CONSTITUTION OF TERRY/LANDER HALL COUNCIL

UNIVERISTY OF WASHINGTON

Revised May 2004

 

Article I: Name

           

The name of this organization shall be “Terry/Lander Hall Council” or “TLHC”.

 

Article II: Purpose

 

A.    TLHC shall act as a representative body for all the residents of Terry and Lander Halls to the University of Washington (UW) community.

B.    TLHC shall serve as a forum for addressing resident issues and concerns.

C.   TLHC shall plan, and distribute funds for diversity, educational, and social events for Terry and Lander Hall residents.

D.   TLHC shall remain affiliated with the Residence Hall Student Association (RHSA).

E.    TLHC shall remain compliant with the RHSA’s Constitution and Bylaws.

 

Article III: Membership

 

A. The members of TLHC shall be all regularly enrolled UW students living in Terry and Lander residence halls.

 

Article IV: Structure

 

A.    TLHC shall be governed by the General Council.

B.    Any powers and responsibilities not explicitly given to other bodies or individuals of TLHC, shall belong to the General Council

1.     The Executive Board is responsible for the administrative affairs of TLHC.

2.     The Executive Board is responsible for the implementation and execution of all TLHC policies.

C.  Meetings of TLHC shall be run consistent with the most recent edition of Standard Code of Parliamentary Procedure, by Alice Sturgis. Deviations shall be at the discretion of the chair, and subject to the consent of the TLHC membership.

D.  The Executive Board will meet each week in which a meeting of the General Council occurs.

E.  The Executive Board shall:

1.     Determine administrative policies.

2.     Determine procedures for the setting of the General Council and Executive Board agendas.

3.     Maintain and have access to all organizational files.

4.     Any action made by the Executive Board, may be overturned by a two-thirds vote of General Council.

F.   Decisions of the Executive Board members shall be made by a 2/3 vote of the Executive Board.  

Article V: Executive Board Officers

 

A.    The Executive Board shall consist of:

1.     President

2.     Vice President

3.     Director of Budget and Finance

4.     Director of Programming

5.     Associated Students of the University of Washington (ASUW) Student Senators

6.     RHSA Representatives

7.     Publicity Co-Chairs

B.    All members of TLHC are eligible to be officers, except:

1.     Resident Advisers

2.     RHSA Executive Board Officers

C.   The individual Executive Board Officers’ duties and responsibilities are as follows, in addition to those determined by the General Council:

1.     The President shall:

a.     Chair both the Executive Board and General Council meetings.

b.     Supervise the duties and responsibilities of other Executive Board members.

c.     Review all outgoing TLHC correspondence.

d.     Maintain relations with Housing and Food Services (HFS), RHSA, other student organizations, the rest of the campus community and other outside organizations.

e.     Be an Ex officio member of all TLHC committees.

f.       Act as a primary liaison to the HFS administration and the rest of the campus community.

g.     Run Autumn elections as outlined in Article X of the Constitution.

h.     Publicize TLHC at the beginning of Autumn Quarter.

i.       Transition the Spring-Elect President for the next academic year.

2.   The Vice President shall:

a.     Assist the President.

b.     Take minutes of all General Council meetings.

c.     Maintain the TLHC website.

d.     Oversee Head House Representatives.

e.     Assume duties of President in his/her absence.

3.     The Director of Budget and Finance shall:

a.     Assist the President.

b.     Perform all accounting tasks concerning TLHC funds.

c.     Report on the organization’s budget and general financial status.

d.     Communicate with all individuals and organizations regarding the status of their funding requests.

e.     Have the ability to withdraw funds if necessary.

f.       Determine whether a program that differs from its original funding proposal still has merit, and make a recommendation about the funding to the Executive Board. 

g.     Ensure that all funded programs meet publicity and funding guidelines. 

h.     Establish deadlines for funding proposals.

i.       After receiving reimbursement requests, must complete and return petty cash forms within 10 business days to the purchaser.

j.        Notify the President or Vice President if they will be absent from an Executive Board or General Council Meeting.

4.   The Director of Programming shall:

a.     Assist the President.

b.     Oversee all TLHC programming and report to the Executive Board on progress of such.

c.     Must attend Student Activities Office (SAO) orientation.

d.     Register TLHC as a student organization.

e.     Be a member of all TLHC ad hoc committees.

f.       Work with the RHSA Programming Director.

g.     Be in charge of forming committees for the organization of all hall activities.

h.     Plan at least one all-hall event per quarter.

i.       Notify the President or Vice President if they will be absent from an Executive Board or General Council Meeting.

            5. The Publicity Co-Chairs shall:

a.     Assist the President.

b.     Consist of two residents, one from Terry Hall and one from Lander Hall.

c.     Create and distribute TLHC publicity to include fliers and posters.

d.     Work with all members of the Executive Board to insure that events planned and implemented by TLHC are publicized.

e.     Create advertisements at least four (4) days prior to the scheduled event.

i.    If the event information is submitted to the Publicity Co-Chairs in less than 4 days prior to the event, advertisements shall be completed within one (1) day of submission.

f.   Focus on their respective building and all activities of TLHC.

g.  Notify the President or Vice President if they will be absent from an                                               Executive Board or General Council Meeting.

6. The RHSA Representatives shall:

a.     Assist the President.

b.     Consist of the number of Representatives appointed by the RHSA Executive Board.

c.     Attend all RHSA meetings and represent the students of Terry Hall and Lander Hall.

d.     Serve as a representative to one of RHSA’s standing or special committees.

e.     Be led by a Head Representative that will be appointed by the Executive Board.

i.    The Head Representative shall be responsible for maintaining record of attendance for the other RHSA Representatives.

ii.    The Head Representative shall ensure the attendance of at least one RHSA Representative to each of RHSA’s standing of special committees.

iii.    The Head Representative is responsible for reporting RHSA and other Hall activities at TLHC General Council meetings.

iv.    The Head Representative is responsible for presenting a hard copy of any legislation needing approval by the TLHC General Council at the General Council meeting.

v.    The Head Representative is responsible for reporting TLHC business at RHSA General Council Meetings.

                        f.    Notify the President or Vice President if they will be absent from a                                                  General Council Meeting.

 

7.     The ASUW Student Senators shall:

a.     Assist the President.

b.     Consist of one representing TLHC as a Registered Student Organization (RSO), one representing Terry Hall and one representing Lander Hall as allotted by the RHSA Constitution.

c.     Be responsible for representing both TLHC’s and RHSA’s voice in ASUW matters by attending all Student Senate meetings.

i.    If the ASUW Student Senator cannot make it to the Student Senate meeting, he/she must designate a substitute.

d.   Perform other duties as assigned by the Student Senate.

e.   Give a thorough and comprehensive report of Student Senate         business at all TLHC General Council meetings.

f.    Present a hard copy of any legislation needing approval by TLHC General Council at the General Council meeting.

g.   Notify the President or Vice President if they will be absent from an            Executive Board or General Council Meeting.

D.  All members of the Executive Board must attend both Executive Board meetings and General Council meetings.

1. Attendance of RHSA Representatives, except the Head Representative, to the Executive Board meetings shall be left to the discretion of the President.

E.  During the 8th week of Autumn quarter, the Executive Board will stand for an internal evaluation.

            1. The President will distribute evaluation forms that will include a group as well                     as a self evaluation.

            2. Each Executive Board member will fill out the evaluations and return them to          the advisor who will facilitate a discussion within the Executive Board.

            3. The goal of the discussion will be to reevaluate goals set at the Fall             Leadership training day and also to evaluate any strengths and weaknesses within the group.

 

Article VI: Adviser of TLHC

 

A.    Attend council meetings and executive board meetings.

B.    Act as a neutral consultant to TLHC

1.     Will advise Executive Board on all HFS rules and regulations.

2.     Act as a liaison to HFS.

 

Article VII: Resident Adviser Liaison

 

A.    Two RA Liaisons, one from Terry Hall and one from Lander Hall, will be chosen by their Resident Director.

1.     The RA Liaison will attend all General Council and Executive Board meetings.

2.     The RA Liaison will report to other Residential Life Team members with the current business of TLHC.

3.     The RA Liaison will act in conjunction with the Adviser to facilitate the group.

 

Article VIII: House Representatives

 

A.     Each house is encouraged to have a Head House Representative and House Representatives.

B.     Eligibility

1.      No member of the Residential Life team is allowed to apply for a position as either the Head House Representative or a House Representative.

2.      No member of the Executive Board may hold a position as a Head House Representative or a House Representative.

3.      All candidates for these positions must reside in the house they represent.

C. Head House Representative selection

1.      The Head House Representative candidates shall submit an application, which will be reviewed by the Vice President or other Executive Board member as appointed by the Executive Board, who will then appoint the Head House Representative.

D.  Head House Representative duties

1.      To promote General Council meeting attendance.

2.      To attend the General Council meetings, bring someone to the General Council meetings, and/or send another member of their house to the General Council meetings if they are unable to attend.

3.      To assist and work in tandem with the Vice President.

4.      In case of a house vote, the Head House Representative or their proxy will present their house’s vote.

E.  House Representative selection

1.      If not selected as a Head House Representative, one shall automatically become a House Representative.

F.   House Representative(s) duties

1.      To promote General Council meeting attendance.

2.      To assist and work in tandem with the Vice President.

3.      To assist and work in tandem with the Head House Representative.

 

Article IX: Voting

 

A.    All members of TLHC may vote.

B.    The voting process may not proceed in the absence of quorum which is defined as:

1.     No less than one representative from at least 10 of the 13 houses of Terry and Lander Halls.

2.     A house is defined as:

a.     One floor of Lander Hall

b.     Each pair of floors that share a lounge in Terry Hall

i. The 1st, 2nd, and 3rd floors of Terry are considered to be one house.

3.     No members of the Executive Board and Residential Life Staff will count towards quorum.

4.     Resident Advisers (RA) have full voting rights

5.     RAs can not be counted for quorum.

C.  Votes will be decided by a majority vote of the General Council except, when a house vote or a specified amount of votes is needed to pass.

D.  At any time, a house vote may be called by any member of the General Council.

1.     A call for a house vote may not be overruled.

2.     A house vote shall consist of one vote per house, to be given by the Head House Representative or their proxy.

3.     This provision extends to the election of officers.

E.    All members of the Executive Board may vote except in the case of a house vote.  The person proposing a funding proposal should abstain from voting.  The Chair of that General Council should only vote in the event of a tie.

 

Article X: Election Procedure

A.    The Executive Board will be elected by the following procedures.

1.     The President, Director of Programming, and one of the ASUW Student Senators:

a.     Will be elected during the Spring quarter prior to the academic year of office.

b.     During the sixth General Council meeting of Spring Quarter, nominations for these positions shall be taken.

c.     At the following General Council meeting, speeches will be heard and a vote shall be taken for all candidates.

i.    The person who receives the most votes will become the Spring-Elect for that position.

ii.    The Spring-Elect’s term of office begins the last day of Spring quarter.

2.     The elections process for all other positions shall consist of the following:

a.     At the first General Council meeting of the academic year, positions will be described and nominations shall be taken.

b.     At the following General Council meeting, speeches will be heard and a vote shall be taken for all candidates.

3.     In the event of a tie, a run-off election shall be held before the close of the General Council meeting. Each candidate shall have the option of speaking before the run-off is held.

4.     The Executive Board will abide by all outlined voting procedures described in Article IX of this constitution.

5.     In the event that a President-elect was not elected by the end of Spring quarter for the next term of office, a President pro tempore shall be appointed from the previous Executive Board.

a.     The President pro tempore shall conduct the meetings of the General Council during the election process of the next academic year.

b.     The President pro tempore’s position ends with the election of a new President.

B.    Vote of Confidence

1.     A vote of confidence for the President, Director of Programming, and Spring elected ASUW Student Senator must take place during Winter Quarter.

2.     If the President, Director of Programming, or Spring elected ASUW Student Senator fails to receive a two-thirds vote of confidence, an election shall occur for the President, Director of Programming, or Spring elected ASUW Student Senator’s position at the following General Council meeting.  The officer shall be eligible to stand for re-election.

3.     The Vice President shall chair the vote.

4.     The Executive Board will abide by all outlined voting procedures described in Article IX of this constitution.

5.     The vote of confidence will ensure the faith in the General Council that the President, Director of Programming, and Spring elected ASUW Senator have the ability to fulfill the obligations of their respective positions through the remainder of the academic year.

C.   Forfeiture of office.

1.     An officer must resign from office if absent from three Executive Board and/or General Council meetings without a reasonable excuse.

2.     An officer must resign from office if he/she fails to meet any of the membership requirements.

3.     RHSA Representatives must resign from office if absent from three RHSA General Council meetings without a reasonable excuse.

4.     ASUW Student Senators must resign from office if absent from three ASUW Student Senate meetings without a reasonable excuse.

D.   Vacancies

1.     If the Presidential position becomes vacant, the Vice President acts as President pro tempore until a special Presidential election can be held.

2.     If any other Executive Board positions become vacant, the office shall remain vacant until a special election can be held to fill the office.

3.     Special elections will take place no more than two General Council meetings after the vacancy.

 

Article XI: Funding

 

A.     All proposals must be turned in to the TLHC box by the time set by the Director of Budget and Finance.

B.     Funding Proposals shall meet by the Executive Board.

1.      These guidelines may include deadlines, retroactivity, and other criteria set by the Executive Board.

2.      The Executive Board must establish guidelines in written form, by the 4th meeting of the General Council in Autumn Quarter.

C.    If the Funding Proposal guidelines are not met, as determined by the Director of Budget and Finance, the proposal is non-active until all guidelines are met.

D.    The Executive Board shall vote on rubber stamp proposals:

1.      Rubber Stamp proposals are those $25 and under.

2.      Three-fourths of all elected Executive Board members must be present before voting on rubber stamps.  If quorum is not met in the Executive Board, the proposal shall be voted on by the General Council.

3.      The General Council must be notified of all financial decisions of the Executive Board.

E.     If the General Council does not agree with the financial decisions of the Executive Board, a motion to overturn can be initiated.  All voting will occur as outlined in Article IX.

F.     The General Council shall vote on all proposals over $25.  All voting will occurs as outlined in Article IX.

 

Article XII: Amendments

 

A.    The process to amend this constitution is:

1.     The first meeting it is brought before General Council, there will be a reading and a question and answer about the proposed amendment.

2.     The second meeting is a reading, discussion, and vote on the proposed amendment.

3.     This constitution may only be amended by a two-thirds majority vote of the General Council.

 

Article XIII: Renewal

 

A.    This constitution supersedes all previous TLHC constitutions.

B.    This constitution will be submitted to RHSA Constitution and Bylaws Review (CBR) committee for a check of compliance with RHSA’s policies.

C.   This constitution will be shall be reviewed during Winter Quarter every year.


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