A.G.S. BYLAWS
PURPOSE
The purpose of these Bylaws shall be to provide procedures to be
used in conducting the business of AGS.
AUTHORITY
These Bylaws are formed under and are subject to the terms and
limitations of the AGS Constitution.
DEFINITIONS
The following definitions shall be established for these Bylaws:
a. A "seat" shall be an established position on the Council.
b. A "sitting member" is a duly elected
or appointed member of Council who
currently occupies a seat.
c. A "member in attendance" is a sitting
member present at an official Council
meeting.
d. An "official meeting" is any meeting
at which Council business can be
conducted.
e. A "vacant seat" is a seat for which
there is currently no sitting member.
f. "Registered graduate student" shall
mean any graduate student in good
standing who is enrolled in any approved full-time
or part-time graduate program or school working toward
an advanced degree or teaching credential.
MEMBERSHIP PROVISIONS
Section A.
All IVC students, independent of discipline, are recognized.
Section B.
All members will hold a valid ASIVC card.
Section C.
Members will remit to AGS the fee of $5.00/student/year or $2.50/student/semester.
No fee will be collected for the summer semester. All IVC
students will have all the rights, privileges, and responsibilities
of members of AGS.
Section D.
The President, Council Officers, or Council members may resign
at any time. Resignations shall become effective when received in
writing by the Vice President Administrative Affairs. In the case
of the Vice President Administrative Affairs' resignation, the written
resignation shall be presented to the President. No reasons or explanations
need to be given for resignation. The seat or position shall be
declared vacant.
Section E.
Upon resignation, the President advertise the availability of the
open seat or position. Elections or appointments to fill seats or
positions must occur within six weeks of the resignation, unless
the resignation occurs during the summer, in which case Council
shall determine whether or not to wait until the Fall semester.
Council Officer positions may remain vacant if the Council determines
that there is no reason to fill that position.
Section F.
A Council seat shall be considered unoccupied but reserved until
such person meets this requirement and shall not be considered in
a quorum count. Any council seat not taken by the first meeting
of the Fall semester will be considered vacant.
CO-CURRICULAR MEMBER STATUS
Section A.
Any current AGS member that is also a geology major or an allied
IVC student taking a class within the geology major, is eligible
for co-curricular status.
Section B.
Co-curricular benefits include the opportunity to travel to professional
geological conferences and present oral or poster research papers.
Section C.
Eligibility for co-curricular status is the full responsibility
of the Chair of the Department of Geological Sciences. All
co-curricular activities will be coordinated through this same office.
COUNCIL PROCEDURES
Section A.
"Failure to provide representation" for the purposes of this Constitution
shall be defined as unexcused non-attendance of a Council member
at more than two meetings in an academic quarter or more than five
meetings during his/her term of office. Council shall determine
on an individual basis whether absences are excused or not. Possible
reasons to excuse absences include: accidents, illnesses, injuries,
time conflicts, field studies, etc.
A Council member may be removed from office for failure to provide
representation at a meeting of Council at which at least two-thirds
of those in attendance vote to remove. This definition satisfies
the requirements of the Constitution in Article III, Section 3.
Section B.
A meeting of the Council may be called by the President at his/her
discretion or at the request of any two sitting Council members,
as agreed to at a previous week's notice in order for official business
to be conducted. Informal meetings may be called with less notice,
but no formal council business may be undertaken at these meetings.
Section C.
Prior notice of meetings of Council must be publicly posted.
Section D.
The schedule of meetings of the Council
shall include but not be limited to the
following:
a. The newly elected incoming Council
shall meet with the current Council
before September for a Joint Council Meeting.
The purpose of this meeting shall be to provide for
a smooth and effective transition of Councils. The outgoing
Vice President Administrative Affairs shall prepare
and present an Orientation program for the incoming
Council at this meeting. The outgoing Vice President
Administrative Affairs shall chair this meeting.
b. The incoming Council shall meet again
in September following the Joint
Council meeting for an Election meeting.
This meeting shall follow the election of the new AGS
President. All Council Officers shall be elected at this
meeting. The outgoing President shall present the Annual
Report at this meeting.
c. The Council shall meet again in September
for the Budget meeting. The purpose of this meeting shall be to
approve an annual budget for Council
funds allocation. This budget shall
be prepared by the President and the Vice President Financial
Affairs jointly in conjunction with the outgoing President
and Vice President Financial Affairs. A copy of this
budget must be available to all Council members at least
one week before this meeting. After the budget is approved,
regular business may be conducted.
This section satisfies the requirements
of this Constitution in Article
III, Section 4. The above meetings may
be conducted in sequence at the same meeting time.
Section E.
The Annual Report prepared by the President shall be presented
to the incoming Council as indicated in the Constitution and also
distributed to the Chair of the Department of Geological Sciences,
and all other interested parties. Its availability should be printed
in the AGS official newsletter.
Section F.
If the President resigns and a special election for a new President
cannot be held immediately, the Vice President Internal Affairs
shall take the position of President. Council shall determine whether
a new "Acting Vice President Internal Affairs" shall be elected.
A two-thirds affirmative vote of sitting Council members is necessary
for the election to be held.
BUDGET PROVISIONS
Section A.
The AGS budget shall clearly indicate the following:
a. Project funds available to geology
and allied IVC student members.
Section B.
The budget shall be approved by an affirmative vote of two-thirds
of sitting Council members at the Budget Meeting in September. Budget
allocations may be changed after their original adoption by a two-thirds
affirmative vote of Council members in attendance.
Section C.
The application procedure, evaluation criteria, and review process
for the allocation of project funds is the responsibility of the
Vice President Financial Affairs and is subject to the approval
of Council. The availability of these funds must be widely publicized
to geology and allied IVC student members. These funds must be made
fully available no later than two weeks before the Fall Semester.
Funds must be set aside for allocation each semester.
COUNCIL BUSINESS
Section A.
Council meetings shall be conducted according to parliamentary
procedures as outlined in the most recent edition of Robert's Rules
of Order, unless a majority of present Council members vote to suspend
such rules.
Section B.
The Chair shall vote only to break a tie on an issue before the
Council. The President may vote on items specified by the Constitution
as being retained by Council members.
The President may relinquish the Chair to any member of the Council
upon the approval of a simple majority of Council members in attendance.
The acting Chair may relinquish the Chair to the President following
any vote or upon a motion supported by a simple majority of Council
members in attendance.
If the President has relinquished the Chair, the President has
full voting rights on all issues except those specified by this
Constitution as being retained by Council members. Currently, these
issues are the following:
a. In quorum count
b. Election or removal of Council Officers
c. Any Bylaw change
d. Removal of Council member
e. Whether to elect an acting Vice President Internal Affairs
f. Approving or changing the AGS budget
Section C.
The Judiciary Committee shall comprise the Chair, who must be a
Council officer pursuant to Article VII of the Constitution, and
two at-large members, who shall be members of AGS but shall not
be members of AGS Council. All three members may vote on any issue
presented to the Committee, and decisions shall be reached by a
majority of sitting members of the Committee. Decisions must be
rendered, in writing and bearing the signature of at least two Committee
members, within 15 calendar days to the person or who requested
such decision, pursuant to Article VII, Sections 5 and 6 of the
Constitution.
VICE PRESIDENTS' JOB DESCRIPTIONS
VP Internal Affairs Job Description
1. Liaison with ASIVC, ICC, and all IVC
groups that affect geology and allied
IVC student needs and rights. Proposes legislation
in response to other groups' actions.
2. Coordinates AGS entertainment and cultural
activities. Obtains all permits
necessary for these events.
3. Coordinates publication of the AGS
newsletter and all publicity.
4. Assumes the duties and responsibilities
of the President in the President's
absence.
5. Other duties as assigned by the Council.
VP Administrative Affairs Job Description
1. Follows up on all Council action and legislation.
2. Appoints geology and allied IVC students
to ad hoc committees, and monitors
their performance.
3. Distributes minutes and other AGS documents
to relevant individuals on-and off-campus.
4. Keeps a current roster and mailing
list of AGS Council members and
officers.
5. Records and presents minutes of all meetings.
6. Chairs the Constitution Revision Committee.
7. Maintains the AGS files including the
minutes, Bylaws, Constitution, and
correspondence. Submits relevant files to
the AGS archives at the end of the year.
8. Maintains the AGS master calendar.
9. Other duties as assigned by the Council.
VP Financial Affairs Job Description
Performs all duties related to the expenditure of AGS resources
including:
1. Administers and prepares the AGS budget
in conjunction with the AGS President.
2. Maintains accurate and current financial
records, and reports these to the
Council.
3. Administers the process that allocates
monies to geology and allied IVC
student projects and activities.
4. Serves on the Registration Fee Committee.
5. Maintains and monitors usage of all
AGS property and office equipment
including tape recorder and field equipment.
6. Coordinates fundraising for the AGS
Council in conjunction with the
AGS President.
7. Other duties as assigned by the Council.
VP External Affairs Job Description
1. Represents AGS to all external organizations
including South Coast Geological
Society (SCGS) and other external student
and professional organizations.
2. Seeks information about policies from
external organizations that may
affect AGS or geology and allied IVC
students. Reports this to the Council, and recommends action
by the Council.
3. Requests assistance from external organizations
to promote geology and allied IVC
student rights and needs.
4. Assists the President and Council with external outreach.
6. Other duties as assigned by the Council.
AGS Committee Chair Responsibilities
Committee chairs are responsible for the following:
1. oversight and organization of all activities
pertaining to the committee
2. conducting regular meetings of the committee
3. full participation in resolving issues
of concern to the committee's charter
4. reporting the committee's progress
at each AGS council meeting
5. working closely with AGS Executives
assigned to the committee
6. other duties as assigned by the AGS Council
Campus Communications Director (CCD)
The Campus Communications Director is charged with facilitating
and executing communication between the AGS Council and the Associated
Geology and allied IVC Students. The duties of this position include
but is not limited to the following:
1. work closely with all of the AGS Officers
on all issues regarding communications
and informing geology and allied IVC
students
2. distribute information and find ways
to creatively communicate to geology
and allied IVC students issues and concerns
that AGS is working on
3. advertise events being hosted by AGS
and getting the word out about specifics
of why the events are important
4. attend AGS Council meetings
5. report directly to the AGS President
This position is open to any geology and allied IVC student who
expresses an interest. This person is appointed by the AGS president
and must be approved by a simple majority of the AGS Council at
a AGS Council meeting at which there is quorum. This person can
be removed for any reason by 2/3 majority of the AGS Council at
a AGS Council meeting at which there is quorum. The AGS Council
can budget a stipends for this position.
LEGISLATION
Section A.
All legislation must be authored by a member of the Council.
ELECTIONS
Section A.
A candidate or referendum measure shall be disqualified should
two-thirds of the sitting Council members so vote. The candidate
or referendum sponsor must be given at least a week's notice of
the action to be taken against him or her, and must be given the
opportunity to speak in his or her defense if he or she chooses
to attend the meeting. The Elections Officer shall inform the candidate
or referendum sponsor of his or her disqualification within one
week of the action.
Section B.
Candidates are expected to adhere to campus posting policies, but
shall not be considered for disqualification on the basis of posting
infractions.
Section C.
Candidates shall be given a reasonable opportunity to submit a
statement of no more than 350 words to the Elections Officer prior
to the beginning of balloting. All statements shall be distributed
with ballots, free of charge to the candidates. The Elections Officer
shall keep all statements confidential until they are distributed
with ballots. Candidates shall submit their statements as an electronic
text file on a floppy disk or by e-mail. Candidates are responsible
for the accuracy of their statements.
AMENDMENTS TO THE AGS BYLAWS
Section A.
The Judiciary Committee shall annually review the AGS Bylaws and
make recommendations for improvement. The Committee must report
its recommendations on or before the first Council meeting that
follows May 1 of the current academic year.
Section B.
The AGS Bylaws may be amended or revised by a two-thirds vote of
the sitting members.