Outdoor Club Constitution

The name of the club shall be the Outdoor Club of De Anza College.

To promote an awareness and appreciation of the outdoor environment, and to provide opportunities for participation in outdoor activities for the De Anza community.

Section 1 Eligibility

Membership is open to all students, faculty, and staff of De Anza College.

Section 2 Qualifications

All members of the Outdoor Club shall abide by the laws and regulations of the Foothill De Anza College District, De Anza College, DASB, the ICC, the Outdoor Club, and any local authority where we are traveling. Amount of dues will be voted by the Executive Board. Removal from membership and dues are covered in our bylaws. Any DASB card holder who carries a minimum of 1/2 unit is eligible to join this club. Members cannot be on academic or social probation.

Section 1 Eligibility

All officers must be members of DASB. The President must have held an elected office with the club for a minimum of one full term prior to taking office as President. If there is no one so qualified to hold the job of President, the executive board can vote to make an exception.

Section 2 Criteria

Officers are President, Vice-President, Secretary, Treasurer, Publicity Coordinator, Equipment Supervisor, and ICC Representative. The trip leader of any trip that lasts at least overnight shall be considered to be an officer during the trip.

Section 3 Executive Board Membership

The Executive Board shall consist of the elected club officers and the advisor(s). There must be a quorum (a quorum is 50 percent plus 1 of the current board members) present in order to do any business. If there is more than one advisor, the advisors other than the one with seniority can attend meetings and vote, but a maximum of two will be counted in the formation of a quorum. The executive board formulates policy and programs of the Outdoor Club.

Section 4 Elections and Appointments

Elections of President, Vice-President, Treasurer, Secretary, Equipment Supervisor, Publicity Coordinator and ICC representative are to be held at least two weeks before the end of winter and summer quarters, for the following two quarters. Officers shall be elected by majority of the members present at a business meeting. The election will be done by secret ballot by club members who have attended at least two meetings. Notice of the election shall be given a minimum of two weeks in advance by vote at an executive board meeting, and flier or website notice. Deadline for announcing candidacy shall be one week from that date - at a business meeting or to the senior advisor. Election is to be held by secret ballot, and will be administered by a club member not up for election. Participation of a non-club member will render the election null and void, and it must be held again at a later date, or later during that meeting if the mistake is noticed immediately. The club executive board must approve any temporary officer replacements prior to election. If running unopposed, potential officers can assume the title and duties of that office, but can't vote until elected. Current officers can cover the duties of a vacant office, upon the vote of the executive board, but do not get an extra vote.

Section 5 Resignation

An officer resigning must if possible give the club at least two weeks notice. An election must then be held as soon as possible to replace that officer, as outlined in Article IV section 5. Failure to give notice may result in suspension of membership in the club.

Section 6 Impeachment Procedure; Probation and Removal from Office

An officer who does not carry out his/her appointed tasks shall be approached by at least one advisor and also the president of the club (or the vice-president, in the case of the president) to be notified of his/her probationary status and impeachment. If the situation does not improve within 2 weeks, a Vote of Confidence may take place at a Executive Board Meeting. A 2/3 vote of the Executive Board members present at the meeting may remove an impeached officer from office.

Section 1. President

Section 1. President

A. Preside over all Executive Board meetings

B. Call special meetings

C. Carry out provisions of the constitution

D. Appoint committees and chairpersons, subject to Executive Board approval

E. Supervise the work of other officers, trip leaders and committees

F. Return phone calls to the club phone line

G. Promptly and fully attend all meetings of the Executive Board

H. Act as assistant Equipment Supervisor for all rentals

I. Check personal email at least each morning and afternoon/evening

J. Be familiar with the ICC code, ICC financial code, ICC concessions code, and club financial process

K. Act as a role model in all club activities, including using environmentally sound practices, and Leave no trace camping ethics

L. Work to make all club events beginner friendly

Section 2. Vice-President

A. Assume the duties of the president in the absence of the president

B. Perform any duties delegated by the president to the vice-president

C. Coordinate Club Day table including recruiting two volunteers per time slot

D. Coordinate Welcome Week table including recruiting two volunteers per time slot

E. Coordinate promotional table including recruiting two volunteers per time slot

F. Promptly and fully attend all meetings of the Executive Board

G. Check personal email at least each morning and afternoon/evening

H. Be familiar with the ICC code, ICC financial code, ICC concessions code, and club financial process

I. Act as a role model in all club activities, including using environmentally sound practices, and Leave no trace camping ethics

J. Work to make all club events beginner friendly

Section 3 Treasurer

A. Handle funds and finances for the club

B. Oversee financial records kept on Student Accounts computer

C. Make most deposits to Student Accounts

D. Pay bills and release funds as voted by the Executive Board

E. Make financial reports at least once a month at meetings or when called upon to do so

F. Assume the duties of the president in the absence of the president and vice-president

G. Promptly and fully attend all meetings of the Executive Board

H. Check personal email at least each morning and afternoon/evening

I. Be familiar with the ICC code, ICC financial code, ICC concessions code, and club financial process

J. Act as a role model in all club activities, including using environmentally sound practices, and Leave no trace camping ethics

K. Work to make all club events beginner friendly

Section 4 Secretary

A. Keep accurate records of all meetings

B. Act as correspondence clerk by email or public mail, with prior approval of all correspondence by the Executive Board or the Advisor.

C. Print and distribute agendas for meetings when deemed necessary

D. Keep email list updated with new addresses each week.

E. Keep a spread sheet of membership updated weekly.

F. Promptly and fully attend all meetings of the Executive Board

G. Check personal email at least each morning and afternoon/evening.

H. Be familiar with the ICC code, ICC financial code, ICC concessions code, and club financial process

I. Act as a role model in all club activities, including using environmentally sound practices, and Leave no trace camping ethics

J. Work to make all club events beginner friendly

Section 5 Publicity Coordinator

A. Manage all trip and event publicity, subject to Executive Board approval

B. Go to meetings of at least six other clubs each quarter to promote the club.

C. Promptly and fully attend all meetings of the Executive Board

D. Check personal email at least each morning and afternoon/evening

E. Be familiar with the ICC code, ICC financial code, ICC concessions code, and club financial process

F. Act as a role model in all club activities, including using environmentally sound practices, and Leave no trace camping ethics

G. Work to make all club events beginner friendly

Section 6 Equipment Supervisor

A. Supervise all Rental Center transactions

B. Maintain and inventory all items in the Rental Center twice yearly.

C. Report as necessary to club about amount, condition of repair, and use of Rental Center items

D. Promptly and fully attend all meetings of the Executive Board

E. Check personal email at least each morning and afternoon/evening

F. Be familiar with the ICC code, ICC financial code, ICC concessions code, and club financial process

G. Act as a role model in all club activities, including using environmentally sound practices, and Leave no trace camping ethics

H. Work to make all club events beginner friendly

Section 7 InterClub Council (ICC) representative

A. Will be on time to attend each scheduled ICC meeting and will attend at least the minimum time required by the ICC, but preferably the entire meeting. Will arrange in advance for a replacement.

B. Report the results of ICC meetings at club meetings. Report about any urgent issues to the Advisor and President immediately after an ICC meeting.

C. Promptly and fully attend all meetings of the Executive Board. Report to the Executive Board at each meeting.

D. Check personal email at least each morning and afternoon/evening

E. Be familiar with the ICC code, ICC financial code, ICC concessions code, and club financial process

F. Act as a role model in all club activities, including using environmentally sound practices, and Leave no trace camping ethics

G. Work to make all club events beginner friendly

Section 8 Senior Advisor and other advisors

A. Serve as official representative of the college

B. Work closely with the club to insure a cooperative relationship between the advisor, and the club membership.

C. Assist each officer of the organization understand their duties.

D. Give particular attention to the financial activities of the group in order to prevent the incurring of organizational debts for succeeding members to pay.

E. Assist students to understand and apply democratic principles within their own organizations, and in working with others

F. Be present for all official club/organization meetings and activities (business and social)

G. advise students of the policies and procedures which they must follow as a club/organization.

H. Be familiar with the ICC Code, ICC Financial Code, ICC Concessions Code, and club financial process.

I. Insure that all reasonable steps are taken to insure the safety and welfare of club members.

J. Insure that appropriate college policies are upheld.

K. To sign all club/organization requisitions for the club/organizations, and to make sure that 1) their student treasurer or (co)president signs it and 2) that the expenditure is correct within all existing policies.

L. Be responsible for postings to the club on-campus display in the P.E. quad

M. Act as a role model in all club activities, including using environmentally sound practices, and Leave no trace camping ethics

N. Work to make all club events beginner friendly

Section 1 Purpose

The Bylaws of the Outdoor Club shall be for the purpose of administering all aspects of the Outdoor Club that are not significant enough to warrant placement in the Constitution.

Section 2 Alterations

Any proposed addition or alteration to the Bylaws of the Outdoor Club requires a 2/3 majority vote of the executive board.

Section 1 Meetings

The Executive Board shall meet as often as the President or advisor decides. Meetings can also be called by a 2/3 majority of Executive Board members.

Section 2 Duties of the Executive Board

A. To formulate planning, spending and policy of the club

B. In the event of officer vacancies, to choose acting officers

Section 1 Qualifications

Trip leader is a volunteer position, subject to confirmation of the Executive Board. The Leader of any trip that lasts at least overnight must have assisted in the planning and leadership of at least two (2) other similar trips organized by the Outdoor Club. This person must also meet any and all conditions necessary for the status of an Outdoor Club Officer.

Section 2 Miscellaneous

All other duties, regulations, and conditions shall be specified in the Outdoor Club Bylaws.

Section 1 Procedure

To ratify or amend The Constitution of the Outdoor Club, notice of the meeting for approval shall be given a minimum of two (2) weeks in advance by public announcement at a club executive board meeting, by flier, and by message on the phone machine. A 2/3 majority of the club executive board must approve changes. The Constitution will then be submitted to the ICC for ratification, and will take effect immediately upon ratification.

Section 2

All versions of the Constitution of the Outdoor Club shall be kept in perpetuity by the Outdoor Club. Responsibility for the job falls to the Senior Advisor, Secretary and President of the club.

Section 3 Dating

The approval date of this Constitution of the Outdoor Club revision of winter quarter, 2004, shall be listed as the date of ratification, acknowledging that this is the fifth version of the constitution. The date of ratification shall always remain in place in this document, and any subsequent changes will be appended on as listing the date of approval of the amendments by the ICC.

Section 4 Ratification

This constitution replaces all previous constitutions, but does not replace current bylaws, and takes effect immediately upon ratification of the ICC.

This club accepts full financial responsibility for all activities that bear its name as official sponsor, and will adhere to college regulations. All publicity for an event must bear the name of the sponsoring club.

Any club officer, club member does not have the right to incur any debt or become involved in any business under the title or by implying the title of a club in any way unless given full authority to do so by the club. Any club officer, club member does not have the right to make and post flyers or do any other promotion without prior approval by the Executive Board or advisor.

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(This version of the constitution has changes required by the Inter-Club Council and was voted by the club officers unanimously in winter quarter, 2004.)

If you are a club member and you want to run a trip click on: Club Trip Leader Job Description

For info about how club members can rent equipment for club events click on this link: Outdoor Club Sample Rental Agreement

For other club info click on: Outdoor Club Basic Info