ARTICLE I: The name of this organization shall be Club 55 of Chapman University, hereinafter referred to as the club. ARTICLE II: Purpose Section 1: The mission of Club 55 shall be: To create happiness by bringing the magic of Disney to Chapman University.
Section 2: The Vision statement of Club 55 shall be: Providing entertainment and opportunities for students, through the joy and inspiration of the Walt Disney Company.
ARTICLE III: Membership Section 1: Membership in Club 55 at Chapman University shall be open to any and all students at Chapman University. Active membership shall be determined by attendance at Club 55 meetings and events as well as interest in Disney. Once a student graduates or ceases to be a student at the University, their membership in the club shall cease.
Section 2: Any member may be removed from membership for no longer upholding club conduct. The member in standing will receive three warnings of conduct violation before their membership is terminated. At three warnings, the member will have a meeting with the Officer Board to decide if their membership will be terminated from Club 55. Voting for removal from membership is to be done by a secret ballot within the Officer Board. The member in question must be notified immediately of the outcome of the vote. Extreme and/or illegal circumstances will call for immediate termination from the club.
Section 3: Membership and membership privileges to Club 55 of Chapman University is to be at all times open to all students without regard to race, color, religion, ancestry, national origin, sex, gender (unless exempt under Title IX), marital status, sexual orientation, age, disability, veteran status, or any other classification of identity, including those protected by law, so that all members of the community are treated at all times with dignity and respect.
Section 4: To gain voting privileges on any and all items of Club business, including resolutions, topics of legislation, bylaws, and elections, students must have membership in the club, as well as attend at least half of the bi-weekly meetings. If a member does not meet attendance at least half of the bi-weekly meetings, attendance from an event may be substituted to help them meet the voting quota. ARTICLE IV: Officers Section 1: The Executive Officers shall consist of a single President, Vice President, Director of Administration (Secretary & Treasurer), Director of Communication, Director of Marketing, Director of Events, and Director of Meetings. Officers shall be responsible for all administrative duties of the club. All executive positions may only be occupied by one person; ties shall be determined by the new Officer Board vote.
Section 2: The assistants to the Executive Officers shall consist of Assistant(s) to the Director of Events, Assistant(s) to the Director of Meetings, and Executive Assistant(s) who shall be appointed by the Executive Officers through an anonymous application process.
Section 3: The Officer Board shall consist of three departments: the Events Department, Executive Board, and Meetings Department. The Events Department shall consist of the Director of Events and Events Assistant(s). The Executive Board shall consist of the President, Vice President, Director of Administration (Secretary & Treasurer), Director of Communication, Director of Marketing, and Executive Assistant(s). The Meetings Department shall consist of the Director of Meetings and Meeting Planning Assistant(s).
Section 4: The President shall oversee the Officer Board as well as the club as a whole. The President shall be in charge of leading and organizing the monthly Executive Officer and full Officer Board meetings as needed, booking spaces for events and meetings, and being the primary contact for the organization. The President is responsible for maintaining the club’s standing through attending Presidents Meetings put on by Student Orgs, submitting the end of semester reports, and updating Engage. Additionally, the President is responsible for ensuring that the three departments are working cohesively towards the club’s common goal.
Section 5: The Vice President shall oversee the membership of the club. They shall work closely with the three departments to ensure that they are all working towards the common goal of benefitting members. The Vice President shall take on the responsibilities of attendance and The Lands Quiz as well as any aspect of the club involving members that does not fall under the Events or Meetings Departments. They shall oversee the Discord with the Executive Assistants, creating opportunities for member engagement and involvement in the club community.
Section 6: The Director of Administration (Secretary & Treasurer) shall be in charge of the administrative duties of the club; including the semester budget, internal development in the Officer Board, and taking notes. The Director of Administration shall be responsible for filling out SGA funding requests in a timely manner as well as working with all three departments to create budgets for the club’s activities. The Director of Administration shall also be responsible for creating opportunities for internal development among the board. They shall also be responsible to take and share notes at Officer and executive meetings in addition to member meetings when needed.
Section 7: The Director of Communication shall be in charge of sending timely emails to members, external sources, and guests, as well as actively responding to the emails on the Gmail account. The Director of Communication is responsible for the bi-weekly newsletters sent to the club’s membership as well as the Mailchimp account. The Director of Communication shall maintain the website and work with all three departments to ensure that it is accurately representing the organization.
Section 8: The Director of Marketing shall be in charge of the advertising for upcoming events and meetings. They shall oversee the social media accounts (Facebook, Instagram, Twitter, etc.) as well as create posters and advertising for upcoming events and meetings working closely with the Director of Events and the Director of Meetings. Additionally, the Director of Marketing shall get posters approved by SGA when funding is used as well as ensure the removal of posters in a timely fashion following the end of an event or meeting.
Section 9: The Director of Events shall oversee events that happen outside of the regular bi-weekly meeting times; they shall be given (a) planning assistant(s). The Director of Events shall be responsible for holding their own departmental meetings with their planning assistants as often as the department decides. Additionally, the Director of Events shall work closely with the Director of Administration and Director of Marketing to create budgets and advertising; they will also be responsible for attending SEAC as needed for their events. The Director of Events shall communicate with the President to reserve spaces for events.
Section 10: The Director of Meetings shall oversee all meetings that are scheduled during the regular bi-weekly meeting times; they shall be given (a) planning assistant(s). The Director of Meetings shall be responsible to hold their own departmental meetings with their planning assistants as often as decided by the department. When needed, the Director of Meetings shall work closely with the Director of Administration and Director of Marketing to create budgets and advertising; they will also be responsible for attending SEAC as needed for their events. The Director of Meetings shall communicate with the President to reserve spaces for meetings.
Section 11: The Executive Assistant(s) shall work closely with the entire executive team. They are responsible for filling in where needed and must attend executive meetings. Executive Assistant(s) are appointed by the Officer board rather than elected. It is the responsibility of the Executive Assistant(s) to perform and see through the tasks they are given. The number of Executive Assistant(s) shall be determined by the newly elected President and Vice President.
Section 12: The Events Assistant(s) shall work closely with the Director of Events on the Events Team. They are responsible for assisting with events and must attend their department meetings. Event Assistant(s) are appointed by the Officer board rather than elected. The number of Events Assistant(s) shall be determined by the newly elected Director of Events and President.
Section 13: The Meetings Assistant(s) shall work closely with the Director of Meetings on the Meetings Team. They are responsible for assisting with meetings and must attend their department meetings. Meetings Assistant(s) are appointed by the Officer board rather than elected. The number of Meetings Assistant(s) shall be determined by the newly elected Director of Meetings and President.
Section 14: All Officers must maintain a cumulative G.P.A. of 2.5 or higher with Chapman University. Any Officer is allowed to pitch ideas to any department and be a part of the planning process. All departmental meetings are open to all Officers, and collaboration is encouraged.
ARTICLE V: Elections Section 1: The President, Director of Communication (Vice President), Director of Administration (Secretary), Director of Administration (Treasurer), Director of Marketing, Director of Events and Director of Meetings shall be elected by the members of the club to serve a term of one calendar year unless an election is proposed and approved by the Officer Board before their term is up. Annual elections shall be held during the last meeting of the Fall Semester or sooner if needed. The Officers shall be elected by means of a secret ballot with the data recorded and put into the club’s records by the Election Director. The term of office for all newly elected Officers shall begin following the election. Unfinished business and transition of positions is the responsibility of Officers previously holding the position.
Section 2: The position of the Election Director(s) will be held by an Officer who is not running for a position in the next term. In the event that all Officers are re-running for their positions and no Officer is graduating, an assistant re-running for an assistant position can be Election Director(s) for the Executive Officer Election. The assistant application process would follow this election. In the event that no one is eligible for Election Director, an Officer Alumni may be contacted. There may be no more than four Election Directors at a time.
Section 3: Candidates for club Officer positions shall be submitted in writing to the Election Director(s) by any active member who has attended at least half of the meetings and or events put on by the club during their previous semester at Chapman, ten days before elections. Applications for Officer positions must be current club members currently in good standing with both the club and Chapman University (See Article IV, Section 12).
Section 4: Voting shall take place after the close of applications for each office. Officers shall be elected by a majority vote of those club members present, provided a quorum is met (See Article VII, Section 5 ). Only one person shall be elected for each executive position. In the event of a tie, the new Officer Board will take a vote to break the tie.
Section 5: Should an executive office become vacant with an unexpired term, another Officer will fulfill the responsibilities of that position until proper elections can take place. If an Executive Officer’s position becomes vacant, one of their department’s assistant(s), or an Executive Assistant, may choose to fill the role until a proper election can occur.
Section 6: The election procedure for filling the unexpired term of a vacant office shall be the same as the standard procedure. For non-annual elections, nominees’ names need to be submitted only one week before the election.
Section 7: During extraneous circumstances where the semester has been altered, the current Officer Board shall decide prior to the election what eligibility requirements members must meet to run for an Officer position. These requirements can alter those previously stated in this special case.
Section 8: Assistant positions do not go through the regular election process. This applies to the Executive Assistant(s), Events Assistant(s) and Meetings Assistant(s) positions. Assistants submit applications reviewed by the current board and new Executive Officers and are not voted on by the general members of the club. During the selection process potential assistant’s names are removed from their applications while being reviewed by the boards. Current Officers running for an assistant position shall abstain their vote from the position they are running for. ARTICLE VI: Removal from office Section 1: Any Officer may be removed from their position for no longer upholding club conduct or failure to carry out the responsibilities of that office. The Officer in standing will receive examples of three instances of conduct violation or failure to perform their position before they are terminated from office. At three instances, the Officer will have a meeting with the Officer Board to decide if they are no longer fit to hold their position. Voting for removal from a position is to be done by a secret ballot within the Officer Board. The Officer in question must be notified immediately of the outcome of the vote. Extreme and/or illegal circumstances will call for immediate termination from the club. If an Officer is in question, the instance should be reported to an Executive Officer for this process. Section 2: Any Officer may elect to step down from their post on their own accord at any point during their term. No sanctions shall be imposed on Officers who elect to pursue this course of action. ARTICLE VII: Meetings Section 1: General membership meetings shall be held every other week unless otherwise voted upon by the Executive Officers, with any additional meeting(s) called by the Director of Meetings as needed. Notice of additional meetings must be given to all club members in the timeliest manner possible, usually not less than one week. The conventional means of notifying members shall be agreed upon at the first meeting held after the annual election. Section 2: The Executive Board shall meet at least once a month and when called by the President. The Department of Events and Department of Meetings shall also have a separate once a month meeting when called by their directors. Section 3: In the event that on-campus meetings are not an option, alternatives may be discussed by the Officer Board for the remainder of that semester. Section 4: Official notice of the meeting at which the election of club Officers will take place must be provided to all club members no less than two weeks prior to such meeting. Section 5: Quorum shall be defined as 20 or more active club members not holding an Officer position, including previously approved proxies. If the quorum is not met, a new meeting with proper notice for voting is set with a five-member decrease in the total active club memberships required. The quorum will continue to decrease until the vote is made. Quorum is needed for all official votes to take place. Section 6: Ties shall be broken by a discussion and a revote; if no conclusion is met, ties shall be broken by the President.
ARTICLE VIII: Funding Section 1: The club shall, as it deems necessary, undertake fundraisers for its own purposes. All fundraising shall be conducted in accordance with University and State policies. ARTICLE IX: Amendments Section 1: Amendments to this constitution shall be adopted by a two-thirds vote of eligible members. Section 2: Amendments can be proposed by any Chapman Student in good standing with Chapman University.
ARTICLE X: Jurisdiction Section 1: The club is subject, as a recognized/registered student organization, to the rules, regulations, and policies of Chapman University and the laws of the State of California. The rules, regulations, and policies of Chapman University shall hold precedence over any and all rules, regulations, and policies applying to the club, including those of national or international organizations with which the club is associated.
ARTICLE XI: Dissolution Clause Section 1: This Student Organization will be dissolved by a two-thirds majority of quorum votes to do so, or when the Student Organization fails to complete the University required recognition process for two consecutive semesters. In the event of the Student Organization’s dissolution, all Student Organization financial assets become the property of the Student Government Association and shall be added to allocations designated for recognized student organizations. All additional assets become the property of the Department of Student & Campus Life.
DATE OF CREATION: 1/1/2013 LATEST REVISION DATE: 11/9/20