Section 1: Office and Duties
Bonfire Coalition will have 12 board positions. The
Executive Board of this organization shall consist of a Chair,
Vice-Chair, Treasurer, Secretary and Sergeant At Arms in order
for the organization to conduct business.
a.
Executive Officers:
1.
The Chair is the official spokesperson for
Bonfire Coalition. He or she presides at all meetings and
functions. He or she is responsible for appointing
committee chairs and the web master
for the Coalition's web page.
2.
The Vice Chair presides at meetings in the absence of the
Chair. He or she is the primary communication point for the
Committee Chairs. The Vice Chair will assume the responsibilities
of the Chair when the position is vacated for any period of time.
3.
The Treasurer is responsible for receiving and paying
financial obligations of Bonfire Coalition, and for maintaining a detailed ledger of
the
Coalition’s funds. He or she will provide a treasurer’s report at
the request of any board member. The Treasurer will chair any
fundraising activities and/or the Fundraising Committee.
4.
The Secretary records the minutes at all general and board
meetings and will maintain a record of correspondence. The
secretary will be responsible for maintaining a current list of
supporters and members along with their contact information,
including email addresses.
5.
The Sergeant At Arms is responsible for maintaining
order at all meetings and functions. He or she is
responsible for evaluating and recommending crowd control
procedures at any Coalition functions.
b.
Other Officers
1.
Current Student Representatives will serve on the Board of
Directors and will be responsible for chairing one of the
Coalition’s committees. They will be selected as described in
Article IV, Section 3 of this document.
2.
Former Student Representatives will serve on the Board of
Directors and will be responsible for chairing one of the
Coalition’s committees. They will be selected as described in
Article IV, Section 3 of this document.
c.
Webmaster
The
Webmaster is responsible for maintaining the Coalition’s official
website. All items related to the Coalition’s website are the
property of Bonfire Coalition. At such time that a
Webmaster resigns or is removed from office, he or she shall
provide all source code, passwords, etc. relating to the
Coalition’s website to provide for a smooth transition of the
website to the new webmaster. The Webmaster will be invited to all Board
meetings and will be a non-voting member of Bonfire Coalition’s
Board of Directors. The domain names bonfirecoalition.com,
bonfirecoalition.org, and bonfirecoalition.net are the exclusive
property of Bonfire Coalition.
d.
SGA Liaison
The
Bonfire Coalition invites Texas A&M Student Government to
appoint a liaison to the Coalition’s Board of Directors. The
liaison will be a non-voting member of the Board. The
function of this position is to bring together Student
Government and the Bonfire Coalition to work toward the common
goal of returning Bonfire to campus as safely and as quickly
as possible.
e.
Other Duties and Positions
1.
All officers and committee chairs are responsible for
meeting regularly to discuss issues and conduct organization
business between meetings. They are also responsible for
communicating with each other regularly. All officers will take
an active role in recruiting new membership as defined in
Executive Board meetings. They are further responsible for
maintaining the ethical standards of Bonfire Coalition.
2.
The Chair will assign committee chairs as deemed necessary.
3.
Committee chairs will be responsible for the organization
and functions of their committees. They have the authority to
create sub-committees, and appoint sub-committee chairs and Committee
Vice-Chairs to assist them in administering their committee.
Section 3: Selection of Board Members
Board
of Director positions will be filled through an application
process as defined by the
sitting Board of Directors. The process should
include, but does not require interviews with the candidate(s).
A. Replacement
of Executive Board Officers.
Executive
Board members shall be replaced through a nomination from sitting
board members at a functioning board meeting. A nomination must
be seconded. If only one nomination is made, the appointment can
be made by unanimous consent. If no consent can be reached, a yes
or no closed ballot vote will be held with the simple majority
rule in effect. If there is more than one candidate, then there
will be a secret ballot with the simple majority rule in effect.
If there is not a simple majority voting for one candidate, then a
runoff will occur between the top two candidates.
B.
Replacement of Board Members (non-executive)
1. In
the event of a vacancy on the Board of Directors, the chair will
appoint three (3) board members to screen applications and grant
interviews to the most qualified candidates. In the event that
more interviews are needed than can be accommodated, the chair may
appoint multiple committees to screen applicants. All committees
are required to report their findings in a brief of the applicants
to the board. The board will then discuss and vote on the
applicants at the next meeting, requiring a simple majority vote.
In the event that a majority can not be reached, a runoff will be
held at the same meeting.
2. The
application period will be open for a minimum of two weeks
immediately preceding the application committee's initial review
of the applications and can be extended as necessary at the
discretion of the chair.
Section 4: Terms of Office
The
term of all officers will be one (1) year, or until their
successors have been elected and installed. Six (6) Board members
will be selected in the fall and six (6) Board members will be
selected in the spring. The staggered selection process will help
maintain organizational memory and smooth transitions of
leadership
Section 5: Resignation of an Officer
Resigning officers will be required to provide written notice of
their intent fourteen (14) days prior to vacating office. The
Chair will appoint, with Executive Board approval, a replacement
officer until such a time that a candidate can be found and
approved by the full Board.
Section 6: Removal of an Officer
A
simple majority of all Board members is required for any motion to
remove an officer to be voted on. A motion to remove an officer
must be made in writing to the Executive Board. A vote will be
taken via private ballot at the next Board meeting. The individual
making the motion will have the opportunity to speak to the Board
explaining the cause for removal for a 15-minute period. The Board
member in question will then have the opportunity to respond to
the cause for a 15-minute period. An officer may be removed for
cause by 2/3 vote of all Board members. If an officer is removed,
the Chair, or Vice Chair if the Chair was removed, has the
authority to appoint a replacement until such a time that a
candidate can be found and an election held.
ARTICLE V
Meetings
Section 1: Types of Meetings
a.
General meetings will be held to discuss and conduct the
business of the organization, as well as provide time for
activities, programs, and speakers that fulfill the mission and/or
objectives of Bonfire Coalition.
b.
Board meetings will be held bi-weekly or more often as deemed
necessary by the Executive Board or the Board. Board meetings
shall be of such length as to allow time for Board members
to present information and discuss issues deemed necessary to
Bonfire Coalition .
c.
Executive Board Meetings will be held as deemed necessary
to take immediate action that, due to time constraints, cannot
wait for a full meeting of the Board. A 4/5 vote of the Executive
Board is required to take any action.
d.
Special Meetings may be called by the Chair whenever
necessary.
Section 2: Quorum
A
quorum will consist of a super majority of voting Board
members present.
Section 3: Absentee Voting/Proxy Voting
If a
board member cannot attend a meeting, he or she can offer a proxy
vote for any votes that may occur for that meeting. A proxy vote
authorization must be presented in writing to the Sergeant At Arms
prior to the meeting coming to order. The proxy vote should be
typed if possible and should include the absent board members name
in print as well as the signature. The proxy voter must be a
current board member and can deliver the proxy vote authorization
to the Sergeant At Arms. Proxy votes cannot be used for votes on
amending the Constitution nor for removal of an officer.
ARTICLE VI
Finances
Section 1: Dues
There will be no dues required to be a member of the
Coalition.
Section 2: Fund Raising
Fund
raising will occur, as the Board deems necessary to cover expenses
directly related to Bonfire Coalition’s mission and objectives.
Detailed receipts must be presented to the Treasurer for all
expenses to be reimbursed or paid directly by the Coalition.
ARTICLE VII
Amendments
Amendments to the constitution must be presented to the board
two weeks prior to being voted upon. A super majority
vote of the Board is required to pass the amendment. An approved amendment
will become part of the constitution upon approval by the Board
of Directors. Furthermore, it is recommended that this document
be reviewed and, if necessary, revised every year.
Original Signatories:
Marc
Barringer, Co-Chair
David Rushing, Co-Chair
Kristin West, Vice Chair
Robin Brown, Treasurer
Rebecca Innerarity, Secretary
David Nelson, Sgt. At Arms
Mark Lloyd
Scott Scherer
Andy Townend
Alyssa Mervine
Danyelle Garrett
Ryan Kirkpatrick
Brad Shipman
