, to be fairly responsive to the will and welfare of their constituency.

  2. Section 2: A representative is expected to attend all meetings of the Representative Assembly.

  3. Section 3: A representative is required to be available for office hours with any constituent who asks for an appointment.

 

Article IV: Substitutes and Absences

  1. Section 1: If a representative is unable to attend a meeting of the Representative Assembly, a substitute may be sent in his/her place. Substitutes must be from among the representative’s constituents.

  2. Section 2: Substitute requests must be made to the Chair prior to the call to order at the meeting in question, and must include the representative’s name, constituency, substitute’s name and box number. Substitutes will be granted only for a specific student substitute at a specific meeting.

  3. Section 3: The Chair decides whether to grant or deny the request for a substitute.

    1. The Chair has the power to deny any representative a substitute if he/she has reason to do so.

    2. The Chair must immediately respond to the representative in writing. If the request is denied, the letter need only communicate this. If the request is granted, a dated letter with the name of the representative, constituency, and the name of the official substitute must be signed and sent to both the representative and the official substitute.

    3. The letter sent to the substitute must be presented to the Secretary of the Representative Assembly immediately prior the meeting in order to have a vote.

  4. Section 4: Substitutes shall act as full voting members of the Representative Assembly, except in cases of a vote to remove from office, an amendment to the Student Government Constitution or Bylaws, and any other vote that legislation dictates shall exclude substitutes.

  5. Section 5: Due to extenuating circumstances, a representative may request that the Chair excuse an absence after its occurrence. A representative may miss one (1) meeting of the Representative Assembly without an excuse each academic semester.

    1. The Chair has the power to deny any representative’s request to be excused if he/she has reason to do so.

    2. Should a substitute be approved, and attend in the representative’s place, the absence is automatically considered excused.

 

Article V: Elections

  1. Section 1: The Elections and Judiciary Committee Guidelines shall outline and detail the different types of elections and the procedures for all elections of the Bates College Student Government.

  2. Section 2: The Elections and Judiciary Committee shall be responsible for organizing and carrying out all elections that the Student Government is responsible for. Elections include, but are not limited to: class representatives, off-campus representatives, dormitory and house representatives, advisory committee members, Student Body President, Vice President of Student Committees, Vice President of Student Clubs, Chair of the Representative Assembly, Secretary of the Representative Assembly, and Senior Class Co-Presidents.

  3. Section 3: Any student wishing to be a candidate for the office of President, Vice President of Student Committees, or Vice President of Student Clubs must:

    1. Be a Bates student currently enrolled full-time.

    2. Have attended Bates as a full-time student, studying and living on campus, for two (2) full academic semesters.

    3. Be studying on campus while Bates College is in regular session (winter and fall semester) until the end of the current calendar year.

 

Article VI: Student Committees

  1. Section 1: In order to be recognized as an active committee, all student committees must have current guidelines. Current guidelines must have been approved by the Representative Assembly within the previous two (2) years.

    1. All student committees shall review their guidelines, making necessary changes, and submit them to the Representative Assembly before the end of Fall semester in the year that the guidelines are due to be reviewed.

    2. All student committees shall review their guidelines before the end of fall semester each year, regardless of whether they must be approved by the Representative Assembly.

    3. All student committee guidelines must include the following:

      1. Mission statement.

      2. Powers of the committee.

      3. Criteria for selection of members.

      4. Duties of members.

      5. Committee operation.

All current student committee guidelines shall be considered Special Rules of Order within that given committee, as defined by Robert’s Rules of Order.

  1. Section 2: The duties of members of student committees shall be:

    1. Every time the committee meets, the Chair shall make an oral report at the next regular Representative Assembly meeting. The report should detail the substance of the committee meeting in question.

    2. Members of any student committee are expected to attend all meetings of the committee in question. Excuses for missing meetings shall be considered by the Chair of the committee in question.

    3. The Chair of the committee is expected to report excessive absences by a committee member, and other violations of any duties set forth by the committee’s guidelines or by the Representative Assembly to the Committee on Committees.

  2. Section 3: All student committees shall consist of one (1) Chair, and at least two (2) other members. All student committees are open to the entire student body, unless otherwise noted. All student committee vacancies are filled by Executive Appointment, unless otherwise noted. The standing student committees include:

    1. The Student Committee on Committees shall be responsible for the selection of students to student and student/faculty committees. The Student Committee on Committees will be Chaired by the Vice President of Student Committees and membership will be selected by Executive Appointment.

    2. The Budget Committee, in accordance with the Bates Student Government Constitution, shall be responsible for disbursement and oversight of the Student Activities Fund. The Budget Committee will be Chaired by the Treasurer and selected by the Student Committee on Committees. The Budget Committee is also responsible for disbursing the Student Government Co-Sponsorship Fund, auditing clubs funded by the Student Government, and annual approval of budgets for Student Government recognized student clubs.The Budget Committee shall be responsible for applying and enforcing the Budget Committee Guidelines, and shall have the authority to impose reasonable penalties if violations have occurred.

    3. The Organizational Review Board shall be responsible for the approval and recognition of student clubs. The Organizational Review Board will be Chaired by the Vice President of Student Clubs and selected by the Student Committee on Committees. The Organizational Review Board is also responsible for acting as a liaison between the Student Government and all recognized student clubs.

    4. The Parking Committee shall be responsible for conducting lotteries for student parking permits, hearing parking appeals, and overseeing student parking violations. The Parking Committee members and a Chair will selected by the Student Committee on Committees. The Parking Committee is also responsible for continually attempting to acquire additional parking for students. The Parking Committee’s decisions are exempt from the rule requiring the Representative Assembly’s approval (Section 4 below).

    5. The Election and Judiciary Committee shall be responsible for organizing and conducting all elections deemed necessary by the Student Government or specified in the Student Government Constitution or Bylaws, as well as Article III review power, as specified in the Student Government Constitution. The Chair of the Elections and Judiciary Committee will be the Parliamentarian.  The committee will be selected by the Committee on Committees.  The Elections and Judiciary Committee is also responsible for any investigations relevant to officer impeachment or removal. The Elections and Judiciary Committee is open to any Bates student, except members of the Executive Council.  The Chair of the committee shall fill vacancies by soliciting applications from the student body.

    6. The Publicity Committee shall be responsible for all publicity and public relations functions of the Student Government. The Publicity Committee will be Chaired by the Secretary of the Representative Assembly and selected by the Student Committee on Committees. The Publicity Committee is also responsible for reporting passed legislation and action. The Publicity Committee is open only to members of the Representative Assembly and the Chair of the committee shall fill vacancies by soliciting applications from members.

    7. The Community Relations Committee shall be chaired by the Senior Class Co-Presidents and shall be primarily responsible for coordinating Bates Night in Town.  The Community Relations Committee shall be responsible for coordinating interests between Bates College Student Government, the Bates College Student Body, and the greater Lewiston/Auburn area.

  3. Section 4: Any committee may initiate legislation directly related to its goals and purpose, as stated by the Student Government Constitution, these Bylaws, or the committee’s guidelines.

  4. Section 5: The Representative Assembly may establish ad-hoc committees for a specific goal or purpose. Unless the legislation creating the ad-hoc committee says otherwise, the ad-hoc committee in question is considered dissolved after one (1) calendar year. If no Chair is specified, the Parliamentarian shall appoint one. Unless otherwise specified, the Representative Assembly will elect committee members and fill vacancies as necessary.  No ad-hoc committee shall be allowed any duties or responsibilities already granted to a current committee, council, officer, or legislative body.

 

Article VII: Advisory Committees

  1. Section 1: The Advisory Committees are: The President’s Advisory Committee, the Dean’s Advisory Committee, the Trustees’ Advisory Committee, and the Faculty Advisory Committee.

  2. Section 2: Each academic year, each graduating class is entitled to elect one (1) representative to each advisory committee to serve in said position for the student’s tenure at Bates College.

  3. Section 3: Each advisory committee shall elect its own student Chair from among the student members to serve for one academic year. The Chair shall also serve as a member of the Executive Council. Should the Chair be unable to serve as a member of the Executive Council, he/she may appoint another student to serve the academic year as member of the Executive Council.

  4. Section 4: Any student member of an advisory committee, including the Chair, may be removed for consistently missing committee meetings.

    1. Official meetings of any advisory committee include any meetings that are with the administrative person(s) the committee is appointed to advise (President, Deans, Trustees, or Faculty).

    2. Student committee members are allowed three (3) unexcused absences during their time serving on the committee. Absences may be excused by the advisory committee student Chair.

    3. Any student missing a meeting because they are studying off campus for the term or have a class at the time of the meeting is automatically considered excused.

  5. Section 5: Any vacancy on the committee due to a member being removed for violating attendance requirements will remain open until the next school- or class-wide election run by the Elections and Judiciary Committee. At the election, any class with a vacancy on any committee will fill the vacancy.

 

Article VIII: Student/Faculty Committees

  1. Section 1: The duties of members of student/faculty committees are the same as those of members of student committees, detailed in Article VI, Section 2, with the following adjustments:

    1. Anything that would be done by the committee Chair is instead done by a student member designated to act as Student Chair for the committee’s term.

  2. Section 2: Student members of student/faculty committees shall be appointed by the Student Committee on Committees, which will also have oversight of said committees. Student vacancies on student/faculty committees shall be filled by Executive Appointment. The following list of student/faculty committees (and student seats on them) must be appointed each year by the Student Committee on Committees:

    1. Admissions and Financial Aid (2)

    2. Athletics (4)

    3. Chalking and Postering (2)

    4. College Concerts (3)

    5. College Lectures (3)

    6. Curriculum and Calendar (2)

    7. Educational Policy (3)

    8. Extracurricular Activities and Residential Life (6)

    9. First-year Seminar and Writing Workshop (2)

    10. Honors Study (1)

    11. Information Services Advisory (2)

    12. Library (3)

    13. Off-Campus Study (3)

    14. Office of Career Services Advisory (5)

    15. Student Conduct (5)

 

Article IX: Senior Class Co-Presidents

  1. Section 1: In accordance with the Bates Student Government Constitution, each Senior class shall elect two (2) class Co-Presidents each academic year.

  2. Section 2: Senior Class Co-Presidents are charged with organizing class events, communicating between members of their class and campus offices, and coordinating class leadership.

  3. Section 3: The Senior Class Co-Presidents shall Chair the Community Relation Committee, in accordance with the Student Government Constitution.

 

Article X: Budget and Expenses

  1. The Executive Council is allocated $500 per semester during the BCSG budget process, and $100 during Short Term to spend on projects and expenses that directly relate to the the mission of the BCSG.

  2. Any member of the Executive Council may propose an expenditure but shall inform the Budget Committee of the expense, and have that expense approved by a majority vote in the Executive Council.

  3. An expenditure by an Executive Council member must be directly relevant to that member’s powers and responsibilities as specified by the BCSG Constitution and its Bylaws.

  4. Ex-officio members of the Executive Council are not voting members of this process.

 

  1. The remaining balance in the account by the end of the semester is transferred to the cosponsorship fund.

  2. The President must report all expenditures of the Student Government to the Representative Assembly at the next meeting.

  3. Executive Council members, except the BCSG Treasurer, may request additional funding from the co-sponsorship fund, but must receive approval from the Budget Committee. Any expenses made by the BCSG Treasurer must be approved by the RA.

 


 

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Bates College Student Government

Room 208, Chase Hall

Lewiston, ME 04240

Phone: (207) 786-6390